Overall purpose of the role:
The purpose of this position is to support the County Office Finance department by and participate in partners mapping and due diligence processes to ensure that the appropriate organizations are engaged as partners in implementing the projects, reviewing the Partners financials, Partner monitoring visit and capacity building.
Duties & Responsibilities:
Accounting/Finance/Internal Control
Perform Month-End Closure (MEC) processes in DRC Dynamics in accordance with the DRC MEC guidelines in the areas of Expense Accounting, Bank, Vendor, Receivables, and relevant Ledger Accounts reconciliation.
Timely review and processing of payments to service providers by ensuring payment requests are properly supported with:
Proper Authorization as per IDRA
Adequate supporting documentation with evidence of receipt of the goods and services by suppliers/beneficiaries
Adherence to approved budgets.
Proper Coding (Project Number, Budget line)
Adherence to National law requirements, Compliance with DRC Internal Finance/Procurement procedures, and donor regulations
Ensure archiving and uploading of payment documents into DRC Dynamics and relevant SharePoint folders.
Responsible for review of payroll bank upload file to confirm accuracy of staff bank account details, staff name and net pay correspond with the approved master payroll data.
Support the Finance Coordinator in the review of DRC Dynamics journals for completeness of supporting documents before approval.
Partners Financial Management
Maintain budget oversight and reviewing of partner financials against the project’s milestones achieved;
Conduct monitoring and follow-up visits to partners liaising between partnership programme staff and partners’ focal points
Record and archive visit reports to partners, minutes of meetings, and relevant stakeholders
Responsible of reviewing partners financial reports and the submitted supporting documents for transactions, and following up on the documentation when not adequately provided and uploading the partner expenses to the DRC ERP dynamics system.
Responsible for archiving and documentation of finance data including uploading it on DRC’s management information system
Participate in kick-off workshops and capacity-building events as requested by the partner teams, liaising with human resource, logistics, and programmes departments
Maintain electronic & hard copy filling system of partnership finance-related documents
Assist in resolving any administrative matters arising and inquiries from partners in relation to finance.
Maintain and update contact lists for partners and trainees
Prepare training materials and facilitate the training sessions for related partners capacity enhancement
Support improvements in inclusive practices.
Perform Monthly partner account reconciliation.
Compliance & Reporting
Support in DRC Kenya statutory audits, donor project audits and expenditure verification exercises by:
Availing the required information and documents
Organizing auditor’s meetings with the implementing partners when necessary
Responding to questions raised through Audit focal points.
In consultations with the Finance Manager and Head of Support Service, make regular technical support field visits to partners and DRC field office on compliance.
Any other duties as agreed with the Finance Manager and Head of Support Service.
Experience and technical competencies:
Minimum 3 years of relevant work experience in financial/accounting and implementing partners (sub-granting) financial management including minimum 1 year with an international NGO in similar role.
ERP dynamics knowledge
Advanced proficiency in Excel
Basic proficiency in PowerPoint and Word
Advanced English proficiency
Good understanding of, and experience with, mapping, developing, and managing partnerships with and among CSOs, government or private institutions, federations, networks, and platforms.
Education
Bachelor’s degree in business management OR Bachelor of Commerce (Accounting Option)
Certified Public Account (CPA) part II qualification.
Language:
English (fluent)
Swahili
Key stakeholders:
Internal Stakeholder: Programme Staff; Field Finance Staff
External stakeholders: Government authorities; Auditors; Implementing partners; Banks; Donors
About you:
In this position, you are expected to demonstrate DRC’s five core competencies:
Striving for excellence: You focus on reaching results while ensuring an efficient process.
Collaborating: You involve relevant parties and encourage feedback.
Taking the lead: You take ownership and initiative while aiming for innovation.
Communicating: You listen and speak effectively and honestly.
Demonstrating integrity: You act in line with our vision and values.
Conditions
Contract: One-year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment.
Availability: Nov 2023
Duty station: Nairobi, with frequent travel to field offices within Kenya.
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