Objective 1: Support East Africa Regional Finance Officer in checking monthly financial reports presented by the local partners (Kenya, Somalia, Uganda, Ethiopia, Somaliland, Sudan)
- Check all projects’ cash and bank balance and verify presentation of accounting vouchers.
- Supervise eligibility of invoices and verify presentation of accounting vouchers.
- Verify the presence of all the required financial supporting documents for all EA projects/ operation accounts.
- Prepare and supervise the regular shipping every 2 months of documents to arche noVa HQ.
- Check and sign partner payment vouchers for submission to RFO for cross checking and validation.
- Check the presence of all the required supporting documents (training reports, beneficiary training lists, beneficiary distribution lists, etc).
- Reporting to the Regional Finance Officer on current issues on a weekly basis (or more frequently, on an ad hoc basis, in the case of urgent matters arising unexpectedly).
- Work with Program Officers/PCs on budget tracking and update on budget balances on a monthly basis
- Support/facilitate finance trainings for partners at onset of each project and refresher trainings in the course of implementation (Needs, gaps, observations from documents review, AN/ Donor updates from HQ) in liaison with RF&O.
- Train on banana/Winpacc operations and management and support Regional Finance Oficer in updating monthly banana/Winpacc files.
Objective 2: Consolidate the mission’s accounts monthly/management of icloud files.
- Organize, support management of the annual audit in collaboration with the Regional Finance Officer (RFO).
- Participate in reporting process to the donor and ensure its successful completion.
- Monthly reconcile funds sent to the field against expenses to determine balances and follow up on any deficits.
- Check and prepare relevant support documents for Nairobi based office expenditures in collaboration with the Regional Finance Officer (RFO)
- Prepare monthly cash books for submission to RFO for cross checking and validation.
- Train on iCloud management and support the RF&O in management of finance iCloud files.
- Create soft copies of monthly financial documentation for Nairobi office in liaison with the RF&O.
- Prepare and support in shipment of finance/relevant documents to HQ in collaboration with the RFO.
- Prepare monitoring finance mission/training reports upon field visits and as assigned by RFO
- Support RFO and POs in elaborating new project budgets
Objective 3: Support East Africa Administration with Bank relations
- Manage Nairobi office petty cash, plan and ensure structured cross checks/verification by the RFO and the Regional Coordinator (RC).
- Ensure that the Nairobi safe/cash box are well kept and that funds are always secure in collaboration with RFO and RC.
- Responsible for deposit, cash withdrawal from the bank in collaboration with the RFO and RC.
- Preparing the required documents for opening and closing accounts and changes in bank signatures
- Carry on the bank reconciliation at the end of each month for approval by RFO and RC.
- Supervise the projects’ cash and bank balance and cross check them in readiness for RFO and RC approval/signature.
Objective 4: Participate in managing arche noVa staff
- Ensure timely payment of Nairobi office rent and office utilities to the landlord/lady & others in collaboration with the RFO, HR and RC.
- Ensure that all the due taxes are regularly calculated and paid in Kenya/field offices in collaboration with RFO, HR and RC.
Objective 5: Assist the Regional Coordinator of arche noVa
- Provide technical assistance, support and capacity building to the local partners on procurements, accounting and administration duties and assignments.
- Keep track of deadlines for the projects of reference and informing the relevant Project officers, as well as Administration supervisors, accordingly, with an overview of relevant actions to be undertaken.
- Support Administrator & Program officer in drafting financial reports (whether monthly, quarterly, annually or with ad hoc deadlines) for submission to donors and/or the arche noVa Headquarter in Germany.
- Assist the RC to improve the projects quality management with the local partners (Updating new donor and AN requirements) in collaboration with the RF&O.
Specific task
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Support East Africa partners in proper financial reporting and filing of documents.
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Develop specific financial templates per project for all East Africa project and update them every month.
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Assist the RF&O and Regional coordinator in further tasks which occur upon delegation.
Qualifications
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Bachelor of commerce Finance or Accounting option
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CPA K
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5 years’ experience in a busy finance and accounting department
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Prior experience in NGOs/INGOs
Skills and experience
- Professionalism
- Exceptional organization, time management and attention to details
- Good writing skills
- Able to work in an autonomous way and under pressure
- Fluent in English
- Strong computer skills
- Available to travel in remote areas in Kenya, Uganda and Ethiopia
- Commitment to and understanding arche noVa’s values
- Team player, flexible, patient
- Maintain confidentiality