Responsibilities
Financial
Management
- Ensure compliance with the financial
regulations, policies, and guidelines set forth by Farm Africa and the
donor, including adherence to budgetary constraints, reporting
requirements, and other stipulations.
- Prepare the annual and reforecast budgets for
the select projects, as guided by the Programme Finance Coordinator.
- With close guidance and assistance of the
Programme Finance Coordinator, advise on and prepare budget revisions for
the programme.
- Ensure accuracy of the project financials and
advising the budget holder on programme implementation status.
- Prepare programme budget monitoring report, and
share with the budget holder, highlighting areas of concern and guiding
appropriately on remedial actions.
- With close guidance and assistance of the
Programme Finance Coordinator, prepare donor reports and liquidity
requests for the programme.
- Actively participate in programme quarterly
planning and progress meetings.
- To effectively stay abreast of donor policies,
procedures, rules and regulations together with contractual obligations.
- Conduct regular monitoring visits to
implementing partners and provide capacity building and technical support.
- Generate financial analysis on the programme
financials to aid management in decision making.
- Provide timely response and feedback on grant
financial issues and respond to budget variance analysis in consultation
with the programme team.
- Review field financial documents, and
implementing partners’ documents regularly to ascertain the level of
financial internal controls.
- Continuously monitor budget commitments for the
programme and advise the Programme Finance Coordinator and the budget
holder on any significant occurrences.
- Ensure that programme’s income is received as
contractually stipulated, preparing funds requests on a timely basis and
in conjunction with the Programme Finance Coordinator.
- Ensure that programme funds are utilised in line
with the donor’s regulations and the organisation’s procedures.
- Participate in strategic planning workshops,
regular meetings and ad hoc programme teams’ sessions, and assist with
induction and training of new members of staff where necessary.
Accounting
and Payments Management
- Provide general oversight of the programme bank
accounts and cash flow ensuring that there is always sufficient funds for
operations.
- Review Staff Working Advance requests and
subsequent retirements to ensure the expenditures are allowable and in
compliance to the organization’s and donor guidelines.
- Review payments, ensuring that each payment or
transaction is in compliance with the basic standards contained in the
Farm Africa finance policy and procedures manual.
- To ensure up to date and accurate financial
transactions are captured in the system by reviewing held journals before
posting to SUN System.
- To assist the Programme Finance Coordinator in
reviewing bank, cash and SWA account reconciliations, on need-basis and
prepare other assigned account reconciliations on a monthly basis.
- To maintain up to date, neat and adequate filing
systems for the programme’s accounting documents, and ensure that the time
taken for document retrieval is kept to a minimum.
Payroll
Administration and Cost Recovery Management
- Process payroll for the programme staff,
ensuring accuracy and compliance with relevant laws and regulations.
- To ensure up to date and accurate payroll
financial transactions are captured in the system i.e. SUN Systems.
- Ensure accurate withholding, filing and
remittance of statutory taxes and staff deductions.
- Maintain a monthly schedule of the staff Cost
Recovery budgeted against time allocated, supported by TORs and evidence
of work done.
Partners
and Sub-grantee Management
- Maintain an up-to-date partner register
containing information on the total grant commitment, funds disbursed and
expenditure reported for each implementing partner.
- Facilitate the disbursement of grant funds to
implementing partners accurately and in a timely manner.
- Ensure that partners submit their financial
reports on time and in the correct format and give advice where weaknesses
in financial management are identified.
- Support the grantees to improve their capacity
through training and regular visits.
- Obtain and file a copy of the external audit
report for all partners on an annual basis.
Others
- Facilitate grant and statutory audits by
preparing audit schedules, and addressing issues raised during the audits.
- Participate in quarterly planning and progress
meetings.
- On a periodic basis, deputise the Programme
Finance Coordinator in his/her absence.
- Form part of, the Farm Africa Kenya Country Team
and contribute to the overall development of the Farm Africa mission.
- To participate in national and global Finance
Team meetings.
- To complete an annual appraisal with the
Programme Finance Coordinator.
- To participate in workshops organised by the
Farm Africa Kenya/UK offices.
- Undertake any other tasks as requested by the
senior team.
Essential
Education & Qualifications
- Bachelors’ degree in accounting, finance or
other relevant discipline.
- Professional qualification in Accounting/Finance
(CPA/ACCA finalist)
Experience
- A minimum of 5 years in grants management
- A demonstrable understanding of grants
management, project budgeting, financial reporting and donor reporting
- In-depth knowledge of accounting principles and
practices, especially related to grant accounting
- Experience in payroll processing and filing of
statutory returns
- Experience in dealing with partners and
sub-grantees
Skills
& Abilities
- Strong analytical, presentation, communication
and problem-solving skills
Desirable
- Professional qualification in Accounting/Finance
(CPA/ACCA finalist)
- SUN Systems competency or equivalent
How to Apply
