Job Title: Finance and Administration Officer
Deadline: Wednesday 26th December 2023
Reference: APIR 004/2023
Reports to: TBC
Duty Station: Kakuma
Positions: 3
Job Purpose
The finance officer will ensure efficient and effective financial systems and controls in the area field offices. He /she will support the program in the field by ensuring the timely production of reports and information.
Duties and responsibilities
1. Donor Financial Requirements in the Field Offices – Supporting Kakuma. and Lodwar Field Offices
• Ensure that there is a file for all the donor financial contracts in the field offices with all donor requirements.
• Share the information with the relevant staff.
• Assist in audit preparations as per the donor requirements.
• Management of both grants and financial filing systems in the field
• Maintenance of the donors’ fixed assets register in the field office.
2. Monthly financial monitoring reports:
• Prepare a performance analysis report for discussion with the Area program manager and other budget holders in the field.
• Ensure that all monthly financial action points are implemented.
• Coordinate the monthly grants finance meeting in the field and periodic grants monitoring meetings.
• Assist the programs team in providing training on budget monitoring systems, grants management procedures, and various donors’ terms and conditions to budget holders in the field.
3. Financial and system controls
• Support total administration, entries, and report generation with the APIR Accounting Software, QuickBooks. All Financial accounting is reported through QuickBooks.
• Assist the Finance Manager in developing and maintaining robust and adequate financial internal control systems for cash management in the field offices.
• Preparing and posting all correction journals as per budget holders’ feedback on time.
• Ensuring all costs are coded properly by reviewing the ‘accountant check’ for all PRs and payments.
• Reviewing sub offices ensuring they are properly coded before upload.
• Make payments after verification of the accuracy, validity, and legitimacy of all documentation ensuring, completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding, and approval by responsible managers before payments are made.
• Ensure the organization’s creditors in the field are paid promptly.
• Reconcile creditor’s statements to ensure that all bills have been paid and no disputes arise between the Organization and the creditors about timely payments of their bills
• Prepare invoices for staff on private use of the organization’s resources such as vehicles and recover the same promptly from the staff.
4. Cash Forecast and Monitoring
• In coordination with the head of office and Finance Officer in Kakuma, ensure realistic cash forecasts are provided by budget holders, and place the cash transfer request for the field offices.
• Monitor that expenditure is incurred only against the approved cash forecast and any deviations approved by the head of the office before the expenditure is incurred.
• Prepare a cash monitoring report every month to show if cash is spent for the purpose (budget lines) it was requested.
5. Cash management
• Monitor cash balances and transfers at field locations.
6. Payroll management
• Administer the Field payroll and ensure its smooth operation. Verify staff attendance sheet, overtime, and any other claims.
• Submit signed pay slips for staff paid in the field to the Kakuma Office.
• Liaise with HR/Admin assistant on incoming/outgoing staff from/to the field and payments for terminal benefits.
• Handle staff advances and loans as per the Staff Advance policy.
7. Monthly returns
• Prepare and submit the monthly field sub-offices on time
• Reconcile the monthly cash and float balances.
Performs any other duties and tasks, which are commensurate with the responsibilities and level of the post
Behaviors (Values in practice)
Accountability:
• holds self-accountable for making decisions, managing resources efficiently, and achieving and role modeling APIR TURKANA values.
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, take responsibility for their personal development, and encourages their team to do the same
• widely shares their vision for APIR TURKANA, engages and motivates others
• Future-orientated, thinks strategically and on a global scale.
Collaboration:
• Build and maintain effective relationships with their team, colleagues, Members, and external partners and supporters.
• values diversity, and sees it as a source of competitive strength.
• approachable, good listener, easy to talk to.
Creativity:
• Develop and encourage new and innovative solutions.
Integrity:
• honest, encourages openness and transparency; demonstrates the highest levels of integrity.
Job Specifications and Desirable Skills
– University degree in an appropriate subject (preferred in accounting, finance, business, economics.)
– A recognized accounting/procurement qualification would be a plus.
– Minimum 3 years of financial, project management, and/or accounting experience within an international organization with complex donor requirements.
– Familiarity with ECHO, USAID, AND UN Rules and regulations and Subaward Management policies and procedures would be an advantage.
– Strong knowledge of generally accepted accounting practices, financial reporting standards, financial management processes, and procedures.
– Strong capacities to make decisions, and provide leadership
– Competence in the use of QuickBooks is mandatory.
Desired Skills and Competencies
- Developed financial management/accounting skills are essential.
- Strong analytical skills with ability to set priorities, complete work with minimal supervision, and meet deadlines
- Able to work with multiple demands.
- Experience working in a multicultural environment.
- Self-starter with strong organizational skills and adaptive planning skills.
- Excellent interpersonal skills.
- Advanced IT skills, particularly knowledge of Microsoft Office software. Quick book experience would also be a strong asset.
- Adheres to APIR TURKANA’s values.
- Identifies and aligns with the core values of the organization: Compassion, Collaboration, Respect, and integrity.