Background
Two Kenyan community-based organisations Ghetto Foundation (GF) and Mathare Social Justice Centre (MSJC) have linked up with two international organisations, Peace Brigades International (PBI) and Saferworld (SW), to carry out a project funded by the European Instrument for Democracy and Human Rights (EIDHR) which is planned for a total duration of 24 months.
This consortium project addresses extra-judicial killings (EJKs) and aims to increase respect of (inter)national Human Rights (HR) standards by law enforcement agencies through strengthening the capacities of the two stakeholder groups – grassroots human rights defenders (GHRDs) and the police. The two bodies are the first line of support for victims and their relatives. The consortium aims to strengthen the capacities of these two stakeholder groups to prevent EJKs and other human rights violations as well as contribute to their investigation, prosecution and sanctioning. The activities as outlined in the project include among others; documentation of human rights abuses, capacity building sessions for the various stakeholder groups (including training of police officers and GHRDs), community dialogues and creating spaces for mutual understanding and advocacy with regards to SDG 16. The specific geographical scope of this action will be: Mathare, Kamukunji and Embakasi North constituencies in Nairobi County.
Job Purpose:
To manage finances for all activities and expenses related to this EU project, and to compile, consolidate and present the interim and final financial reporting for the entire consortium to the Project Manager. Additionally, the Project Finance Assistant is responsible for keeping track of relevant financial deadlines and for ensuring adherence to EU guidelines and regulations with regards to financial reporting.
Duties:
Financial Monitoring & Reporting
Comply with EU guidelines and obligations related to financial reporting and ensure adherence with the entire scope of the project.
Monitor the budget and coordinate with the Project Manager to ensure all activities and expenditure fall within the appropriate budget lines.
Ensure partners are aware and adhere to the financial guidelines for the various reporting cycles. Provide training where needed and provide continuous assistance with the use of evaluation tools for the project.
Collect relevant information for financial reporting to the donor – in close collaboration with Finance Officers, the Coordinators and Project Manager.
Consolidate and produce all financial reports to the EU, based on the required reporting cycle and keep track of the relevant deadlines and guidelines.
Finance and Grant Management
Manage cash flow and reconciliations.
Monitor bank accounts to ensure funds are available when needed and prepare monthly reconciliations.
Monitor expenditure by the approved budgets and budget lines.
Ensure all activity expenditure is within the appropriate budget allocations.
Lead in ensuring timely and accurate project budgeting and project forecasting.
Monitor project budget and expenditure monthly to ensure optimum utilisation of funds and highlight any concerns promptly to the Project Manager, Steering Committee and/or individual consortium members for prompt rectification.
Work with partners to ensure timely preparation of expenditure requests and account for project expenditure in line with financial procedures.
Prepare payments and settlements ensuring they are supported by appropriate documentary evidence.
Working with the Project Manager, ensure that consortium staff comply with EU financial management policies through proper induction and close follow-up with each partner on processes.
Working with the Project Manager, keep track of relevant financial deadlines and for ensuring adherence to EU guidelines and regulations with regards to financial reporting.
Financial Record Keeping and Reporting
Keep records and undertake data capture for income and expenditure.
Maintain computerised accounting records in the financial system.
Maintain files to audit standards.
Maintain proper debtors and creditors statements and schedules.
Support in preparation of donor financial reports.
Support production of monthly and quarterly financial statements.
Assist during audits (internal or external)
Communication with the donor and production of relevant written requests or justifications in case of adjustments to budget or other changes within the project implementation cycle.
Filing statutory monthly returns and deductions.
Partner Support
Monitor partner expenses, review their financial documents monthly and upload to QuickBooks.
Support partner finance staff through capacity building and donor financial regulations and compliance.
Act as point of contact for financial queries, requests and deliverables from partner organisations.
Act as link between partner organizations and PBI
Filing statutory monthly returns and deductions.
Participate in calls and meetings with partners and provide input, when necessary.
PERSON SPECIFICATION
Knowledge:
University degree in accounting, finance, business or related subject
Professional accounting qualification – CPA or ACCA
Financial management and accounting best practice preferably in an international and multi-currency setting
Knowledge of and commitment to upholding human rights standards is desirable
Knowledge of the human rights context in the urban settlements of Nairobi is desirable
Experience:
Three years of relevant work experience working for an NGO
Experience with financial reporting for EU grants
Experience with budgeting and financial reporting for large-scale donors
Proven experience in performing operations of a busy finance department
Consensus decision-making experience is desirable
Experience in working with people from diverse cultural and socio-economic backgrounds
Skills:
Ability to collate and summarise large amounts of data
Excellent attention to detail for language and reviewing budgets
Ability to work within a multi-cultural office environment and consortium structure
Ability to function in stressful environments and perform under time pressure
Ability to keep strict standards of confidentiality and security
Proficiency with QuickBooks software will be an added advantage.
Proficient with MS office, especially advanced excel and able to deal with complicated worksheets.
Team player with excellent interpersonal skills.
Excellent communications skills – written and spoken in English and Swahili.
Ability to work independently with minimum supervision.
Excellent organisational and time management skills
TERMS AND CONDITIONS
Salary: A competitive INGO salary
Probation: There will be a probationary period of three months
Leave entitlement: 28 days per year Jan – Dec (14 days pro rata) in addition to relevant public holidays
Medical and life insurance
Pension: Contributory scheme
