Summary Of Position
The Finance Officer will be responsible for the day-to-day management of the financial transactions and procedures of the organization. S/he will also provide support to the Finance Head of Department & occasional work with & support the Regional Finance Specialist. The Finance officer will work under the guidance and direct supervision of the Finance Head of Department.
The Finance Officer’s role has the following purpose, engagement and delivery:
Purpose
The Finance Officer will be responsible for executing day-to-day HEARO financial transactions and managing HEARO budgets by ensuring financial data accuracy, effective and efficient utilization of resources in line with the organizational and financial management policies, procedures as well as the donor policies and guidelines.
Engagement
The Finance Officer will work collaboratively with the Finance Head of Department to ensure the issuing of accountancy bundles is timely, accurate, and complete. Program Managers by sharing and discussing BFUs, and all other staffs by sharing knowledge and awareness with respect to budget methodologies, policies, internal control policies and procedures.
S/he will also work with the logistics and administration team to ensure compliance with the procurement policies and procedures.
S/he will engage with other finance officer and head of finance departments in other mission during audit support and intermission engagements.
Delivery
By timely submission of accurate accountancy bundles, sharing of BFUs within adequate period and ensuring HEARO is compliant with internal policies, IFRS and Government regulations. S/he will promote high standards of integrity and accountability on the utilization of organizational resources.
Ensuring high-quality accounting
Disseminating information about accounting procedures to HEARO Staff & country offices and ensuring compliance
Recording all monthly commitments and recharges ensuring correctness of accounting and analytical entries
Verifying bankbooks and performing bank reconciliations before the 5th of every month
Setting up proper budgets and other accounting parameters on the accounting software
Processing payments promptly ensuring compliance with ACF payment policies
Preparing and updating the share cost tool regularly and reviewing 4 class accounts thoroughly
Sharing accurate and complete monthly accounting bundles with the HQ team before the 12th of every month
Responding to HQ queries on the monthly accounting bundles within a reasonable time
Ensuring proper filing and archiving system of all finance documents
Acting as a focal point for internal and external audits; providing auditors with all necessary information and responding to their queries
Following up on recommendations by auditors to ensure they are adhered to
Ensuring high-quality cash management
Ensuring respect for the ACF finance procedures and Cash Management Policy at HEARO
Identifying risks of fraud and corruption and setting up preventive and monitoring mechanisms
Ensuring liquidity at HEARO and advising the HOD- Finance for the need of exchange operations
Preparing the Treasury cash forecast on a bi-monthly basis in collaboration with the program, admin, and logistics departments and forwarding it to the HOD- Finance for review and validation
Ensuring safekeeping of necessary cash and performing cash count as per set requirements
Monitoring the correspondence between the Treasury cash forecast and the payments done
Anticipating treasury risks and resolving these difficulties in advance
Acting as a bank agent for cash collection, exchange operations, cheque collections & deposits, and other bank transactions on behalf of ACF
Providing financial and budgetary management
Establishing the HEARO annual budget and forwarding it to the HOD- Finance for review and validation
Producing, checking, and forwarding budget follow-ups (BFUs) to the coordination team and Program Managers before the 12th of every month
Participating in the BFUs meetings with the program team to update the forecasts and revise the allocated expenditures
Monitoring level of over/underspending per budget lines and providing timely feedback to budget holders
Performing cost analysis and issuing budgetary alerts where necessary
Producing and archiving of grants related documents according to the deadlines and formats required by funding bodies. (ie. Agreements, financial reports, etc)
Taking the lead in project audits by providing the requested support documents and responding to queries raised by auditors
Payroll Management at HEARO
Staying up to date with Kenyan payroll regulations and providing advice to the HR team on matters to do with statutory regulations and compliance
Reviewing HEARO payroll and verifying its arithmetic accuracy on the Homere HR software system
Ensuring all payroll-related taxes, statutory deductions, and other deductions are calculated and processed correctly
Ensuring that all adjustments to the payroll are adequately supported
Preparing schedules in an Excel sheet and forwarding them to the Finance Manager and Head of Office for review
Preparing and submitting all statutory returns ensuring accuracy and compliance. (ie. NSSF, HELB, NHIF, PAYE, NITA & Housing Levy)
Preparing and sharing deduction schedules with the relevant institutions. (Ie SACCOs and Insurances)
Supporting employees in filing their annual returns
Regional Roles
Acting as a focal point for inter-mission recharges, performing monthly reconciliations with all the county missions
Training and offering support to country missions concerning the new accounting system – Sylogist
Supporting country missions during audits by providing support documents for payments done through HEARO
Offering ongoing accounting system and administrative support to country missions
Occasionally providing support to the Regional Finance Specialist team on various tasks as requested
Any other duties as will be requested by the supervisor
GENDER EQUALITY COMMITMENTS & ZERO TOLERANCE TO ABUSE
Foster an environment that supports values of women and men, and equal access to information
Provide a work environment where women and men must be evaluated and promoted based on their skills and performance
Respect beneficiaries’ women, men, boys and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status,
Value and respect all cultures
Promote and uphold the Safeguarding/PSEA policy and procedures
Requirements
Minimum Bachelor’s degree in Finance, Business Administration, or related field
Certified Public Accountant (CPA) Qualification
At least 5 years work experience in humanitarian sector
Strong Financial background (accountancy and financial management)
Excellent writing and analytical skills (ability to analyze budgets and make financial forecasts)
Proven ability to translate analysis and evaluation into operational planning and strategy
Good communication skills
Good influencing and negotiation skills
Significant experience in INGOs in recovery and complex emergencies
Good knowledge of donors’ guidelines and procedures.
Proven ability to work in multi-donor short term contract situations and ability to effectively juggle priorities to meet the needs of the mission
Application close date: April 30,2024
Desired Skills and Experience
Accounting
Cash Management
Compliance
Grant Management
Risk identification
donor reporting
finance auditing
financial management
payroll and benefits
Apply via :
apply.workable.com
