Group: Integrated Programs Location: Turkana PRRO/Turkana Nutrition /Moyale PRRO/ Meibeki ADP Reports to: Commodity Officer/ Project Manager – Nutrition/ADP Manager Provides supervision to: None Effective Date: July 2014 Grade Level: 12 Financial Authority / budget: (amount controlled/impacted by the position) Less than $500,000
Purpose of the position:
This position is a part of the ADP/Project leadership and is responsible for the management of the Finance and Supply chain function in the ADP/Project, Promote Stewardship of Resources, Accountability, Reliability and Accuracy of Financial reports. The position will ensure that sound Financial and supply chain Practices and adequate internal controls exist within the ADP/project in line with WVK policies, Systems and Procedures.
In order to successfully do so, the ADP/Project Accountant must be able to effectively communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that serves as an example to others and that espouses integrity.
Major Responsibilities:
1.Financial Programming & Planning.
- Coordinate development of the annual budget for the ADP and Grants, ensuring that these meet the appropriate program support to expenditure ratios.
- Prepare and submit accurate funding requests to the Sub Branch by 5th of every month.
- Submit timely and accurate cash flow consistent with approved budget by 1st October of every year.
- Prepare when necessary and review the bank reconciliation for the ADP/Project account. Ensuring that all reconciling items are followed up and addressed:
- Prepare financial analyses for the ADP/Project and the grants associated with the ADP/Project to enable management to get information for decision making about over/ under-expenditure:
- Together with the ADP/Project manager plan for and ensure that ADP/Project management review the financial reports and expenditure within the ADP/Project every month, identifying areas that need corrective management action
- Work with ADP/Project staff, community leaders and other partners to identify and respond appropriately to local financial capacity & management issues within the CBO partners
- Review the financial documents e.g. Employee Expense Reports, ensure accurate account allocation and proper coding of ADP expenses for accurate reporting of ADP/Project expenses.
- Provide leadership in any budget revision/ proposal or the grants that are managed by the ADP/Project.
- Ensure that all ADP/Project projects and programs achieve acceptable financial audit results by implementing interventions in accordance with established norms and policies;
2.Assets Utilisation & Control
- Review of payment authorization vouchers, back-ups for invoices and follow up with the respective managers for the prompt approval. Assisting in the preparation of journal entries.
- Review cheques prepared before they are signed by the IPA manager, while ensuring that the expenses are accurately coded.
- Perform accurate funding reconciliation between ADP/Project accounts and the National office on a monthly basis.
- Administer staff business advances/ floats and ensure that floats are accounted for as per WV Kenya EER policy.
- Prepare aging analysis of business advances and floats attach to the field financial report. Follow up on outstanding advances with the affected staff.
- Maintain an accurate and updated fixed assets register for the ADP/Project and submit this quarterly to the Sub Branch Finance Coordinator.
- Maintain an appropriate and transparent procurement system in liaison Finance and Supply Chain officer at the Sub Branch office for all local purchases and in line with World Vision grant purchase policy and procedures.
3.Monitoring, Evaluation and Reporting
- Prepare and submit timely, accurate and reliable monthly and quarterly financial reports to the Sub Branch office.
- Monitor program's expenditures and advice the ADP/Project Manager on strategic options accordingly.
- Ensure special and grants projects close out are done according to the guidance as stipulated in the FFM and the donor’s requirements.
- Monitor and ensure appropriate use and safety of all Program assets.
- Prepare timely and accurate grants reports that meet the donor standards and submitting the same to the sub branch office.
- Ensure that VAT analysis for US grants is analyzed and where there is need for any refund the same is requested on time.
- Ensure that all the audit recommendations are implemented within the first 60 days from the date the audit report is out.
- Review and ensuring that all staff charged to the grants have prepared and submitted LDRs for their functions.
4.Promotion of World Vision Kenya Business
- Maintain good relationship with suppliers by facilitating timely and accurate payments in line with WVK policy.
- Conduct training of partner local institutions on WVK financial procedures and provide regular support supervisory visits
- Conduct reviews of local partner institutions to ensure sound financial management of sub granted funds
- Ensure adequate budget allocation for STEP processes
- Provide financial capacity leadership, mentorship and coaching to local institutions undertaking sponsorship.
- Ensure timely provision of finances required in facilitating/ processing GNs including audit of the same
- Participate in RC monitoring
- Ensure safekeeping of STEP back ups
- Provide strategic leadership mentorship and coaching to LI undertaking sponsorship
PROFILE: Core Capabilities:
Achieving Capabilities
- Achieving quality results and service
- Consistently provides accurate and timely reports
- Consistently achieves good audit tresults and implements all audit recommendations
- Communicates financial impact clearly and regularly to the IPA management
- Practicing accountability and integrity
- Communicating information effectively
Thinking Capabilities
- Thinking clearly, deeply and broadly
- Demonstrates growing understanding of program interventions and the role of finance in the humanitarian industry
- Consistently identifies areas for improvement and implements innovations to achieve desired results
- Understanding the Humanitarian industry
- Understanding WV’s mission & operations
- Practicing innovation & change
Self-managing Capabilities
- Demonstrating Christ-centred life and work
- Lives a life that demonstrates Christian values
- Self motivated learner who consistently seeks to improve on the knowledge base.
- Learning for growth and development
- Maintaining work/life balance
Relational Capabilities
- Building collaborative relationships
- Develops beneficial relationships with IPA staff and community members to achieve work objectives.
- Practicing gender & cultural diversity
- Influencing individuals & groups
Other Competencies/Attributes:
- Must be a committed Christian who is able to stand above denominational and cultural diversity challenges;
- Must be able to provide spiritual leadership within but not limited to chapel and daily devotions;
- Must have good oral and written communications and relationship skills and;
- Must be willing to perform other duties as required.
- Must be results orientated leader who is able to handle a heavy work load as well as manage and satisfy multiple and at times conflicting donor and other stakeholder demands. He /she must also handle public relations and be a strong team player.
Qualifications: Education/Knowledge/Technical Skills and Experience
- The skills can be acquired through a combination of formal schooling, self education and on the job training
- The holder of this position must have a minimum of a Bachelor’s degree in a relevant field from a recognized University. A CPA (At least section 3) with a minimum of 3 years progressively technical work experience may be considered in lieu of the University degree.
- Competency in Sunsystems and MS Office
Working Environment / Conditions:
- Field based environment with frequent travel to the Sub Branch Office;
- Travel required: domestic up to 50%;
- Available and on call to serve on emergency and crisis response teams.
All application letters and detailed CVs together with names of three referees should be addressed to The Director, People & Culture, Email: recruit_kenya@wvi.org to reach us not later than June 5, 2014 midnight. Applicants must put job title as the subject. Only short-listed candidates will be contacted.
World Vision Kenya neither uses employment agencies nor does it charge money for recruitment, interviews, or medical checks.
World Vision is a child focused organization and upholds the rights and wellbeing of children. Our recruitment and selection procedures include screening and background checking for child abuse related offenses. World Vision is an equal opportunity employer.
