Finance Officer-Projects

1. JOB PURPOSE

Finance Officer-Projects will be based at CRS Kenya in Nairobi with travels to Sub-recipient locations assigned from time to time to provide technical assistance in financial management of projects and staff receivables. He/She will also ensure compliance with CRS, professional, government and other donor policies.

2. KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

Responsibility 1: Sub-Recipient Policy

· Review partner financial reports for accuracy, completeness and compliance with policy and donor requirements.

· Ensure that all financial data for projects assigned recorded in the financial system is accurate, timely and complete.

· Serve as the principle contact person on compliance issues to partner organizations assigned and Program Officers and participate in trainings on finance and compliance.

· Make regular visits to the various partner organizations assigned to review books of accounts of projects, internal control systems and financial management practices and recommend areas of improvement.

· Execute as planned Finance and program partner plans with respect to sub-recipient assessments and monitoring visits.

· Provide trip reports and other documentations to ensure that proper documentation is done (e.g. deficiencies, weaknesses, irregularities questioned costs are all documented and reports sent to relevant managers.

· Review and understand agreements between CRS and the partners to ensure partners’ compliance as per the terms and conditions of the sub-recipient agreement.

• Manage Sub-recipients assigned and ensure proper assessments are done and capacity building plans developed are, implemented, liquidations are reviewed and necessary follow up done.

· Review payment requests for transfers to partners prior to approval to ensure they are sufficiently supported, approved by designated officials and charged to a valid cost center for assigned partners.

Responsibility 2: Reporting

• Prepare monthly budgets comparison reports and advise project officers and partners accordingly.
• Assist in preparation of and analysis of donor reports and other financial reports for various internal & external stakeholders.
• Ensure the integrity and quality of the data in the CPs Financial database. This includes and not limited to reviewing, analysis of various account and alert relevant staff of any irregularities.
• Assist in preparation, review and follow up of the monthly aging reports.
• Prepare, monitor, alert the program manager, facilitate and manage the process of closing expiring grants within the 90days as provided in the grants closure guidelines.
  Responsibility 3: Budget Preparation and reviews

· Support Budget preparation including review of new project proposals for internal & external submission.

· Support program team in preparation and review of partner budgets

• Provide technical support to the project on preparation of detailed budgets within set guidelines and ensure timely review and amendment of budgets.
  Responsibility 4: Accounts Payables and Receivables
• Prepare monthly reports for accounts receivables assigned and ensure that both partners and staff accounts are settled promptly.
• Ensure that all commitments from signed agreements with Sub-recipients are booked in the GL.
• Follow up on pending payments with relevant staff /vendors and monitor accounts for non-payments, delayed payments and any other irregularities.
• Generate age analysis reports in line with existing policies and procedures.
• Maintain accounts receivable customer files and records.
• Work and send out receivable statements to staff assigned regularly.
• Follow up with staff and partners any long outstanding advance s and recommend appropriate action in a timely manner.
  Other Responsibilities
• Participate in partner internal control and capacity assessments as required.
• Provide technical assistance in financial management for assigned projects.
• Support implementation of new policies and & procedures as may be proposed by CRS HQ, East African Regional Office or CRS/Kenya management.
• Provide Technical assistance and Capacity building for staff & partners, including interpretation of policies, setting up of systems, trouble shooting and resolution of outstanding issues.
• Work together with the finance team in planning and carrying out trainings on CRS policies/procedures.

3. KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENT

A. KNOWLEDGE

· Knowledge & experience in the use of sun system and Q&A report query applications.

· Analytical skills and proactive support to project managers/offiices

• Excellent oral and written communication skills (English).

B. SKILLS AND ABILITIES

• Proficiency in the use of appropriate computer software especially Excel
• Good interpersonal skills
• Ability to transfer knowledge to others
• Excellent diplomatic skills and proven ability to work in a multi-partner project
• Excellent computer skills (Microsoft office programs).
• Excellent English language oral and written communication skills.
  REQUIRED BEHAVIOURAL COMPETENCIES
• Serving with Integrity; Manifests CRS mission, values, and guiding principles to help improve the lives of the poor, vulnerable, and voiceless
• Modeling stewardship; Making responsible and efficient use of time, talent, money, assets, and natural resources to achieve plans and goals.
• Developing constructive relationships; Building and maintaining mutually beneficial relationships through solidarity.
• Promoting learning; Building the capacity of self, staff and partners to continue learning and innovating to better fulfill our mission
• OTHER COMPETENCIES
  Agency-wide Competencies (for all CRS Staff):
  These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Emergency Competencies:

Each CRS staff member working in emergencies is expected to use the following competencies to fulfill his or her responsibilities and to achieve the desired results.

• Communicates strategically under pressure
• Manages stress and complexity
• Actively promotes safety and security
• Manages and implements high-quality emergency programs
• QUALIFICATION
• Bachelor’s degree in Business or Finance.
• Certified Public Accountant, Kenya CPA Part II Section 4 qualification.
• Ability to work relatively independently, a self-starter and be able to self manage
• At least 5 years of experience in a busy Finance unit preferable NGO sector and in Partnerships Management.
• KEY WORKING RELATIONSHIPS:
  Internal: FM, DFMs, Finance staff, Project Managers and Officers
  External:** Partners, Partner finance staff, public donors & representatives

HOW TO APPLY:

Written applications indicating the reference number of position applied for and CV including day-time contact phone numbers, as well as names and contact information of three references should reach the below-mentioned by Close of Business Thursday June 9, 2016

Human Resources Manager

Catholic Relief Services – Kenya Program

E-mail: hr@ke.earo.crs.org

Please indicate the Reference Number (Ref: 2016/26) on the ‘email subject. Only Shortlisted candidates will be contacted.

Note: Catholic Relief Services (CRS) does not charge any fees from applicants for any recruitment. Further, CRS has not retained any agent in connection with this recruitment