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Finance Officer- Payroll & Overhead Cost Management

Lutheran World Federation

Accounting, Auditing & Finance

KSh Confidential
1 month ago

Job Summary

 

Job Description/Requirements

P osition Title:Finance Officer Kismayo,Somalia Sub-Program

Reports to/Position Title:Team Leader â Somalia Sub Program

Location:Kismayo, Somalia

The Lutheran World Federation, Kenya-Somalia Program â Finance Officer â Kismayo (Open to Somali Nationals Only).  The Department of World Service (WS) of the Lutheran World Federation (LWF) is the humanitarian and development arm of the Lutheran World Federation. WS provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, focusing on livelihoods, quality services, protection and social cohesion. The Kenya-Somalia Program has been implementing such interventions in Kenya and Somalia since 1992.

Department Summary:

The LWF World Service Finance Unit is responsible for all financial functions in Kenya/Somalia, including accounting, payments and banking, payroll, budgeting, financial reporting, and compliance. The LWF World Service Finance Department ensures compliance with donor regulations as well as LWF World Services' internal policies and procedures. As a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Representative and the Program team to ensure that financial resources are used efficiently and effectively.

Overall Purpose/Broad Function :

Working in the Finance Unit under the direction of the Finance Manager, the Finance Officer â Kismayo, Somalia will assist in the accounting and documentation of all financial transactions for the Somalia Program in a timely and accurate manner.

Key Duties and Responsibilities:

Key deliverables:

Work with program staff in preparing and / or revising project budgets and verifies their accuracy and suitability to support new proposals or modifications while ensuring adequate coverage of project operations and HQ costs. Prepares and submits realistic and timely cash flow projections to the Finance Manager in consultation with the Program staff, Area Program Manager, and notifies the Finance Manager of impending cash flow shortages; Controls expenditures at Area program to ensure that they are made in line with donor requirements and established LWF guidelines, procedures, cash flow projections requests, and availability of funds; Ensures that the account records for all Area program financial transactions of the projects are updated daily in line with LWF/WS financial procedures and guidelines; Ascertains that vouchers and claims at the Area Program level are correct, with appropriate supporting documents attached before submitting them for authorization or endorsement by the Area Program Manager; Compiles a monthly summary/analysis of staff timesheets to allow for theproduction ofthe monthly journal of Area Program staff recharges to projects; Supervise the preparations of all Area program transaction summaries and ledger entries for posting in the SAGE Accounting System; Prepares monthly financial management and monitoring reports on project implementation and expenditure for the Area program (including cash analysis, bank reconciliation statements, and monthly income and expenditure statements of the project), and submits such accounting information to Head Office to enable the production of monthly program financial reports for submission to the donors and LWF Headquarters; In Consultation with Senior Finance Officer, ensures that all balance sheet items (i.e. cash accounts, bank accounts, personal accounts, debtors, creditors, payroll accounts, etc.) have been reconciled, and a report shared; Ensures that all Area program staff settle outstanding advances in time, and that staff accounts are settled at termination of service; Liaises with banks, statutory agencies, tax authorities, and other financial institutions to ensure that financial position,legal obligations and liabilities are in good standing; Ensure that the daily cash counts are carried out; Checks cash and bank books on a daily basis to establish funds position, and carries out spot checks to ensures cash-at-hand corresponds with book balance prior to signing the cash balance form at accounts close of business;Keeps the cash box and other valuable documents (such as cheque books) in the safe, and undertakes secure custody of the safe keys and contents therein at all times; Ensures that procedures for electronic data storage, backup, and security are followed in compliance with the LWF/DWS Finance Manual; Maintains and enforces compliance with internal control systems for receipts and expenditures of funds and all Area program financial transactions in accordance with LWF financial policies, guidelines and procedures, reviewing them periodically and where necessary consulting the Finance Manager with a view to improving their efficiency and effectiveness; Ensures that any cases of fraud, deceit, scams, financial discrepancies, or errors are promptly reported and dealt with accordingly; Facilitates and coordinates spot checks, verifications and audits; readily avails relevant documents; Ensures that relevant documents for impending audits are readily available, that prompt responses to audit queries are made in consultation with the, Area Program Manager, and Finance Manager and follows-up to implement recommendations made by both internal and external auditors; Participates as a member of the Procurement Committee at the Area Program level; Reviews purchase orders and draft contract agreements and checks them against funds available prior to approval; Checks all supplies requisitions before the Area Program Managerâs authorization, ensures that coding of all financial transactions is correct, and that purchases are carried out in accordance with the LWF policies and guidelines on procurement; Ensure capacity building Area Program Finance staff; Provide input to the Finance Manager in identifying training needs in the area of Budgeting and project management for non-finance staff and lead refresher trainings for both program and finance staff to ensure that they are aware of their roles and responsibilities and are updated with new procedures on all financial management and donor guidelines for grants implemented in the area program. Carry out any other duties assigned by Area Program Manager and or the Finance Manager.

Supervisory Responsibilities:

Assistant Finance Officer - Somalia

Education/Professional Designations/Experience:

A degree (Bachelor) in accounting or a relevant business field Minimum 5 years of experience in a finance/accounts department of an international organization/preferably and International NGO. Professional qualification in accountancy such as ACCA, Certified Public Accountant. Strong computer skills in MS Office programs, particularly Excel Familiarity with computerized, double-entry accounting software Strong organizational skills as well as attention to detail Knowledge of SAGE will be an advantage. Excellent oral and written English skills

Other Specific Skill Requirements:

Good communication and excellent interpersonal skills A team player who is responsible, diplomatic and confident at dealing with people at all levels Good analytical skills, computing, and a problem-solving attitude Be methodical and adaptable Planning and organization skills Attention to detail is essential Ability to work under minimal supervision Ability to work under pressure and on irregular working hours.

Success Factors:

A clear understanding of finance, program and procurement ethics as well as the willingness and ability to enforce compliance with LWF World Service and donor policies and procedures is essential. The ability to interact effectively with international and national staff members is required. A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of changing program activities is necessary.

Covering responsibilities:

The Finance Officer is expected to be able and willing to cover for any of the positions in the Finance unit.

Our recruitment and selection procedures reflect the organizationâs commitment to the prevention of abuse and exploitation of beneficiaries.
Disclosure: LWF participates in the Inter-Agency Misconduct Disclosure Scheme developed by the Steering Committee for Humanitarian Response, which requires LWF to conduct reference checks with prior employers including questions about employee misconduct. By proceeding with this job application, you consent to LWF requesting a Statement of Conduct from your previous employers. This Statement of Conduct is requested from previous employers for all candidates for employment and provided to all employers that request it from LWF.

Qualified candidates who are interested in the above position should submit an updated detailed CV and application letter (in English), giving a day time telephone contact and email addresses of 3 (three) work referees.

Closing date for application: 26th January 2024

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