Finance Officer- Humanitarian at Trocaire

Main Purpose of Role

The position, working as part of the Humanitarian Programme team, will provide financial management support to Trocaire’s on-going Humanitarian intervention managed by the Resilience Programme Manager (RPM). In particular, the position will:

Partake in all planning activities for the intervention including supporting the development of detailed partner/Trocaire consolidated budgets, work plans, cash flow projections.

Work with all partners to support their Supply Chain Processes in effectively delivering the planned and procured Humanitarian Response materials

Extend full grant management support to the intervention including developing and partaking in detailed project financial monitoring, oversee quality project reporting, systems review, auditing and extending partner capacity building support

This position is expected to provide technical financial advice and support to the Humanitarian project team and its partners. 70% of the time will be spent with partners in its field locations.

Key Duties & Responsibilities:

Support development of detailed financial plans for the intervention

• Partake in all planning activities for the intervention including supporting the development of detailed partner/Trocaire consolidated budgets, work plans, cash flow projections.
• Support the Humanitarian team in preparing detailed plans and budgets for the intervention, including any pipeline information
• Support partners in preparation and review of their budget revision requests, costed-work plans and cash flow projections
• Prepare the project’s budget amendment/revision requests for PM/FAM review and approval
• Prepare project funds requests for review and approval

• Facilitate timely grant processing to partners through Agresso and subsequent disbursements, regularly updating the project on disbursement status. Support all partners on delivering on a robust Supply Chain Management Process

• Work with all partners to support their Supply Chain Processes in effectively delivering the planned and procured Humanitarian Response materials. Using Trocaire SCM Framework and Best International practise:

• Work with all partners to ensure that procurement frameworks in place are sufficient to deliver VfM and flexible enough to support the Humanitarian interventions in a timely manner

• Support all partners and the intervention to develop robust procurement plans

• Enhance partners capacities to undertake these processes
• Work with partners to set up and ensure strong warehousing and goods transportation systems are in place and working as they should, with strong emphasis on store management process and transport of goods logistics and control
• Establish strong fleet management procedures in the delivery of Humanitarian materials
• Help partners set up strong goods distribution systems; issuing goods and monitoring/accountability of distributions should be robust

Supporting the Projects Grants Management Processes – 25%

• Extend full grant management support to the intervention including developing and partaking in detailed project financial monitoring, oversee quality project reporting, systems review, auditing and extending partner capacity building support
• Undertake project compliance trainings for project staff and partners on any Humanitarian regulations, Trocaire requirements/tools/processes as well as other grant expectations, including generally accepted international financial management practices.
• Support partners in preparation of financial reports that are in compliance to the grant terms and generally accepted reporting requirements
• Maintain a robust partner financial reporting schedule and ensure that partners submit timely financial reports to Trocaire
• Analyse and monitor partner financial reports within their premises, on a monthly ensuring their spends are on track at all times, are in line with agreed work plans and that all variances are identified early on and acted upon appropriately
• Review all partner financial reports submitted ensuring their accuracy and completeness, including securing the validity of expenses reported
• Sign off on all partner monthly fund reconciliation statements.
• Prepare any consolidated donor financial reports for review by the PM and FAM ensuring that it is accurate and costs therein are valid and are in compliance to all applicable guidelines.
• Review, audit and verify sub awardees’ financial reports on-site by examining all underlying expenditures on-site and ensure accurate financial records are maintained.
• Undertake partner financial, compliance and/or operational audits as requested and share such results/recommendations
• Share results of these expenditure verification and site visit exercises with the Trocaire project staff, senior management as well as the partners, ensuring that all agreed recommendations are addressed in a timely manner.
• Support any on-going project audit exercises and coordinate all participating partners to respond to audit requirements.
• Follow up on resolving all arising audit issues and ensure that there is full implementation of all agree audit recommendations
• Regularly update the project on partner reporting status, expenditure patterns and areas of financial risk
• Administer Trocaire’s 18 minimum requirements to all project partners ensuring that they are all in compliance by addressing any identified gaps
• Undertake partners’ systems reviews, support design of accounting and reporting systems, provide on-job training, provide other on-going financial guidance and any required technical support to partners
• Support project close our exercise

Provide Technical Financial Management Advice and Support to Programmes – 5%

• Track and undertake the overall grant status/fund reconciliation in in the Agresso financial system
• Track the grant Budget Vs Actual through Agresso and appropriately advise project management on arising variances
• Participate in regular programme team meetings providing invaluable technical financial inputs and advice
• Analyse, alert and advice the project management on any financial and other risks that would impact on the delivery of project
• As called upon by the project, undertake fraud & irregularity investigations within identified partners

Any Other Duties: Any other duties as may be assigned

Expected Outputs

• Timely funds transfers to partners.
• Strong partner SCM Framework and processes. Programme deliveries for the intervention offer VfM but are also delivered in a timely fashion to meet the immediate needs of the beneficiaries
• Grant compliance trainings delivered to project staff and partners. There is subsequent compliance to all financial sub-award terms and requirements
• Accurate and compliant financial reports received from all partners
• Partners expenditures reported are valid and compliant to sub award requirements
• Partner financial management capacities are enhanced to effectively deliver the grant
• Partner financial risk is minimised across all implementing partners

Essential Qualifications and Experiences:

• Professional accountancy qualification (CPA or ACCA)
• Candidates with work experience in large humanitarian response interventions are highly encouraged to apply
• Minimum of 3 years’ experience in the administration of financial, accounting, Supply Chain and sub-grant management processes within a large, multi-faceted donor funded Humanitarian Intervention.
• Experience with donor project accounting requirements including demonstration of a deep familiarity and application of those terms. This is a must requirement for the job.
• Experience in budget monitoring and managing financial reporting requirements.
• Balance of strong analytical, delivery of strong results with very minimal supervision or direction. Must be committed to a rigorous work ethic
• The position is Nairobi based but requires up to 70% travel to field sites. Applicant must therefore be willing to travel and be out of station for long periods of time
• Excellent facilitation and interpersonal skills.

CORE VALUES AND CRITICAL COMPETENCIES

• Effective at achieving desired results, striving always at excellence
• Mature, honest, diplomatic and a positive attitude
• Proactive and reliable with the ability to command respect and grace among peers and at all levels of organizations.
• Strong analytical and decision-making skills
• Ability to organize and coordinate schedules
• Work effectively and cooperatively with others towards shared goals, establishing and maintaining principle-centred working relationships and possess excellent planning and organization skills
• Demonstrated ability to transfer knowledge to diverse audiences through training, mentoring, and other formal and non-formal methods
• Demonstrate ability to use innovative approaches and personal initiative.