Finance and Subgrants Officer Job in Kenya

Job Title: Finance and
Subgrants Officer


Hiring Organization: Mercy
Corps
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/01/2024

About
Mercy Corps

Mercy Corps is a leading global organization powered by the belief
that a better world is possible. In disaster, in hardship, in more than 40
countries around the world, we partner to put bold solutions into action —
helping people triumph over adversity and build stronger communities from
within. Now, and for the future.

Program
/ Department Summary


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

Financial
Management

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 documented.

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 per FFM.

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 applied.

Record
payment vouchers daily in in the Field Connection Accounting System for the
cash/bank sub journal.

Maintain
field advance tracker file and prepare past due advance tracker for the Senior
Finance Compliance Officer.

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 account reconciliations.

Providing
support to the finance officers in field offices.

Make sure
that all supporting documentation is prepared and filed according to MC
procedures.

Sub-Grants

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 on time.

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.

Administration

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 office supplies.

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 upheld.

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

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

Advanced
computer skills in ms office programs, particularly excel and access.

Strong
analytical skills coupled with a solid understanding of financial and
procurement systems; prior auditing experience is considered a plus

Excellent
oral and written English skills

Click Here To Apply

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