arche noVa Regional Finance Officer Jobs in Kenya

arche noVa Regional Finance Officer Jobs in Kenya

arche noVa (AN) is a German NGO founded in 1992, working in humanitarian aid/emergency, transitional and development contexts in 16 countries all over the world.

AN expertise is in WASH sector, livelihood and DRR with a wide range of activities to support local communities: construction and rehabilitation of sustainable water structures, installation of filtering systems to improve water quality, hygiene promotion, latrine construction/rehabilitation, promotion of alternative livelihoods and climate-smart agriculture, capacity building of target communities and Community Managed Disaster Risk Reduction initiatives among others.

Since 2012, arche noVa has consolidated its presence in the Eastern African region through a Coordination Development Office which supports activities in Kenya, Somalia, Ethiopia, Uganda, Somaliland and Sudan.

arche noVa has a Regional Finance OfficerEast Africavacancy based in Nairobi, Kenya with field missions to arche noVa Countries of Operation in East Africa in support of the Regional Coordinator East Africa.

Job Description

Financial, accounting, and budgetary management for East Africa (Kenya, Somalia, Uganda, Ethiopia, Somaliland and Sudan)

Define the expenditure cycle and ensure compliance in line with internal and donor requirements in collaboration with the RC.

Consolidate the East Africa mission’s monthly closing accounts for approval by RC and submission to HQ.

Verify all the accounts before they are sent to RC/headquarters.

Prepare, monitor and revise the mission’s financial accounts in collaboration with the RC.

Complete the consolidation of monthly budget follow up to ensure EA mission remains financially stable in collaboration with the RC.

Make budget analysis and ensure linkage between budgetary consumption and activity progress in collaboration with POs/PC/CL and RC.

Train the finance officers on use of Banana/WinPaccs and ensure joint monthly budget allocation, consumption and monitoring in collaboration with RC.

Prepare and monitor financial audits and other relevant inspections in collaboration with FO and RC.

Support partners/staff in development of project budgets and consolidate the financial sections of proposals in collaboration with the FO and RC.

Integrate the new donor budgets into the AN internal financial management system, adhering to AN procedures.

Supervise the projects’ cash and bank balance and cross check them in readiness for RC approval/signature.

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.

Develop/update finance monitoring tools for use by partners and staff.

Check monthly finance reports from all partners and ensure they meet AN/Donor requirements.

Reporting to the Regional Coordinator on budget consumption/balances monthly and during the Projects Steering Committees.

Consolidate the mission’s accounts and manage cash flow for East Africa.

Integrate monthly partner cash books for all the EA projects into arche noVa accounting software (Banana/WinPaccs) including arche noVa cash book.

Prepare Monthly Banana/WinPaccs accounts for cross check by RC and timely submission to HQ for validation.

Prepare and supervise the regular shipping every 2 months of documents to arche noVa HQ.

Train Finance officer on icloud file management and ensure management/regular updates of finance icloud files with support of the FO.

Manage Nairobi office petty cash, plan and ensure structured cross checks/verification by the RC.

Check soft copy of monthly financial documentation created by the FO’s and upload on next iCloud.

Manage the cash flows between headquarters and the mission and ensure that partners receive cash in time in collaboration with the RC.

Ensure that the Nairobi safe/cash box are well kept and that funds are always secure in collaboration with the RC.

Compile and monitor cash flow and AN/partner financial forecasts for approval by RC and submission to headquarters.

Manage the bank and other key stakeholders’ relationships In Nairobi/EA.

Responsible for deposit, cash withdrawal with support of FO’s and in collaboration with the RC.

Preparing the required documents for opening and closing accounts and changes in bank signatures.

Keeping updates on bank book for the accountancy and bank reconciliation at the end

of each month.

Responsible to organize and manage the Annual Audit with support of the FO’s for timely submission of the report to the NGO Coordination Board in collaboration with the HR upon approval by the RC.

Ensure timely payment of Nairobi office rent and office utilities to the landlord/lady & others in collaboration with the HR and RC.

Management of AN finance staff and capacity building for partner staff in East A

Supervise, set objectives, support and arrange daily tasks for finance officers and any other finance staff placed under your responsibility.

Prepare the appraisals/leave plans of AN finance staff and ensure proper filling of the same with HR.

Prepare job descriptions and finance staff contracts in collaboration with the HR and Regional Coordinator.

Participate in recruitment of finance staff team in EA mission in collaboration with the HR and RC.

Ensure that all the due taxes are regularly calculated and paid in Kenya/field offices in collaboration with HR and RC.

Ensure timely payment of staff salaries and statutory with relevant institutions with support of the FO’s in collaboration with the HR and RC.

Conduct gaps analysis/capacity needs assessment for AN/partner finance staff and ensure relevant trainings to bridge the identified gaps in collaboration with the RC.

Ensure monthly or bi-monthly review of partner project support documents with support of FO’s and proper filling of both soft and hard copies.

Reporting and communication (internal and external).

Ensure timely financial reporting of all project budgets to RC/HQ in line with set internal and donor deadlines.

Ensure timely payment of AN registration/renewal fees in -Country/field offices with NGO board/Government institutions in collaboration with the HR and RC.

Establish and maintain relationships with the AN and partner finance focal staff and ensure constant communication and monitoring of project budgets.

Actively participate in all internal meetings related to finance and represent AN in external meetings on finance aspects upon delegation by RC.

Assist the Regional Coordinator of arche noVa in East Africa

Assist the Regional Coordinator to formulate the financial regional strategy and budget portfolio for East Africa.

Assist the Regional Coordinator to improve the projects quality management with the local partners.

Assist the Regional Coordinator to ensure compliance with project proposals, donor and internal guidelines, work plan and budget.

Support RC in Managing finance staff (Identify gaps/needs of staff/organize relevant trainings), Provide technical assistance, support and capacity building to the local partners budget development, budget tracking and accounting.

Keeping track of financial reporting deadlines and inform the relevant PO/PC/FC/CL accordingly with an overview of relevant actions to be undertaken.

In coordination with the POs/MEAL Officer provide financial support to plan, coordinate baseline surveys /feasibility studies/final project evaluations in collaboration with the RC.

Responsible for drafting financial reports with support of FO’s (monthly, quarterly, annual or with reports with ad hoc deadlines) for submission to donors and/or the arche noVa Headquarter in Germany.

Elaborate budgets for the new project proposals with support of FO’s and guide partner finance staff in the budget development process.

Support RC on financial aspects in evaluation of new partners.

Support the local partners to improve their financial Policies, Standards, Procedures and Guideline in line with arche noVa.

Assist the Regional coordinator in further tasks which occur upon delegation.

How to Apply

Please send your application documents (cover letter, CV, supporting documents and references) as well as your salary expectations in one pdf-document to: ea.hr@arche-nova.org

subject: Regional Finance Officer-Kenya

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