About the Job

Working closely with the Head of Finance & Administration, Finance Officer will ensure proper financial management and assist in donor reporting in strict adherence to finance and administrative policies of the organization for a period of six (6) months.

Duties & Responsibilities

Financial Management

• Review payment vouchers ensuring adequacy and accuracy of supporting documentation.
• Validate and approve purchase requests and co-sign for payments.
• Review all financial commitments and payments requests to ensure compliance with ICRH Policies and procedures.
• Prepare adjusting journals for month-end accruals for approval and posting to the accounting system.
• Preparations of year end accruals and make journals where necessary.
• Reconciliation of balance sheet control accounts on monthly basis and at the year end.
• Perform monthly bank reconciliations on or before the stipulated deadline.
• Reviewing and monitoring bank balances as well as projecting cash flow needs and requesting bank account refills from Head of Finance & Administration.
• Carry out project related financial planning to ensure well utilization of funds.
• Ensure that the VAT Invoice which fulfill VAT Claim requirement are prepared in a timely, accurate and complete manner in compliance with the organizations’ policies and procedures and donor regulations.
• Preparation of the monthly payroll and monthly reconciliation of the payroll control account

Donor Reporting

• Prepare financial reports, for review by the Head of Finance & Administration, to donors in line with donor requirements and templates.
• Coordinate with other staff to compile donor reports and take subsequent corrective actions.
• Monitor program advances issued and follow up with staff to ensure timely accountabilities.
• Assist in ensuring vendor/supplier information is accurate and used properly.
• Help ensure compliance with donor rules, finance policies and local government regulations.

Audit

• Preparation of various supporting schedules to the financial statements to facilitate annual audit and assist in the fieldwork process.
• Assist Head of Finance & Administration in responding to audit requests from donors, developing financial management tools, and managing close-out processes.
• Ensure clear audit trail of processed transactions and their linkage to the accounting system.
• Implementation of any accounting and financial audit recommendations.
• Ensure internal controls are maintained.

Budgeting and budget monitoring

• Assist project coordinators in Budgeting and Budget monitoring/budget realignment.
• Assist the Head of Finance & Administration in preparation of proposal budgets.
• Prepare quarterly Budget vs. Actual (BVA) Reports on the projects for review by the Country Director,Project Coordinators and Head of Finance & Administration

Petty Cash Management

• Review petty cash reimbursement requests and documentation from the finance officer.
• Ensure that the Petty cash ledger is timely updated with all approved transactions.
• Check the Safe & Cashbook at the end of the month and ensure that the balance matches with the Cash Books
• Responsible for monthly Cash Counts.

Compliance

• Ensure all prequalified and regular vendors are searched in strict compliance as per donor regulations before approval of the vendor.
• Ensure all statutory liabilities of ICRH for taxes and duties are paid on time.
• Keep up to date with relevant accounting standards and regulations in Kenya.
• Oversee and ensure all relevant government reporting requirements are adhered to and filed by deadline dates.

Fixed asset management

• Maintain the fixed asset register reconciled with the general ledger.

Other tasks

• Provide any other required financial backstopping roles to the ICRH and any other field offices as need arises.
• Being a key point of contact for other departments on financial and accounting matters.

Reporting 

• Quarterly Budget vs. Actual (BVA) Reports for the designated projects.
• Quarterly reconciliation of all assets registers with accounting ledger and submit to Head of Finance & Administration.
• Performs other duties as assigned. 

Position Attributes / Details

• Minimum of five (5) years’ relevant experience, preferably within an international NGO finance
• Professional accountancy qualification (CPA) is required.
• Membership with the Institute of Certified Public Accountants of Kenya (ICPAK) in good standing.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Knowledge of QuickBooks accounting software will be an added advantage.
• Experience in grants management within donor-funded programs will be an added advantage.
• Ability to be resourceful and proactive in dealing with issues that may arise
• Ability to organize, multitask, prioritize, work under pressure with minimum supervision
• Ability to take initiative and be tactful
• Ability to make sound decisions based on assessment of information available
• High personal integrity and confidentiality