Reports to : Director of Financial Operations
Terms: Full-Time, one-year renewable contract
Position Overview:
Primary Responsibilities:
Grants Management;
Support the DFO on maintenance of up to date grant files for various donors including but not limited to , letters of or partnership agreements, financial and narrative reports submitted to donors, and any correspondence with various donors
Ensure programs expenses incurred are in line with approved and available budget.
Ensure donor expectations and recommendations are adhered to
Financial Management and Accounting
On a weekly basis ensure all Heshima Kenya financial transactions are posted to accounting system to have timely and accurate preparation of donor reports and other management reports in line approved Budgets and Chart of Accounts
Ensure internal control systems are in place and fully complied with per Heshima Kenya policies and procedures intended to safeguard financial resources and assets from risk of loss, fraud, or otherwise
Perform monthly bank reconciliation by the 5th of every month and follow up any outstanding matters with Finance Officers
In a timely manner submit monthly bank reconciliation to the DFO review and approval by the Country Director.
Reconcile and submit by the 8th of every month financial statements to the DFO for review and submission to HK Headquarter for consolidation
Oversee classification of all expenses to various cost centres in line with the approved budget
Ensure accurate record keeping of expense policy by defining allowable business transactions
Ensure day-to-day spending and payments are made to all suppliers, service providers and all work related advances to staff are processed in timely manner
Ensure turn round for all requests do not exceed a maximum of 2 working days. Where it does, sufficient reason(s) is to be communicated before the end of the set timeline/period to the concerned staff(requestor) indicating actual delivery date
Ensure staff advances for program activities are liquidated within 5 working days after completion of program activity implementation
Liaise with Program Managers to ensure work related advance requests are submitted 14 days in advance in line with each Program Procurement Plan
Ensure all expenses incurred are in line with grants requirement, organizational policies, procedures and are well coded, stamped “paid” and supported with proof of payments
Prepare timely quarterly donor reports for review by the DFO with subsequent submission to HK Headquarter
Support the DFO in strengthening and setting up minimum required accounting practices and standards and enforce the same
Strengthen/ improve Heshima Kenya internal controls and procedures with the support of DFO
Prepare and enter journal entries which include correcting entries (pre-approved by the DFO), allocating expenditures and grants related entries.
Code income/revenue to proper accounts when funds are received for various grants and communicate the same to the finance officers as well as Program Managers
Prepare an accounting checklist for all staff and continually update the same with the support of DFO and ensure all liquidations meet the set minimum standards in the checklist before the same is cleared and posted in the QuickBooks
On weekly basis, review and certify that Payment Vouchers have all required accounting documents attached, enforce up to date and orderly filling of all accounting and related documents based on each running grant(s) and bank account(s)
Ensure proper accounting and reporting of assigned grants, which include year – end calculation of accounts receivables and any deferred revenues
Support the DFO to prepare accurate and timely financial statements in accordance with Heshima Kenya established schedule with inputs from the finance team
Conduct monthly account reconciliations to ensure accurate reporting and ledger maintenance
Analyse financial statements for discrepancies and other issues that should be brought to the attention of DFO
Ensure timely monthly reconciliation of account receivables and payables. Where necessary enforce recovery.
Project carryover budgets for each quarter and inform program/project managers of unspent funds and approaching spending deadlines as well as setting new investment timelines with the program managers
Support Program Managers in preparation of annual programs/project budgets and procurement plans
Support the DFO and Director of Programs in preparation and consolidation of Annual Operations Budget
Support the DFO in revising the existing Accounting Policy/Manual and operationalize the same
Support DFO in coordinating external audits and internal financial reviews by donors
Ensure financial matters raised by auditors, donors and partners are addressed and implemented in a timely manner
Protects organization’s value by keeping information confidential at the same time bringing to the attention of the DFO any challenges for further support and action
Undertake any other task /duty as may be assigned by the Supervisor from time to time
Payroll
Ensure timely reconciliation of payroll liabilities
Ensure Heshima Kenya’s standing with statutory obligations such as PAYE, NSSF , withholding tax and NHIF is clean and up to date
Work closely with the Human Resource Manager to ensure that any matters raised by current and previous employees are addressed in a timely manner
Work closely with the Human Resource Manager to ensure timely preparation and payment of monthly payroll and other statutory obligations
Work closely with Program Managers and the Human Resource Manager to ensure monthly timesheets are submitted in a timely manner before processing of payroll
Supervision
Directly supervises Finance Officers
Knowledge, Skills and Abilities
Skills in developing detailed documentation in communicating financial information and results
Communication skills in relaying financial information to donors, partners and program staff with tact and diplomacy
Excellent knowledge and skill in using Advanced Microsoft Excel
Ability to provide guidance to staff in line with HK finance guidelines and policies and procedures
Attention to detail and very analytical in approach and practice
Skills to deal with the constant questions regarding grants and accounting from various programs.
Strong problem solving skills in a humane manner
Ability to function well in a team –oriented environment
Flexibility and willingness to extend working hours and days beyond HK stipulated time to ensure delivery of results
Knowledge and experience in financial management
Strong analytical skills
Ability to work independently
High level of integrity and ethics
Education and Professional Qualifications
Bachelor’s Degree in Accounting /Finance from a recognized university
Master’s Degree in Public Administration (MPA) or Master’s Degree in Business
Administration (MBA) preferred, Certified Public Accountant (CPA) or Certified
Management Accountant (CMA) is mandatory
Registered Member of ICPAK or any other related Professional Accounting Body is a requirement
Experience utilizing the knowledge, skills, and abilities associated with non-profit and/or governmental financial accounting
More than 3-years working experience in a busy accounting function, experience in not for profit organization will be an added advantage
Knowledge and experience in working with various accounting system preferably Quick Books
