Senior Finance Officer - Lodwar at International Rescue Committee

Job Description

The Senior Finance Officer will be the head of financial matters in the Lodwar field office. The position will supervise Finance Assistants and Finance Volunteer. The position will be responsible for budgets preparations and budget monitoring, cash flows and cash forecasts, financial reporting, staff/partner training and capacity building and overseeing day to day running of the field finance office.

Key Responsibilities

Field Finance Reporting

• Ensure that the month is closed on 31st for all months but September, which is a fiscal year closing month in IRC on 30th.
• Ensure that all financial books are closed, and cash count conducted at the end of- the month.
• Ensure that all bank books are closed, and the period bank statements as at 31st are obtained at the month end.
• Ensure all advances are reconciled at the month end as per advance policy.
• Ensure that all outstanding invoices are paid before the end of the month to ensure they are recorded within the same month they are incurred.
• Ensure that the financial reports are closed on time through Integra system.
• Ensure accrual transaction are cleared on time

Donor Reporting      

• Ensuring donor regulations are adhered to for all aspects of the operations
• Ensure that BvAs are provided to relevant parties on time and accurately.
• Identification of procedural or training issues to be addressed to improve the quality of report data.
• Prepare Donor report, item forecast and submit for main office review
• Prepare spending analysis and share to users for timely decision making
• Assist West Pokot finance officer on area of budget management & reporting

Training & Support 

• Liaising with the country office for policy or procedure questions
• Training staff on IRC accounting procedures and requirements, assists the Field Manager and program staff in finance related issues and activities.
• Review of financial data submitted, identify weaknesses or problems being encountered by program and operations staff and recommend corrective action.
• Train program managers on budget tracking, review burn rates and provide advise if spending is not happening according to plan.
• Prepare key performance areas for staff reporting directly under you and conduct performance appraisal
• Communicate with Finance Coordinator on security issues within the office and outside the office.
• Report to the Finance Coordinator any irregularities that occur within the IRC office, staff compound and camps on policy and procedures.

Bank & Cash management

• Oversee weekly cash counts or Mpesa balance
• Supervision of the processing of bank, M-pesa and cash transactions.
• Ensuring internal control procedures are followed for all cash & M-pesa disbursements, receipts and transfers
• Oversee the maintenance of an accurate and updated cash flow report. Get updates from the Finance officer/assistant weekly
• Liaison with bank officials to resolve problems or facilitate improved service.
• Ensuring that all banks are immediately updated on changes to bank signatories
• To be the contact person for all bank correspondences.
• Prepare the bank reconciliation for the field office monthly

Cash Forecasting

• Preparation of cash forecasts and CTR for Lodwar and submitting it on the 20th of every month
• Monitoring cash usage and requirements and advise the Finance Country office of possible unusual activity or requirements
• Working with field and program coordinators to help them develop more accurate cash forecasts
• Always ensure that the sufficiency of bank reserves for the Lodwar bank account.

Internal Control

• Reviews of controls and monitoring of compliance with established procedures.
• Preparation of written reports which identify key issues and provide recommendations for improving control processes or procedures

Budgets                     

• Review funding allocations to enable proper guidance to programs and proper coding.
• Closely monitor all grants to ensure that no grants are overspent or under spent through checking of over/under expenditure on the Budget vs. Actuals reports.
• Working with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of field operating costs.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Attend Grant Opening, BvA review and Closing Meetings
• Ensure that all accruals at grant closure are accurate, valid and are promptly liquidated.
• Work on LDW filed office salary map and submit for NBO review

Staff Management    

• Daily supervision and review of the workflow processes for efficiency
• Prepare a standard work schedule to act as a guide.
• Regular and open communication with IRC staff from all departments.
• To represent the finance department in the weekly tender committee meetings when nominated to do so.
• To be willing and ready to participate in field staff exchange programs.

Qualifications

• Bachelor’s degree in accounting, or Finance or CPA. 
• Advanced Diploma in Accounting from recognized College/Institutions with a minimum of three (3) years of accounting experience.
• Computer literate with significant experience in excel, accounting package knowledge (Microsoft Dynamic 365) will be an added advantage.
• The candidate should be mature, with stable personality and ability to maintain confidentiality.
• Required Experience & Competencies:
• Good written and verbal skills in the English language.
• Ability to carry out responsibilities independently with minimal technical support.
• Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.