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International Rescue Committee (IRC)
Finance Officer – Kakuma
Sector: Finance
Location: Kenya
Employee Type: Regular
Employee Category: Full Time
Job Purpose / Objective: The Finance Officer will be responsible for ensuring IRC systems and procedures of internal controls are followed when committing financial transactions in Kakuma and also assist the Finance Manager in financial matters in the field office.
The position will supervise a Finance Assistant.
Key Responsibilities
Field Finance Reporting
Preparation of Monthly cash and bank disbursement journals by 25th of every month except in September, which should be closed on 30thas it is a fiscal year closing month for IRC
Preparation of bank reconciliation statements by the close of 25th for all months except for September which closes by 30th.
Review of all cash advances liquidations to ensure correct coding and adequate supporting documentations are attached.
Review cash books spreadsheet on Monthly basis and ensure the running balance tally with the cash count at all the times including the close of the Month on 25th of the month (30th in September)
Review bank books spreadsheet on Monthly basis and ensures that all bank books are closed and reconcile with period bank statements as at 25th (30th September) month end.
Ensure all program advances are accounted for as per advance policy.
Ensure that all payment request and disbursements submitted to Finance are paid before the end of the month to ensure they are recorded within the same month they are presented for payment
Ensure that the financial reports are submitted to Nairobi finance department on the 1st of every Month except September.
Preparation and submission of commitment reports by ensuring the coding is accurately done and validation of documentation before submission to Nairobi office by 8th of every Month.
Donor Reporting
Ensuring donor regulations are adhered to for all aspects of the operations
Ensure that BvAs are provided to relevant parties on time and accurately
Assist the Finance Manager for identification of procedural or training issues to be addressed to improve the quality of report data.
Training & Support
Assist Finance Manager in training staff on IRC accounting procedures and requirements, and also assists the Field Coordinator and program staff in finance related issues and activities.
Assist Finance Manager to train field managers and officers on budget tracking, review burn rates and provide advise if spending is not happening according to plan.
Report to the Finance Manager any irregularities that occur within the IRC office, staff compound and camps on policy and procedures
Bank & Cash Management
Review weekly cash count and ensure that documentary evidence is duly signed by yourself and Finance assistant
Ensuring internal control procedures are followed for all cash disbursements, receipts and transfers
Maintenance of an accurate and updated cash flow report
Liaison with vendors to resolve problems of long outstanding cheques
Ensuring that all banks are immediately updated on changes to bank signatories
Preparation of the bank reconciliation for the field office on a monthly basis
Preparation of cash forecasts and CTR for Kakuma and submitting it on the 25th of every month
Monitoring cash usage and requirements and inform the Finance Manager or Field Coordinator of possible unusual activity or requirements
Working with field and program coordinators to help them develop more accurate cash forecasts
Ensure that the sufficiency of bank reserves at all times for the Kakuma bank account.
Internal Control
Assist the Finance Manager in identifying key issues and weakness in the system and provide recommendations for improving control processes or procedures
Assist Finance Manager in ensuring that the internal controls are adhered to in all areas of operation.
Budgets
Working with Finance Manager to assist program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of field operating costs
Attend Grant Opening, BvA review and Closing Meetings when nominated to do so and also in the absence of Finance Manager
Assist Finance Manager to ensure that all accruals at grant closure are accurate, valid and are promptly liquidated
Staff management
Daily supervision and review of the work flow of Finance Assistant for efficiency & effectiveness.
Required Qualifications:
Bachelor’s degree in Accounting, or Finance or CPA II. Advanced Diploma in Accounting from recognized College / Institutions with a minimum of three (3) years of accounting experience.
Computer literate with significant experience in excel, accounting package knowledge (SUN system) will be an added advantage.
The candidate should be mature, with stable personality and ability to maintain confidentiality.
Required Experience & Competencies:
Good written and verbal skills in the English language.
Ability to carry out responsibilities independently with minimal technical support
Excellent interpersonal, organizational, and time management skills;
Ability to work in and as a team.
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