Grants Finance Officer – Tumikia Mtoto Project at World Vision Kenya

Job Scope

To provide financial technical support to the Tumikia Mtoto Project staff and sub grantees/ recipients ensuring financial stewardship, accountability and accuracy of financial reports in line with Donor regulations and WVK Policies.

Financial Management and Reporting 30%

• Support the Finance and Administration Manager in the preparation of donor reports.
• Prepare analysis of the project expenditure for management action to help in monitoring the burn rate for the grant.
• Review and provide appropriate expense codes for items requested by project staff to ensure accurate posting of expenses
• Reconcile LDRs with payroll for the project staff under the grant.
• Support revision of budgets in line with project needs and donor regulations.
• Upload approved budgets in Horizon.
• Review Sub recipient quarterly and or monthly financial reports in a timely manner for consolidation.
• Support the Program staff in linking Grant Budgets to Grant Work-plans, so that the activities to be undertaken in the project matches to the budget
• Work with Finance & Administration Manager in matching Sub recipient’s budgets to the project budget for consistency.
• Monitor and review Sub Recipients activities to ensure that only budgeted costs have been incurred.

Contract/Sub award Procurement and Management 30%

• Provide support in conducting due diligence for new sub-awardees to ascertain strength of partner’s systems.
• Ensuring Sub-recipients have internal control systems in place such that accounting records are complete, accurate and are maintained on a consistent basis within the generally acceptable accounting principles.
• Continuously monitor and identify capacity gaps of sub awardees to inform capacity building initiatives and train them on identified gaps.
• Take lead in sub-granting process, ensuring grant agreement are well executed.
• Ensure timely funding requests from Sub recipients for timely disbursement to implement project activities
• Review and where necessary provide appropriate expense codes to partners for (%) accurate posting of expenses.
• Monitor sub-awardee financial performance and adherence to donor regulations
• Follow up with sub awardees for timely reporting based on the sub award agreements.
• Review of sub-awardee financial reports to ensure accuracy and compliance and ensure proper booking in sun-systems.
• Maintain proper records and files on each sub-awards both electronic and hard copies.
• Reconcile sub awardees receivables accounts on monthly basis
• Undertake field visits as necessary to ensure Financial reports can be linked to the programmatic reports.

Reconciliation of Balance Sheet Accounts 20%

• Undertake reconciliation of receivable and payables accounts for the program:
• Constantly monitor balance sheet account balances
• Follow up for timely accounting and facilitate booking of staff advances.
• Match transaction amounts in the balance sheet accounts
• Prepare monthly reconciliation statements for the balance sheet accounts

Risk Management 20%

• Identify risks associated with the project for inclusion in Riskconnect and advice on mitigation measures.
• Support grant project audits according to the donor requirements.
• Support implementation of findings and recommendations from audits and various accountability mechanisms
• Ensure the sub – awardees operate within the agreed/acceptable internal control measures to mitigate risks and ensure accountability that will result in good audit ratings
• Actively participating in project start up workshops to ensure financial aspect of projects are fully understood.
• Follow up with the sub grantees to analyse and submit the exempted taxes(VAT) for refund based on USAID guidelines.

Asset Management 10 %

• Maintain an updated inventory schedule for all assets purchased under the grant
• Ensure all assets and inventory are properly tagged and branded as per the donor guidelines
• Perform inventory counts quarterly in line with USAID and World Vision guidelines
• Ensure asset disposal is as per the laid down policies and donor guidelines

Other 5%

• Perform any other duties as may be assigned by the supervisor or designee from time to time
• Attend and lead daily devotions.

Qualification & Skills

• Minimum 4 years’ experience in financial management dealing with grants management and sub-grantee management
• Knowledgeable on USAID grant financial management
• Advanced excel and analytical skills
• Demonstrated ability to work under minimal supervision
• Minimum of Bachelor of Commerce in Accounting/ Finance, Economics or Business related field from a recognized university.
• Professional qualifications in CPA (K) or ACCA finalist
• Practical experience of using SUN system accounting Software is preferred