To establish and maintain accounting and management procedures for EGPAF, ensure compliance with all regulatory (donor, statutory & regulatory) and to develop capacity in the Nairobi & various sub-offices to carry out an exemplary accounting functions. Also strive to ensure efficient and accountable use of donor funds across the Kenya program.
Responsibilities for the Senior Finance Officer Job
- Month and End-year process
- Ensure all end of the month accounting reports are submitted to HQ on time
- Ensure all sub-offices submit complete, accurate and timely month end closing reports
- Follow up and documentation on identified monthly compliance issues from HQ and between Nairobi & Sub-Offices
- Ensure quarterly visits t o sub-offices for compliance and support supervision
- Review all journal vouchers for correctness of codes and completeness of information in line with the underlying supporting information
- Managing the accounts payables/Receivables
- Manages the accounts payable by ensuring suppliers are paid within the agreed time and monthly reconciliation of supplier statements
- Manages staff advances issuance, liquidation and ageing in line with the foundation policies and procedures
- Responsible for ensuring that all hard copy vouchers are duly authorized before payment and filing
- Manages a systematic financial filing system that is sequential, complete and up to date at all times. Also responsible for ensuring all foundation finance vouchers are scanned and filed appropriately
- Responsible for ensuring that all the EGPAF –K identified monthly compliance issues regarding payables from HQ and between Nairobi & Sub-Offices are addressed in a timely manner
- Payroll Management
- In liaison with HR, ensures that all staff bio-data is correctly loaded in the payroll software
- Ensures that all staff timesheets are received on a monthly basis, are accurately recorded, duly authorized. Also responsible for training staff on proper timekeeping principles per USG regulations
- Ensures timely payment of staff salaries and remittance of payroll deductions within the prescribed timelines
- Ensures strict adherence to correctly computed statutory payments from payroll and maintains separate file for ease of statutory audits
- Ensures accurate payroll allocation spreadsheet is maintained and ensures correct posting of payroll journals to Quick Books
- Cash Management Process
- Manage the cash request process to ensure Kenya Office has adequate cash at all times for its operating expenses
- Manage and oversee the cash management process to ensure its safeguarding and proper distribution
- Monitor cash flows and conduct random cash counts at least once every month
- Maintain contact with EGPAF bankers and monitor all bank transactions to ensure that adequate balances are maintained
- Ensure competitive Forex rates for EGPAF’s dollar/shillings conversions
- Audit & Compliance Review Support
- Act as point of contact with external auditors, ensuring EGPAF’s full cooperation in the audit process
- Facilitate the HQ A-133 audit in a timely manner on sampling requests from the Controller
- Support EGPAF’s annual internal audit and Compliance Review functions and follow up of findings
- Ensure timely resolution of all identified findings in audits
- Staff Management & Supervision
- Ensure development, update and adherence to accounting policies and procedures at all office levels
- Assist in recruitment of finance staff and building of department’s staff capacity
- Conduct performance appraisals for finance staff and ensure relevant and up to date job descriptions at all times
- Promote learning and development amongst finance staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
- Lead finance team by example in terms of work ethic, skills and knowledge development and integrity
Other Responsibilities
- Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance
- Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
- Ensure continuous innovations, adoption of best practices and regular reviews of finance and accounting operations for optimal efficiency
- Recommend any additional finance procedures/guidelines to the Country Director for approval and adoption
- Analyze risk areas in financial operations and recommend mitigating factors
Senior Finance Officer Job Qualifications
- Bachelors degree in related field;
- CPA K or equivalent;
- A wide understanding and experience working with USG funded projects
- Minimum five years working in donor funded project accounting (preferably USG funded)
Knowledge, Skills & Abilities
- Excellent communication skills
- Proficiency in MS Office
- Well developed interpersonal skills and experience developing staff by assessing development needs, coaching and delivering training
- Strategic thinking, able to work in team settings and to provide suitable leadership therein
- Cross-cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences
- IT Savvy, including accounting soft wares
- Willingness to travel (at least once a month
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