Finance Officer Job in Kenya

Job Purpose

The Finance Officer will be responsible for the planning, implementation, and management of all financial operations within the college. This position plays a critical role in maintaining transparency, accountability, and efficiency in financial management systems to support the institution’s strategic goals.

The officer will ensure proper utilization of financial resources, compliance with relevant government policies, and preparation of financial statements and reports that reflect the true financial position of the college.

Key Responsibilities

Financial Planning and Budget Management

Develop annual financial plans and budgets in consultation with departmental heads and the college management.
Monitor expenditure and ensure adherence to approved budgets in accordance with government regulations and institutional policies.
Coordinate budget revisions, forecasts, and performance analysis reports.
Advise management on cost control strategies and resource optimization to ensure financial sustainability.
Accounting and Bookkeeping
Maintain accurate and up-to-date financial records, including ledgers, journals, and supporting documentation.
Oversee daily accounting operations such as receipts, payments, invoicing, and reconciliation.
Ensure that financial transactions comply with public sector accounting standards (IPSAS) and institutional financial policies.
Manage the college’s petty cash system, ensuring all disbursements are properly authorized and recorded.

Financial Reporting

Prepare periodic financial statements and management reports for submission to the Board of Governors, the Principal, and relevant government departments.
Compile monthly, quarterly, and annual financial reports reflecting income, expenditure, and cash flow analysis.
Assist in preparing reports for audits and statutory requirements.
Analyze financial data to support informed decision-making by management.
Cash Flow and Treasury Management
Manage cash flow to ensure adequate liquidity for operational needs.
Supervise bank transactions including deposits, withdrawals, and reconciliations.
Monitor collection of revenue from various college income streams and ensure timely remittance.
Liaise with banks and other financial institutions on college financial matters and banking arrangements.

Compliance and Audit Coordination

Ensure compliance with the Public Finance Management Act, relevant Treasury circulars, and internal financial policies.
Facilitate internal and external audits by providing the necessary documentation and explanations.
Implement audit recommendations and strengthen internal controls to minimize financial risks.
Maintain updated financial records and documentation for audit readiness and transparency.

Procurement and Expenditure Control

Work closely with the procurement department to ensure adherence to the Public Procurement and Asset Disposal Act.
Verify and process payment vouchers, purchase orders, and supplier invoices in line with approved budgets.
Monitor and reconcile expenditures to ensure they align with approved budget lines and procurement plans.
Assist in the preparation of tender documents and financial evaluations when required.
Payroll and Human Resource Support
Supervise payroll preparation, ensuring timely and accurate processing of staff salaries and statutory deductions.
Maintain confidential records of staff remuneration, benefits, and deductions.
Reconcile payroll accounts and ensure remittance of statutory payments such as PAYE, NHIF, and NSSF.

Financial Systems and Technology

Utilize computer applications and financial software for efficient management of accounts.
Ensure secure data backup and maintenance of financial management systems.
Train and guide accounting staff on proper use of financial systems and reporting tools.
Continuously improve financial systems to enhance accuracy and efficiency.
Asset Management and Inventory Control
Collaborate with the procurement and stores department to maintain an updated fixed assets register.
Participate in periodic asset verification and valuation exercises.
Ensure proper tagging, recording, and disposal of institutional assets in compliance with policy guidelines.

Advisory Role

Provide financial advice to the Principal, Board of Governors, and departmental heads on budgetary control, revenue generation, and expenditure management.
Contribute to policy formulation and institutional planning through sound financial insights.
Advise management on investment opportunities, risk management, and resource mobilization strategies.

Key Competencies and Skills

Strong analytical and problem-solving abilities.
Excellent communication and interpersonal skills.
High integrity, accountability, and ethical conduct in financial management.
Proficiency in accounting software and computer applications.
Ability to work under pressure and meet strict deadlines.
Strong leadership and team management capabilities.
Deep understanding of IPSAS and public sector financial reporting standards.
Keen attention to detail and accuracy in financial documentation.

Experience and Professional Requirements

Applicants should possess the following qualifications and professional experience:

Bachelor of Commerce (Accounting, Finance, or related discipline) from a recognized university or institution of higher learning.
CPA (K) certification.
Minimum of five (5) years of experience in a similar position.
Sound knowledge of International Public Sector Accounting Standards (IPSAS) and preparation of financial statements and reports.
Demonstrable competence in computer applications relevant to financial management.
Experience working in a similar role within a Technical and Vocational Education and Training (TVET) institution will be an added advantage.