DIRECT SUPERVISOR: Business Manager
LOCATION/DUTY STATION: Nairobi, Kenya
JOB SUMMARY & PURPOSE: The FAO is responsible for finance and accounting for all programs and operations of Internews in Kenya. S/he is responsible for adherence to agreed spending and cost principles. She ensures the provision of proper supporting documentation for all transactions and implementation of Internews policies and procedures. S/he works closely with the Country Lead, Project Managers, Regional Program Accountant, Business Manager and Headquarters to ensure the projects are compliant at all levels of funders’ rules and regulations. As such, the holder is expected to display strong coordination and communication skills, and promote team work and harmony.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Design activity budgets in consultation with program staff.
• Close budget monitoring with the responsibility to alert the Project Managers and Business Manager of spending trends that indicate a lack of adherence to budgets.
• Proactive management of long range (project life) budget projections, as well as monthly spending projections and budget adherence tracking.
• Skillful management of multiple concurrent awards, design cost share principles and ensuring adherence to these.
• Gather cyclical spending needs of the projects and ensures the timely submission of wire transfer requests (WTRs) for approval.
• Oversees banking transactions, including deposits and bank statement collection, wire processing, and the adherence to proper approval procedures, as well as the maintenance of banking files including a list of signatories and agents of the Kenya office.
• Prepare reconciliations of petty cash account as required for replenishment.
• Prepare cash counts on a weekly basis and submits them to the Country Lead.
• Logistical support to programs.
• Provide necessary trainings to accountants, finance interns, other administrative and program staff.
• Ensure compliance with local regulations in respect of registration, taxation, and labor laws.
• Oversees the Accountant’s duties.
• Review transactions in Business World.
• Ensure that proper supporting documentation is provided for all transactions and ensure that Internews accounting policies and procedures are properly implemented.
• Prepare and submit to the Country Lead a monthly accounting report. Responsible for cash and bank reconciliations, oversee and monitor business advances to project staff.
• Supervises cost allocations between projects.
• Review all projects’ JSRs and alert Project Managers of any miscoding. In the event of miscoding, instruct the Accountant.
• Ensure vouchers are endorsed with the appropriate approval signatures and that all supporting documentation is provided. Responsible for providing corrections resulting from Regional Programs Accountant (RPA) review of vouchers or any other accounting documentation.
• Alert Project Managers on all aging advances issues.
• Communicate on vacation accruals to the Project Managers.
• Vet vendors.
• Review sub-grantee financial reports and documentation (vouchers and transactions) and advise on best accounting practice and compliance.
• Maintain a tracking record for funds disbursed to sub-grantees and review accruals for sub-grantees.
• Provide Finance and Procurement training to sub-grantees as needed.
• Supervise, train, and support the Accounting and Administration Assistant.
Qualifications & Experience:
• Minimum Bachelors’ Degree in Accounting and Finance, Business Administration, or related field; Master’s Degree preferred.
• Professional qualification in Accounting (e.g. CPA, ACCA) will be an added advantage.
• Minimum five years’ professional experience, ideally with an international NGO in Kenya.
• Experience working with USAID and other donors. Demonstrated understanding of USAID donor reporting requirements and rules and regulations highly preferred.
• Knowledge of related software systems, including Microsoft Office.
• Demonstrated experience in and excellent understanding of IT-based ERP systems and Unit 4 BW highly preferred.
• Capability in evaluation of Legislation, Accounting regulations and Tax matters, including employment related subjects.
• Excellent English language communication skills, both oral and written.
• Willingness and ability to learn and apply new concepts and systems, including new financial and administration software as appropriate.
• Strong management and organizational skills, with the ability to work independently under minimal supervision, and manage competing priorities within tight deadlines.
• A flexible and enthusiastic approach to work, and the ability to be part of a team.
• Kenyan nationality required.