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Concern Worldwide is an international non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.
The incumbent will assist the Country Financial Controller in the day to day operation of the finance department, donor management, reporting, budgets, controls and staff capacity building. S/he will ensure that all financial data are accurately captured in the Concern financial system while all relevant financial compliance and audit requirements are adhered to.
The incumbent will provide support & guidance on donor compliance and budget monitoring issues to senior managers and budget holders. S/he will oversee the completion and distribution of Kenya management accounts to budget holders as per agreed schedule. S/he will also prepare draft Financial Report Package (FRP), budget and budget revisions for review by the Country Financial Controller as per Concern’s cycle.
Assistant Country Financial Job Responsibilities
Budgets and Budget Revisions
- Ensure timely submission of budgets from budget holders and undertake review of draft budgets to confirm that it reflects as accurately as possible the financial impact of proposed activities
- Assist in consolidating the budget data received from budget holders into the standard budget pack.
- Prepare the budget data in a manner ready to be imported in to the Concern system and thereafter import the budget data into the system in consultation with the CFC.
- Generate budget codes based on approved budgets
- Ensure appropriate documentation and filing of all budget information exists.
Financial Reporting Pack (FRP) and Management Accounts
- Assist the CFC during Financial Report Pack (FRP) preparations by taking a lead role and producing a draft report for review by the CFC
- Assist in addressing FRP review feedback from HQ
- Ensure appropriate filing and documentation of all financial reports Undertake periodical joint review (at least quarterly) of management accounts with budget holders based on agreed upon arrangements
Donor Grants Management (Budgeting, Reporting, Filing)
- Ensure all relevant donor guidelines, policies, circulars and procedures are readily available, streamlined, complied with during both planning, implementation and closeout of grants.
- Review draft donor reports before submission to CFC and budget holders
- Review and amend the final donor reports line with specific donor guidelines and based on the CFC and budget holders’ feedback.
- Liaise with Programme Managers/Coordinators and prepare/ update a schedule of all reports to be submitted during the year.
- Ensure that donor report are submitted as per in-country and Dublin guidelines
- Ensure that donor reports tie back to the general ledger and donor budgets before submission of report to donor/HQ
- Participate in periodic joint review of donor reports with budget holders based on agreed upon arrangements
- Maintain and update timetable of in-country income and track receipt of all income due from donors
- Liaise with Programme Managers/Coordinators and prepare/update schedules of new donor budgets to be submitted during the year and ensure that all proposal budgets are submitted as per in-country and Dublin guidelines
- Perform budget eligibility tests against donor guidelines/requirements during new budget development
- Represent finance team in new proposal/budget development process
- Ensure an appropriate system of filing and documentation for donor budgets and reports is in place
- Identify key issues affecting the performance of the finance department and share ideas for improvement with the CFC
Management of Staff
- Manage direct reports to ensure development of performance objectives and delivery of results
- Coaching and mentoring finance staff for professional growth and development
- Provide induction on finance for new staff joining the origination and maintain up- to- date finance induction package
- Participate in facilitating/organizing training for finance and non-finance managers in consultation with the CFC
Other Duties
- As a line manager to Senior Finance Officers, conduct PDR and coordinate their leave and training plans.
- Assist in the management of audit (internal and external) processes.
- Pay regular supervisory field visits
- When requested, represent the Finance Department when dealing with external organizations (e.g. Government/ legal/ suppliers/bank etc.)
- Any other duties which may from time to time be requested by the Country Financial Controller, including where heavy workload arises to cover for other Finance Officer in case of illness, annual leave or other absences.
- Maintain good communications and ensure that all information is shared within the team.
Important
- Ensuring the non-disclosure of any information acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization except in normal execution of the above duties
- Ensuring strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorized personnel only
- Ensuring strict adherence to Concern Kenya Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times
- Ensuring, along with all staff, that all activities are implemented and managed in a transparent participatory manner and in line with Concern Worldwide policies and procedures
Specifications for the Assistant Country Financial Job
- A degree in Commerce, Finance, Accounting or other relevant field
- CPA (K), ACCA, CIA or relevant professional certification
- At least seven (7) years’ experience, with at last three (3) years in a supervisory or managerial role, in an international NGO that works with and through partners. Experience in audit and compliance is essential.
- Knowledge of international donors’ (e.g. DFID, ECHO, USAID/OFDA, UNICEF etc.) rules and standard tools while budgeting, spending and reporting.
- Proficient in computer software applications including at least one accounting/financial software, preferably Microsoft Great Plains (MGP), Word and Excel
- Confidentiality, integrity, accountability and attention to detail
- Strong communication, interpersonal, organization and planning skills
- Fluent in both spoken and written English and Kiswahili.
Interested candidates, who meet the above requirements, should send their CV and cover letter to [email protected] with the subject of the email as ‘Assistant Country Financial Controller’. The closing date for applications is Sunday, 15th October 2017. Each application should include three (3) referees who can validate technical expertise.
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