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Job Title: Finance Officer- Grants
Reports to: Deputy Country Financial Controller
Job Location: Nairobi (Candidates must be legally entitled to work in Kenya at the time of application - National Position)
Contract Details: Fixed Term, Twelve (12) Months Contract (Renewal subject to avaliability of funding and performance)
Job Summary:
The job holder will be assisting the Deputy Country Financial Controller in management of donors. S/he will provide support in donor budgeting, reporting and compliance and making sure that donor rules and regulations are fulfilled. The performance of this role will require flexibility as the exact duties will vary depending on a number of factors in Kenya. Additionally, excellent time management skills will be required to cope with the disparate duties
Main Duties and Responsibilities
Donor Management (Budgeting, Reporting, Filing)
- Develop and maintain complete donor files which consists of donor contract agreements, reports (narrative and financial), correspondences among others, both in hard and soft copies as per Concern finance requirements
- Participate in donor budget preparation and ensure proposal budgets and reports are submitted in the correct format
- Maintain a donor reporting schedule to ensure the team is well informed of the need for timely reporting
- Assist in preparing monthly donor expenditure report using the appropriate financial reporting formats by taking into account donor requirements for A-CFC final review
- Undertake monthly joint review of donor reports with budget holders based on agreed upon arrangements where any Under/Over utilization will be justified through variance analysis received
- Participate in Donor funded new projects start-up and closing workshops/meetings
- Participate in budget amendments (NCE or CE) in the middle or end of the grant period
- Prepare a separate fixed asset ledger list for specific donors upon submission of financial statements
- Undertake mapping of donor budgets against Concern Chart of Accounts
- Prepare donor management account templates for new donors and periodic reviews of the same
- Timesheet Management - Ensure all staff timesheets are shared monthly and filed for ease of retrieval when required
Management of External/Internal Audit processes
- Prepare sampled documents for the audits
- Coordinate the audit process during document verification exercise
Other Duties
- Prepare and reconcile monthly the Mpesa cashbook reconciliation for all Locations
- Prepare statutory deductions i.e. PAYE for International Staff
- Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
- Participating and contributing towards Concern’s emergency response, as and when necessary
- Comply with Concern’s health, safety and security guidelines during emergencies
- Take all possible measure to meet Core Humanitarian Standards (CHS)
- Any other duties as assigned by the Line Manager
Communication and Reports
- Communication in writing to the Country Financial Controller and programme manager of any areas where non- compliance exists or expenditure cannot be verified.
- Ensure continual communication with budget holders, Finance staff and is maintained at every level
Others
- Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
- Participating and contributing towards Concern’s emergency response, as and when necessary
- Take all possible measure to meet Core Humanitarian Standards (CHS)
- Any other duties as assigned by the Line Manager
Person Specification
- A degree in Commerce, Finance, Accounting or related field
- CPA (K) or ACCA professional certification
- At least three (3) years’ experience in grants management in an INGO
- Knowledge of International donors’ (e.g. DFID, ECHO, EU, IA, USAID/OFDA, UNICEF, World Bank etc.) rules and standard tools for budgeting, spending and reporting.
- Familiar with government policies and regulations on taxes
- Proficient in the use of computer accounting/financial software and applications preferably Microsoft Great Plains (MGP).
- Word and Excel applications
- Audit and training skills
Preference will be given to candidates who have:
- High integrity and demonstrated ability to follow standards and policies
- Ability to attend to details and work in a systematic and organized manner
- Positive attitude and willingness to learn
- Commitment to humanitarian principles and values
- Strong communication and negotiations skills
- Team player and able to work with others (internally and externally)
- Analytical and problem solving
Competencies required:
- Managing self
- Communicating and working with others
- Delivering Results
- Planning and Decision Making
Safeguarding at Concern: Code of Conduct and its Associated Policies
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net
How to apply
Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as 'Finance Officer- Grants’ on or before Wenesday 6th September 2023. Only short-listed candidates will be contacted for interview.
Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.
Your Personal Data
During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.
By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists
In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them - so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.
For additional information please consult our website or contact the Human Resource Division in our Head Office.
You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy
Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.
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