The Mercy Corps Finance Department is responsible
for all financial functions including accounting, payments and banking,
payroll, budgeting, financial reporting, and grant financial management and
compliance. The Mercy Corps Finance Department ensures compliance with
donor regulations as well as Mercy Corps’ internal policies and
procedures. In its role as a support to the Program Department, the
Finance Department provides timely reports and assistance to the Country
Director and the Program team to ensure that financial resources are used
efficiently and effectively.
General Position Summary
Working in the Finance Department under the
direction of the Finance Director, the Finance and Sub grants Officer will be
responsible for accounting and documentation of all financial transactions in a
timely and accurate manner. S/he will also be responsible for reporting,
file maintaining, tracking and monitoring of sub grantees ensuring compliance
with the terms and conditions of the sub grant agreements for the Livestock
Market Systems (LMS) program.
Essential Job Responsibilities
Support with the preparation
the monthly bank reconciliations.
Maintain custody of the
office cash fund and make daily payments of approved transactions.
Prepare cash payment
vouchers and ensure that all cash transactions are fully and properly
Review expense reports
(travel expense reports and operational expense reports) for accuracy and
completeness and ensure that expense reports have been fully approved and
documented before payment.
Perform weekly cash count as
Prepare payment vouchers and
ensure that all transactions are properly and fully documented and recorded in
the cash/bank sub journal and in this process proper segregation of duties is
Record payment vouchers
daily in in the Field Connection Accounting System for the cash/bank sub
Maintain field advance
tracker file and prepare past due advance tracker for the Senior Finance
File all cash and bank batch
vouchers and maintain voucher-filing system such that files are updated,
complete and safeguarded according to MC procedures.
Assist with month end cash
Providing support to the
finance officers in field offices.
Make sure that all
supporting documentation is prepared and filed according to MC procedures.
Provide on-going training
and support to sub grantees in Mercy Corps sub grant financial procedures and
assist in conducting formal sub grantee training workshops.
Review sub grantee financial
reports for correctness and completeness and ensure that reports are submitted
Assist sub grantee site
audits and prepare site visit reports.
Follow up on all sub grant
compliance issues, audits, and document resolutions.
Maintain sub grant tracking
as well as financial files in accordance with the Field Finance Manual.
Process sub grantee payments
and reconcile sub grant financial tracking to general ledger reports.
Assist in sub grant
closeouts ensuring that all requirements of the sub grant agreement have been
met and that sub grant funds have been properly settled.
Ensure adherence to Mercy
Corps administrative and logistics procedures and staff policies by MC staff.
Provide training and guidance to MC staff, as and when needed.
Allocation of MC owned
mobile phones and data modems including timely settlement of bills.
Coordinate stationery and
Arrange for meetings &
workshops in coordination with programs team.
Track preferred supplier
agreements and other service contracts.
Monitor and implement asset
tracking system including use of asset tags, movement of assets, disposal of
assets and update asset registry both manually and electronically including
proper registration and issuance of newly purchased assets in the field office.
Ensure proper management and
coordination of staff travel arrangements including transport and security.
Establish and maintain
appropriate filing systems for office correspondence.
Ensure that all vehicles are
safe and road-worthy by organizing regular and timely service schedules for
vehicles and maintaining service schedule files.
Collect and distribute
vehicle log-sheets to drivers; responsible for monthly compilation and
submission of log-sheets.
Schedule vehicle use to meet
programmatic and operational needs.
Oversee fuel consumption
purchase and tracking including coordination with gas station(s).
Collect Vehicle Service
Requests from drivers. Submit VSR-s for approval.
Ensure security measures for
vehicles such as parking, storage of keys, emergency supplies, etc.
Ensure that security
incident reports are completed and filed (if related to vehicles).
Coordinate Purchase requests
received in liaison with Operations team to ensure segregation of duties is
Conduct himself/herself both
professionally and personally in such a manner as to bring credit to Mercy
Corps and to not jeopardize its humanitarian mission.
Other duties as assigned.
Directly To: Senior Finance Officer
Directly With: Chief of Party, Finance Officer, Program Manager and other
program, finance and support staff in Garissa and Nairobi offices
Knowledge and Experience
A university degree in
finance, accounting or a related business field is required
Four or more years of
finance experience, including budgeting and grant management or auditing
Four years’ experience
in the finance department of an non-governmental organization
Good understanding of
major international donor rules and non-profit accounting
Prior experience with
computerized general ledger software
skills in ms office programs, particularly excel and access.
skills coupled with a solid understanding of financial and procurement systems;
prior auditing experience is considered a plus
Excellent oral and
written English skills
How To Apply