Finance Officer Full Time

No. of positions: 1

Sector: Finance & Administration

Job Location: Nairobi with field missions in Kenya

Reports to: Kenya Country Administrator

Supervises: Field Accountants and Support Staff.

Background Information:

CISP is an equal-opportunity employer with its headquarters in Rome. Currently, CISP has various field offices, including a Country office in Nairobi. CISP Kenya carries out projects in areas of development by supporting National and County authorities to provide quality, equitable, transparent and accountable services in the sectors of higher education, child protection, culture, food security and nutrition.

Job Purpose:

Under the supervision of the Country Administrator, the Finance officer will be responsible for a portfolio of grants to contribute to the Country Programme with timely and responsible delivery of their duties in administrative, accounting and financial management of the projects under their care, in compliance with donor and CISP procedures. He/she supervises accounting operations and Cash management and carries out budget follow up in conjunction with the Project Managers. He/she manages the Funds Transfer Processes (funds request, donor payments) under the supervision of the Country Administrator. He/she supports on Logistics and Procurement processes to ensure all procedures and support documents are availed for Donor Reporting in conjunction with the Supply Chain Officer. He/she supports, monitors and trains the members of his/her administrative team. He/she supports partnership management by providing technical support for consortium partners on administrative and compliance matters.

Role and Responsibilities:

Funds Management

• Review the funds sent against the funds utilized to reconcile, follow up on the balances, and monitor the security of funds.
• Support in formulating cash flow forecasts and financial planning with the project managers and Country Administrator.
• Review all financial documents for completeness and accuracy.
• Ensure that funds are transferred to the field administrators and partners in good time for payment of field project expenses according to the cash request for the month as approved by direct project manager and in accordance with CISP procurement procedures.
• Monitor all liabilities especially reconciling advances and accruals on monthly basis so that any unutilized funds can be managed before the closing date of the project agreement
• Assist in formulating budgets for new projects.
• Preparation of budget amendments in liaison with the Project Manager and Country Administrator and propose solutions if necessary.

Finance and Documentation

• Compilation of all financial data in the accounting system observing timeliness and accuracy by ensuring that all financial documents are set to the correct budget codes according to the funds requested or budgets.
• Keep Programme accounts updated, prepare monthly reconciliation of Cash and Banks of the projects while monitoring functioning costs at their assignment projects.
• Prepare project financial reports and annexes according to donor requirements in strict adherence to the deadlines set out.
• Participate in the preparation of Projects Financial audits, CISP Annual Audit and NGO Annual Reports ensuring smooth internal and external audits.
• Oversee adherence to donor administrative and procurement procedures.
• Provide timely feedback and instruction to Project Managers, partners and Field Administrators on necessary revision/correction/addition of supporting documents, where applicable.
• Follow up on support documents from the field offices and partner’s offices to the Country office. Ensuring the scans/copies are posted or delivered on specific set dates.
• Monthly verification of project and coordination support documents including; procurement processes, Vehicle log sheet, Training support documents, employee pays slips, timesheet and mission reports to match their respective budget lines and in accordance with the expenditures posted in the Xpert System (CISP Project Accounting Information System). Produce monthly, intermediate and / or annual reports as per projects deadlines.
• Establish and run a filing system for project and accounting documents that will be consistent to the reports and accounting system.

Administrative Management

• Serve as Officer in Charge/substitute for colleagues in the Administration department when requested by Supervisor.
• Travel regularly to the field offices of CISP and partners for technical support, supervision, capacity building, coaching of staff and monitoring compliance of field offices and activities with internal and donor regulations and policies.
• Provide support to Supply Chain Officer for Project Procurements and Logistics when requested.
• Participate in Staff recruitment and selection process and ensure all information related to the process is filled and available for audits.
• Support with HR aspects of the Projects when assigned by the Country Administrator, including but not limited to tracking staff contracts and updating staff database (including Timesheet, Leave Plans, Leave forms and contract tables, disciplinary letters etc.), and ensuring safekeeping of confidential materials.
• Ensure that all payments to suppliers are effected in good time and follow the CISP and donor’s procurement procedures.
• Preparation of Programme Documents (Contracts/MoUs as per project requirements)
• Attending trainings and meetings related to donor’s project logistics and administrative procedures when requested.
• Attending any training relevant to the administration (income tax, labour law etc..)
• Participate in weekly administrative meetings to be informed about programmatic updates.
• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Support the Country Administrator in planning and directing the activities of the administrative team and provide support and capacity building for the administrative staff of consortium partners.
• Support any other request coming from direct reporting-line managers.
• Contributing to team building, strengthening teamwork and fruitful coexistence amongst a multi-cultural team.

Accountancy:

• Review all financial documents (from CISP and partners) for completeness, accuracy and timely processing of payments.
• Process all payments online and ensure payments done through cheque have been disbursed accordingly.
• Supervise the Petty Cash management by ensuring the cash at hand reconciles at any given time with the financial data in the system.
• Ensure Xpert System data entry is done on daily basis, and shared costs are allocated accordingly.
• Ensure timely reconciliation of bank accounts and printing out the reconciliation forms for signing.
• Monitoring currency exchange rates and updating on the Xpert on monthly basis for the purpose of Management accounting.
• Exchange currency online and execute cash payments and transfers, if required.
• Ensure Nairobi Country Office Essential documents are scanned on timely basis and uploaded to the system.
• Liaise with various service providers (banks, communication providers,) and suppliers.
• Keep a calendar with all the major deadlines and ensure timely filling and payments of statutory: PAYE, NSSF, SHIF, NITA, HELB & all Insurance covers.
• Support the Country Administrator in Preparation of the organization’s financial statements for the purpose of annual institutional audits.
• Produce inventory and asset reports as required and ensure that a handover procedure of inventory and assets is in place and carefully adhered to at all times.
• Any other task as assigned by the Country Administrator.

Profile Required:

Minimum Qualifications:

• A Certified Public Accountant (CPA/ACCA), Bachelor of Commerce Degree.
• At least 5 years’ experience in the field of administration, finance and grants compliance.
• Proficiency in Microsoft applications particularly in MS Excel, Ms Word,literacy and numeracy. Previous experience with ERPs will be an added advantage.
• Good knowledge of Labor & Industrial Law of Kenya, Human Resource Management and Organization Behavior.

Minimum Skills and Experience:

• Professionalism.
• Rigorous, patient, time management, and attention to details.
• Maintain confidentiality and of High Integrity.
• Fluent in English (spoken and written).
• Excellent relations and communications skills, good team player, diplomatic, and able to deal with a mixed cultural team.
• Have a valid certificate of good conduct.

Desirable:

• Prior experience in NGOs/INGOs.
• Strong IT skills in Software, Applications and Hardware maintenance, including the ability to provide general technical support and maintenance for IT systems, equipment, and software.

Tagged as: Comitato Internazionale per lo Sviluppo dei Popoli, Kenya