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Mercy Corps is a global humanitarian aid agency engaged in transitional environments that have experienced some sort of shock: natural disaster, economic collapse, or conflict.
The primary objectives of this short-term consultancy is for the Consultant to support CTS with accounting and reporting, cash forecast operations and procurement.
If the consultant successfully completes the assignment and is interested, the position is intended to transition into a full-time position.
Scope of work
The financial, accounting and operations management and reporting consultant, under the supervision of CTS’ Wajir-based Microfinance Manager (MFM) is responsible for the everyday finance, administrative & operations management of CTS’ Wajir branch.
This includes accounting and financial reporting, overseeing and providing supervision support to the Finance Officers, developing and monitoring budgets and forecasts, supervising and leading procurement and human resources (HR), ensuring adherence to funder and CTS rules and regulations.
The specific sets of activities to be performed by the consultant are as follows:
1) Timely completion of accounting and financial reporting requirements for submission to the funding agencies and CTS Head office;
2) Ensure payments are released within sufficient bank liquidity levels and alert the Microfinance Manager when levels drop;
3) Provide Administrative and Operational Support to the Wajir Branch team;
4) Coordinate with staff on travel advances to ensure that travel advances are cleared within the allowable time;
5) Review travel claims of CTS staff and consultants for correctness and verify that claims conform to travel authorizations and regulations regarding routings, per diem, accommodation, and use of proper transportation;
6) Manage Cash accounts as per Finance Manual guidelines;
7) Facilitate external and/or funding agency auditors on their auditing assignments or special assignments;
8) Provide leadership and direction in ensuring efficient and effective utilization of administrative office resources and ensures employees work in an environment conducive to their professional satisfaction and development;
9) Provide leadership in ensuring the application of procurement procedures and that they are continuously reviewed to ensure efficient and effective support and are compliant with the funder requirements;
10) Provide direction, oversight and interpretation of policies and procedures that guide the day-to-day operations for CTS;
11) Review and recommend updates to finance and operations policy manuals as required;
12) Provide technical direction and oversight on compliance issues relating to HR, procurement and administrative procedures;
Input provided by Implementing Agency (CTS)
Aside from providing office space in Wajir, CTS will provide the Consultant with a computer and administrative support including communication facilities (internet and use of office phone).
Expected Outputs
The following outputs are expected from the Consultant:
Implementation arrangements
The consultant will work in close collaboration with the CTS Micro Finance Manager.
S/he will report to the MC Finance and Sub-grants Manager
S/he will be required to spend the entire assignment period on-site, in Wajir.
Assignment Period
The assignment will be for a period of three calendar months, with a possibility of transitioning into full time based on performance.
The performance of the consultant will be judged by
Terms of Payment
A contract shall be signed between Mercy Corps and the Consultant.
The consultant shall be paid on a monthly basis (withholding taxes as per Kenyan tax laws) for the entire project Payment to the consultant will be performance based with not less than 33.33% of the total budget withheld and paid only when the CTS & Mercy Corps are satisfied that all outputs have been met and are of high quality standards.
Qualifications and experience required
Scope of Work
The Consultant will review CTS financial management and accounting system module under Bankers Realm system for, taking into account the specific needs of CTS business requirements and processes, to identify what is working well and which aspects of the business that may need improvement and refinement.
Throughout of his/her assignment, the Consultant is expected to build the capacity of CTS Wajir staff in financial management and accounting.
This includes intensive, on-the-job training of a to-be-recruited Senior Finance, Administration & Operations Officer, to occur during the final two weeks of the assignment.
Also, the consultant will review and update the accounting policy and procedures manual, develop procurement policy and procedures and HR manuals and train relevant staff within CTS on their implementation.
The specific sets of activities to be performed by the consultant are as follows:
1) Review, recommend and Implement Accounting System Infrastructure
2) Design, implement and produce financial management output report
3) Design and implement a cash flow management system
4) Design and implement Administrative System financial management function
5) Coordination & Capacity Building
6) Develop procurement policy and procedures manual and train relevant staff within CTS
7) Develop Human Resource policy and procedures manual train relevant staff within CTS.
Input provided by Implementing Agency (CTS)
Aside from providing office space, CTS will provide the Consultant with administrative support including communication facilities (internet and use of office phone), and one accounting staff.
Expected Output
The following outputs are expected from the Consultant:
i) An inception report
ii) An integrated financial management system in place and functioning and system training and user reference materials developed;
iii) A finance and accounting policy and procedures manual is reviewed, updated and presented
iv) A procurement policy and procedures manual is developed and presented
v) An HR policy and procedures manual is prepared and presented;
vi) The SFAOO’s ability to use the accounting and reporting system
vii) The Project Completion Report detailing results of the assignment in direct relation to the original terms of reference.
Implementation arrangements
The consultant will work in close collaboration with the CTS Micro Finance Manager, Senior Finance, Administration & Operations Officer (once on board) & MC Finance and Sub-grants Manager.
he will report to the MC Country Finance Manager. S/he will be required to spend the entire assignment period on-site, in Wajir. Commitment to availability for consultation on a need basis for six months after consultancy
Assignment Period
The assignment will be for a period of two calendar months. The performance of the consultant will be judged by the robustness and efficiency of the financial management system set up for CTS, procurement & HR policy manuals developed and the SFAOO’s ability to use the accounting and reporting system
Terms of Payment
A contract shall be signed between Mercy Corps and the Consultant.
The consultant shall be paid a lump sum amount of remuneration (withholding taxes as per Kenyan tax laws) for the entire project, which should include all his/her overheads, meals and incidentals, and other associated costs including local transportation within Wajir and insurance premium costs.
Additionally, Mercy Corps will provide one return air ticket to Wajir from his/her location residence within Kenya and accommodation on bed and breakfast at the organization’s preferred hotel in Wajir Payment to the consultant will be performance based with not less than 25% of the total budget withheld and paid only when the CTS & Mercy Corps are satisfied that all outputs have been met and are of high quality standards.
Payments will be made according to the following schedule:
Qualifications and experience required
The Financial Management and Operations Systems Consultant should be a systems analyst with knowledge of accounting systems. Having a professional accounting qualification (CPA, ACCA or equivalent) and MBA is a requirement.
S/he will have a Bachelor’s degree in accounting, business, finance or economics, or related field from a recognized university and at least 10 years of direct relevant experience in operations and accounting systems development and financial management.
Candidates should have the following qualifications/skills/experience:
Please submit your proposal describing your interpretation of the TOR, your approach/method and workplan for the assignment, along with budget and Curiculum Vitae (CV) that contains details of the individual interested in undertaking the assignment.
Proposals should be submitted not later than March 31, 2017 to ke-pr@mercycorps.org
Only short listed candidates will be contacted.
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