Jobs at Mercy Corps

General Position Summary

Working in the Finance Department under the direction and support of the Finance and Compliance Manager, the Finance Coordinator will ensure the accuracy and completeness of Mercy Corps accounting records and will have primary responsibility for managing the monthly accounting cycle.

Essential Job Responsibilities

• Responsible for Balance sheet reconciliation of all balance sheet accounts. Reconciliations should be done on monthly basis and submitted to HQ ON Quarterly basis.
• Review and posting of entries in the Finance system on weekly basis. Documents to be physically reviewed before posting, can be scanned copies or physical copy postings-Support Finance & Compliance Manager with posting of Nairobi cash batch journals and PIs.
• Monitor cash and bank balances and coordinate monthly cash flow requests from sub-offices; prepare consolidated country cash flow requests to HQ by 24th of the following month after Pre review by Finance & Compliance Manager and Final review by Finance and Compliance Director
• Responsible for Country Finance review of transactions and supporting documentation within the AAM level assigned.
• Support with passing corrections and adjustments as may be required by Finance & Compliance Manager or Finance & Compliance Director from time to time
• Support with audit related requirements including follow up with respective finance teams for pulling out of Finance documents during auditing.
• Responsible for Maintaining of the reclass file and ensure all reclass documents are filled and adequately supported.
• Follow up with Field Finance teams of clearance of Pending advances for over 30days and support in doing advance related reclasses. -Responsible for Nairobi office.
• Support the Finance & Compliance Manager with Month end close on a monthly basis.
• Team management and capacity building of the Nairobi office Finance Officers and holding on for the Finance Officers in Nairobi in their absence
• Support Finance & Compliance Manager and Finance and Compliance Director to ensure compliance with donor, Mercycorps and Government policies and regulations.
• Assist the Finance & Compliance Manager and Finance and Compliance Director in responding to audit inquiries.
• Primary responsibility for maintaining the general ledger software files, including set up and maintenance of new project accounts, regular back up of files, etc
• 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 financial tasks as required or assigned.

Finance Coordinator - Turkana/Samburu

• Responsible for review and Posting payments in the accounting system on a weekly basis-Field Postings should be scanned for review before posting or physically posted at the field offices. -Responsible for Posting of Maralal and Lodwar offices with support of Finance and Compliance Manager.
• Preparation and upload of Payroll register on Monthly basis in the accounting system and ensuring correct coding for all accounts.
• Support with Monthly amortization of prepaid expenses for Medical Insurance in the absence of staff responsible and the rest of the amortizations incase staff responsible are not present.
• Responsible for preparation and processing of monthly statutory and other payroll deductions by 30th of every month
• Performs finance review of transactions and supporting documentation within the AAM level assigned.
• Responsible for ensuring that all long outstanding advances are for Maralal and Lodwar offices are cleared on time. This should be done through review of the advance tracker on Monthly basis and follow ups for the long outstanding advances with respective offices Snr Finance Officers
• Support with review and preparation of monthly and quarterly Balance Sheet reconciliations in the absence Finance Coordinator Nairobi.
• Assist the Finance & Compliance Manager and Finance & Compliance Director in responding to audit inquiries.
• Oversee the maintenance of all accounting records, ensuring that records are complete, accurate and safeguarded. Responsible for ensuring that all Finance documents are well maintained and failed and audit ready.
• Responsible for reviewing weekly cash counts and monthly cash counts for the assigned office including ensuring the bank file is up to date and the signatories for respective offices are updated
• Assist in the training and support of the finance officers in field offices, including answering daily questions, training new hires, making field visits, etc. Responsible for Lodwar and Maralal offices
• 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 financial tasks as required or assigned.

Finance Coordinator - Isiolo, Marsabit, Wajir & Garissa

• Responsible in Finance review of documents as per the AAM Limit assigned and in compliance with Mercycorps and donor policies and regulations.
• Review and posting of documents in the accounting system for Isiolo, Marsabit, Wajir & Garissa field offices on a weekly basis including posting office journals on weekly basis with support of Finance & Compliance Mnager. All the Field offices postings must be either physically posted or scanned copies reviewed before posting is done.
• Responsible for monthly amortization of expenses (Medical Amortization)
• Responsible for monthly Country Payroll preparation.
• Responsible for Country Finance review of transactions and supporting documentation within the AAM level assigned.
• Responsible for preparation of monthly and quarterly Balance Sheet reconciliations for medical amortization account and remit to the Balance reconciliation.
• Management and capacity building of the Finance officers and Snr Finance Officer in Isilo, Marsabit, Wajir and Garissa
• Responsible for review and ensuring that the bank file for Isiolo, Marsabit, Wajir and Garissa is upto date including monthly review of weekly and monthly cash counts.
• Assist in the training and support of the Finance Officers and snr Finance Officers for Wajir, Isiolo, Garissa and Marsabit including answering daily questions, training new hires, making field visits, etc.
• Assist the Finance & Compliance Manager in responding to audit inquiries
• Oversee the maintenance of all accounting records, ensuring that records are complete, accurate and safeguarded.
• Hold on for the Finance Officers & Snr Finance Officer for Isiolo, Marsabit, Wajir and Garissa in their absence and responsible for their day to day management
• Responsible for following up with Isiolo, Marsabit, Wajir and Garissa Finance Officers/Snr Finance Officers to clear Pending advances for over 30days and support in posting advance related reclasses
• 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 he or she may be assigned.

Program Support Operations:

• Ensure that MC financial systems are efficient, and funds promptly transferred to the respective offices. Provide regular review of field operations to ensure cost-effectiveness and provide guidance on improved operational practices for value-for-money.
• Travel in all field locations.
• Capacity building of staff on basic bookkeeping and coding.

Staff Management, Professional Development and Team building

• Create a work atmosphere conducive for professional growth and development of personnel at all levels by implementing and ensuring all staff are effectively using the performance planning and management system, establishing performance expectations and regularly providing constructive feedback.
• Contribute to country team building efforts, and ensure the integration of all team members into relevant decision-making processes.
• Capacity building of all staff on all Donor regulations and Compliance.

Organizational Learning 

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Participants and Stakeholders

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.

Supervisory Responsibility

Senior Finance Officers and Finance Officers – based on their field location

Accountability

Reports directly to: Finance and Compliance Manager

Works directly with: Program Directors, Program Managers, Country Finance/Grants Teams, Program Teams, Implementing Partners and HR and Operations departments.

KNOWLEDGE AND EXPERIENCE:

• Five or more years of financial management and accounting experience including at least two years of team management.
• A degree in accounting or a relevant business field is desirable.
• CPA(VI) or equivalent
• Strong computer skills in MS Office programs, particularly Excel 
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail
• Excellent oral and written English skills

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Program / Department Summary

Mercy Corps is implementing a multi-year, 7 million USD Preventing Violent Extremism (PVE) program funded by USAID. This program will engage local and national government, local civil society organizations and communities to mitigate the drivers of recruitment and building institutional capacities in P/CVE and in the delivery of support and services that will support local resilience.

The Finance and Grants Manager will provide overall leadership and oversight for the finance and grants management team under the program. They will empower the team ensuring that staff are familiar with policies and procedures related to finance and grants management, while providing quality control to ensure robust, flexible, and adaptive support to program activities. The Finance and Grants Manager must be fluent in compliance matters and help the senior management team to ensure the award is implemented in accordance with award requirements, Mercy Corps policies, USAID regulations, and local law.

Key responsibilities

Strategy and leadership

• Work with the country Senior Management, M&E and finance team members to ensure that program deliverables are aligned with value-for-money objectives and that financial milestone are proportionate to program milestones.
• Provide financial perspective in management and decision-making for the program to enhance Mercy Corps’ adaptive management.
• Ensure that all MC financial systems are efficient and are based on smooth-running infrastructure that facilitate timely and efficient program implementation.
• Provide regular review of field operations to ensure cost-effectiveness and provide guidance on improved operational practices for value-for-money.

Financial Management

• Support the program’s leadership in managing all financial operations of the program, including accounting and reporting, cash management, and budget management.
• Work with field office management teams to establish financial reporting and management systems that ensure the safety and security of MC financial resources including cash assets and records.
• Manage financial operations and reporting of majorly SAUTI program and offer support to other country programs.
• Provide monthly management reports to the Finance Director in Kenya, Chief of Party and relevant program leadership, including expenditures by fund and county, sub grantee reporting and other financial information, in a timely and accurate manner.
• Participate in developing of annual fiscal year budgets with the Finance Director and Country Director and implement grant budgeting and forecasting systems with Program Technical Leads.
• Ensure that monthly transactions are reviewed and entered in the General Ledger accurately and on timely basis.
• Provide financial advisory on overall strategic program decisions.
• Oversee the monthly review and reconciliations of balance sheet accounts (receivables, payables, advances, bank & cash reconciliations, etc.) and all the donor related expenditures.
• Review payment documents, national staff payroll and other supporting documents ensuring their compliance with the local laws, donor regulations and MC Kenya internal policies.
• Be prepared to respond to any budgetary and financial inquiries from the donor, consortium members and Mercy Corps senior management within East Africa and headquarters in Portland (USA) and Edinburgh, Scotland.
• Review the cash flow projections and request for funds from the country office.
• Ensure that the project financial operations are in compliant with all Donor and Mercy Corps policies and procedures.
• Review and track expenses and proper documentation as per Mercy Corps procedures and donor requirements for record keeping and accountancy.

Grants Management

• Provide direct oversight of sub grants and finance team including staff of consortium partners.
• Oversee and coordinate management of sub-grant agreements and financial management of sub-grants.
• Work with the program teams to verify and track budget and expenditures vis-à-vis sub-grant awards and ensure proper reporting, documentation and overall deliverables are reviewed by the program’s Senior Management and signed off on prior to issuance of payment.
• Ensure consistency across sub-grantees on basic provisions and highlight issues that could be viewed as bias or discrepancies.
• Provide regular reports on program issues, recommendations that need to be considered for operational adjustment.
• Work with Mercy Corps team members and sub grantees management teams to conduct ad-hoc audit review of field operations.
• Coordinate MC expenditure verification and program audits.
• Other financial and sub grant tasks as required.

Team management

• Create a work atmosphere conducive for professional growth and development of personnel at all levels by implementing and ensuring all staff are effectively using the performance planning and management system, establishing performance expectations, and regularly providing constructive feedback.
• Promote accountability by conducting staff annual performance reviews with direct supervisees and ensuring that supervisory staff do the same.
• Contribute to country team building efforts and ensure the integration of all team members into relevant decision-making processes.

Security and safety

• Conduct yourself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

ORGANIZATIONAL LEARNING 

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Ensure that Community Accountability Reporting Mechanism (CARM) is operationalized within the program. Designate a CARM focal point for the program and ensure that program stakeholders are proactively informed of the program CARM feedback channels.
• Develop a CARM sensitization plan for feedback channels, in coordination with CARM and monitoring, evaluation, and learning (MEL) teams, to ensure the harmonization of messaging.
• Ensure that appropriate action is taken for all programmatic feedback Grades 1-4 and that it is appropriately incorporated into program activities and overall implementation strategy.

Supervisory Responsibilities

The Finance and Grants Manager will supervise the Finance Officer (s).

 Accountability

Reports Directly To: Director of Finance and Compliance

Works Directly With: Chief of Party, Program Partners, Mercy Corps Kenya Operations Director, Mercy Corps Global Compliance team

Knowledge and Experience

• Bachelor’s degree in finance, business administration, public administration, economics or other relevant field; advanced degree preferred.
• Minimum of ten years of experience implementing donor-funded development projects, to include project administration, operations and procurement, supervisory experience and proven ability to manage teams of professionals to produce key results.
• Detailed knowledge of donor rules and regulations, preferably with experience implementing a US government-funded contract.
• Demonstrated record of results-driven project management and an ability to creatively solve complex organizational issues and foster ownership within teams; and
• Strong writing skills and experience in developing budgets and report writing.

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The Position

The Mercy Corps Kenya Country Director (CD) is an innovative and visionary leader responsible for resourcefully developing and managing all programming and operations in Kenya to deliver impact, harness innovative solutions and influence lasting and systemic change. Building on a strong foundation of programming that has improved the lives of more than 2.9 million Kenyans, the Country Director will continue to oversee the delivery of high-impact, multi-sector programming that is accountable to both program participants and donors, while prioritizing strategies for thoughtful growth, external influence and partnership building. Placing a high value on innovative solutions to development issues and creative partnerships, the Country Director will position Mercy Corps to drive forward strategic programming, both within Kenya and sub-regionally (with a focus on the Horn of Africa), strategically connecting programs into a cohesive country portfolio, guided by a long-term Country strategy that aligns to the regional and Agency’s global vision. With a total annual budget of approximately $199 million, the Country Director has full supervisory responsibility for the portfolio and is responsible for building a cohesive team that works together to deliver high-impact programming across the country. 

Essential Responsibilities

STRATEGY & VISION

• Refine and articulate a clear and compelling vision of Mercy Corps’ strategy in Kenya, and contribute to the regional strategic vision, drawing on Mercy Corps’ key agency distinctives and experience in Kenya and the region to inspire team members, donors, government stakeholders and partners to support the country objectives and develop impactful and relevant programming within our partner communities.
• Build strategic partnerships and relationships to achieve the vision outlined in the country and regional strategy.
• Set direction for the country team by prioritizing and organizing actions and resources to achieve the objectives outlined in the country strategy.
• Lead country strategy development and annual country planning using a collaborative process.
• Leverage headquarters and regional technical support teams to support program design and delivery in line with Mercy Corps’ best practices.
• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcome. Remain current with development thinking, including resilience approaches, systems thinking, nexus approaches, social impact, value for money, etc.
• Lead engagement with donors, partners, and communities to design and secure resources for high-impact programs that are aligned to community priorities.
• Partner with the regional team and other country programs in East Africa to elevate Mercy Corps’ expertise and profile within the broader subregion, leading to strategic regional programming that works across borders and delivers impact across the subregion.
• Support program and operations team members to pivot and adapt programming to be responsive to contextual changes, such as environmental and climate change impacts, conflict, or emerging opportunities to deepen impact.   

LEADERSHIP & CULTURE

• Commit to preserving an organizational culture of trust, transparency, diversity, equity, and inclusion across the team and global organization.
• Uphold a culture of integrity through ethical decision-making, safeguarding and compliance with the Code of Conduct. 
• Lead by role modeling self-awareness to foster an environment of mutual respect, diversity and inclusion so that all team members are included, supported and can thrive.
• Create a culture of accountability for highly effective communication systems and relationships to ensure every voice matters.

TEAM MANAGEMENT

• Recruit, manage, motivate, and onboard an informed, skilled and efficient team with an emphasis on high quality impact, inclusion and achievement.
• Encourage a team culture of growth, learning, creativity and innovation by incorporating a culture of continuous feedback, development and performance management.
• Establish credibility within the team by demonstrating personal accountability, flexibility, resilience and dedication to quality programming by creating positive relationships and having composure in complex situations.
• Ensure people-focused human resource systems are in place and consistent with Mercy Corps’ global policies, including position descriptions, team member onboarding, performance management, professional development plans and reporting mechanisms.
• Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.

PROGRAM IMPACT, MONITORING AND EVALUATION AND LEARNING 

• Oversee program quality and impact by ensuring programs are based on sound design principles and utilize Mercy Corps and donor required M&E systems.
• Identify and drive opportunities for deep dive research on Mercy Corps' Kenya and cross-border programs to deepen program learning and thought leadership in resilience, climate change, peace and governance, and market systems development.
• Gather evidence of program impact through robust agency standard procedures for data gathering, reporting, and evaluating program outputs and outcomes.
• Lead country team to strive for impact at country and regional level leading to sustained change based on solid systems and incorporation of learnings into programs.
• Fulfill Mercy Corps Program Management Minimum Standards (Ensure compliance with PM@MC Policies).
• Ensure all interventions adhere to Mercy Corps’ Gender Policy, Do No Harm principles, and program participant accountability standards, including an effective Community Accountability Reporting Mechanism and safeguarding mechanisms across all programs.

INFLUENCE & REPRESENTATION 

• Lead Mercy Corps’ outreach and engagement with key donors, partners, think tanks, government, UN bodies and private sector representing Kenya and the wider sub-region/Horn of Africa in order to influence development and funding priorities, drawing on Mercy Corps’ key distinctives, research and policy & advocacy initiatives to shape the agenda and align with community needs and opportunities.
• Build partnerships with leading organizations, private sector, government, foundations, community representatives, and other critical partners to enhance collective impact, voice, and shape relevant policy agendas.
• In partnership with the regional team, represent Mercy Corps' Kenya and cross-border programs in regional coordination mechanisms, such as USAID's learning platforms (i.e. PREG, RLA) and IGAD events, among others. 
• Set up systems to stay abreast of contextual changes, anticipate needs, and contribute to shaping donors’ views on humanitarian and development priorities in ways that are responsive to changes in the context.
• Ensure that Mercy Corps programs proactively engage with national and international media and other advocacy platforms in order to shape messaging and priorities and ensure that priority issues are highlighted.

PROGRAM OPERATIONS & COMPLIANCE

• Coordinate overall country budget; manage budget within approved spending levels and establish an annual cash flow plan to ensure a steady and adequate supply of funds for program activities.
• Build and maintain operational structures that ensure proper segregation of duties between finance, administration and logistics and enable the timely, compliant and effective delivery of field programs.
• Build and maintain an environment of collaboration among program, finance, operations and human resource team members resulting in optimal support for program activities.
• Ensure program implementation is on time, target and budget, using effective M&E systems to reach desired impacts.
• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
• Ensure compliance with donor and Mercy Corps regulations, policies and procedures, and the implementation of appropriate risk mitigation measures to reduce Mercy Corps’ exposure to potential risk.

SECURITY

• Manage security and safety of the entire country team and Mercy Corps’ assets according to best practices, Mercy Corps operating standards and field realities.
• Ensure the safety and security of staff members through regular review and adaptation of security protocols and procedures including the country security plan. Proactively ensure that team members operate in a secure environment and are aware of policies.
• Liaise with the Regional Director and Africa Regional Security Advisor on crucial events, high risk periods, incident reporting or security policy changes.

Supervisory Responsibility

Director of Programs, Finance Director, Operations Director, Ethics and Compliance Manager, Director of People and Culture, Chiefs of Party (COPs).

Accountability

Reports Directly To: Regional Director, East and Southern Africa

Works Directly With: HQ-based Program, Operations, Finance, Regional Program Team, Compliance, Fundraising and Technical Support Unit

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• BA/S or equivalent in the relevant field required; MA/S preferred.
• 10+ years of field experience in international relief and development programs, including demonstrable success in managing large, complex, transitional development programs.
• 7 years of senior-level leadership, capacity building and field management experience.
• Demonstrated success managing and bringing together a multi-cultural team with team members in multiple offices.
• Successful and proven representation, negotiation, communication and organization skills.
• Demonstrated success representing complex programmatic objectives to diverse stakeholders in order to position Mercy Corps as a strong implementer and thought leader with donors, development partners, government and other stakeholders.
• Demonstrated success in securing funding from a broad spectrum of donors.
• Demonstrated success working effectively and respectfully with host country government, private sector, INGO, NGO partners and other stakeholders in complex environments.
• Proven skills in financial and grants management, including experience managing grants from USAID, FCDO, Foundation partners and other strategic donors.
• Internationally recognized qualification in project or program management or a commitment to obtain the qualification in the early months of work.
• Excellent oral and written English skills required.
• Ability to work effectively with a diverse team in a sensitive environment.
• Previous work experience in countries where travel to insecure areas is required, and management of programs in insecure locations.
• Capacity to respond to emergency and disaster situations as appropriate.