NGO Senior Finance Officer Job in Kenya

Location: Nairobi, Kenya
Job Code: 1458
# of openings: 1


Job Summary

To establish and maintain accounting and management procedures for EGPAF, ensure compliance with all regulatory (donor, statutory & regulatory) and to develop capacity in the Nairobi & various sub-offices to carry out an exemplary accounting functions. Also strive to ensure efficient and accountable use of donor funds across the Kenya program.

Essential Duties and Responsibilities

  1. Month and End-year process
  • Ensure all end of the month accounting reports are submitted to HQ on time
  • Ensure all sub-offices submit complete, accurate and timely month end closing reports
  • Follow up and documentation on identified monthly compliance issues from HQ and between Nairobi & Sub-Offices
  • Ensure quarterly visits t o sub-offices for compliance and support supervision
  • Review all journal vouchers for correctness of codes and completeness of information in line with the underlying supporting information
  1. Managing the accounts payables/Receivables
  • Manages the accounts payable by ensuring suppliers  are paid within the agreed time  and monthly reconciliation of supplier statements
  • Manages staff advances issuance, liquidation and ageing in line with the foundation policies and procedures
  • Responsible for ensuring that all hard copy vouchers are duly authorized before payment and filing
  • Manages a systematic financial filing system that is sequential, complete and up to date at all times. Also responsible for ensuring all foundation finance vouchers are scanned and filed appropriately
  • Responsible for ensuring  that all the EGPAF –K  identified monthly compliance issues regarding payables from HQ and between Nairobi & Sub-Offices are addressed in a timely manner
  1. Payroll Management
  • In liaison with HR, ensures that all staff bio-data is correctly loaded in the payroll software
  • Ensures that all staff timesheets are received on a monthly basis, are accurately recorded, duly authorized. Also responsible for training staff on proper timekeeping principles per USG regulations
  • Ensures timely payment of staff salaries and remittance of payroll deductions within the prescribed timelines
  • Ensures strict adherence to correctly computed statutory payments from payroll and maintains separate file for ease of statutory audits
  • Ensures accurate payroll allocation spreadsheet is maintained  and ensures correct posting of payroll journals to Quick Books
  1. Cash Management Process
  • Manage the cash request process to ensure Kenya Office has adequate cash at all times for its operating expenses
  • Manage and oversee the cash management process to ensure its safeguarding and proper distribution
  • Monitor cash flows and conduct random cash counts at least once every month
  • Maintain contact with EGPAF bankers and monitor all bank transactions to ensure that adequate balances are maintained
  • Ensure competitive Forex rates for EGPAF’s dollar/shillings conversions
  1. Audit & Compliance Review Support
  • Act as point of contact with external auditors, ensuring EGPAF’s full cooperation in the audit process
  • Facilitate the HQ A-133 audit in a timely manner on sampling requests from the Controller
  • Support EGPAF’s annual internal audit and Compliance Review functions and follow up of findings
  • Ensure timely resolution of all identified findings in audits
  1. Staff Management & Supervision
  • Ensure development, update and adherence to accounting policies and procedures at all office levels
  • Assist in recruitment of finance staff and building of department’s staff capacity
  • Conduct performance appraisals for finance staff and ensure relevant and up to date job descriptions at all times
  • Promote learning and development amongst finance staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
  • Lead finance team by example in terms of work ethic, skills and knowledge development and integrity
  1. Other Responsibilities
  • Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance
  • Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
  • Ensure continuous innovations, adoption of best practices and regular reviews of finance and accounting operations for optimal efficiency
  • Recommend any additional finance procedures/guidelines to the Country Director for approval and adoption
  • Analyze risk areas in financial operations and recommend mitigating factors

Required Qualifications

Education & Experience

  1. Bachelors degree in related field;
  2. CPA K or equivalent;
  3. A wide understanding and experience working with USG funded projects
  4. Minimum five years working in donor funded project accounting (preferably USG funded)

Knowledge, Skills & Abilities

  1. Excellent communication skills
  2. Proficiency in MS Office
  3. Well developed interpersonal skills and experience developing staff by assessing development needs, coaching and delivering training
  4. Strategic thinking, able to work in team settings and to provide suitable leadership therein
  5. Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
  6. IT Savvy, including accounting soft wares
  7. Willingness to travel (at least once a month)

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