Programme Accountant at CARE

Job Details:

REF: PA/09/2017. (Dadaab Office)

CARE International in Kenya is looking for well organized and highly motivated Kenyan Nationals who are result-oriented to fill the position of Programme Accountant - REF: PA/09/2017 to based in Dadaab Office.

Contract period: October 2017 to 31st March 2018

 Job Summary

The position is responsible for preparing donor Reports, Custodian of Donor agreements and educating Program and Support staff on donor guidelines. It will support in preparing of Monthly Expenditure Statements, budgeting, and Budget Tracking. Invoicing for various services rendered by the RAP Program. Will be responsible for monitoring, recording and reporting on commodities donated as contributions in Kind (CIK) by donors and ensure that entries in the commodity tracking system (CTS) are correct

RESPONSIBILITIES AND TASKS:

• Preparing donor Reports, Custodian of Donor agreements and educating Program and Support staff on donor guidelines.
  • Prepare donor reports as per various donor agreements.
  • Ensure deadlines are adhered to in preparation of donor reports.
  • Guide RAP Budget holders and the finance unit on the guidelines of the various donors funding the program. Ensure that the finance unit is adhering to donor requirements all the time.
  • Ensure dully signed agreements are properly filed and Fund codes are issued before projects implementation
  • Track all project changes (In terms of emails, Communications from donors both in soft copies and hard copies).
  • Work with the Programme compliance unit and ensure copies of programme reports are also kept
  • by the finance unit for all the running projects.
  • Prepare expenditure statements for the various fund codes immediately on receipt of data from
  • Head Office after every end month closure.
  • Identify expenditure items that need to be reallocated and ensure that the adjusting journal entries (AJE’s) are prepared, authorized and keyed into the Financial System.
• Preparation of budgets and guidance on Budget Tracking.
  • Together with the Finance Manager take the key lead in budget preparation for RAP Program.
  • Prepare Budget Tracking tools for various fund codes once budgets are approved and agreements are signed by donors.
  • Train (new) sector heads and acting officers on budget tracking.
  • Offer constant assistance/ guidance to budget holders/ sector heads on budget tracking.
  • Do a thorough monthly analysis of all budget lines and issue monthly alerts to major issues of concern (over/under expenditures) to RAP management and budget holders.
• Invoicing for various services rendered by the RAP Program.
  • Ensure accuracy of support documents before preparing invoices.
  • Ensure timely dispatch of the invoices
  • Follow up on payments
  • Track invoices and share updated receivables report with the Finance Manager on every 5th of the month.
• Reconcile Store records with CIK reports and performs Stock counts to confirm accuracy.
  • Verify Store CIK report for accuracy
  • Reconcile each camp CIK report with consolidated report
  • In liaison with the logistics team, perform periodic stock count to confirm completeness and accuracy.
• Maintain accurate records for all CIK.
  • Maintain approved CIK reports from Stores department.
  • Maintain both Hard copy and soft copy of CIK reports.
• Ensure CIK are correctly valued and recorded
  • Goods should be Valued at Cost (if known) or Fair Market Value
  • Ensure valuation of services is based on cost
  • All valuation methods must be documented and retained with the CIK forms and approved by the Deputy Director Finance & Administration Services (DDFAS).
  • Ensure that CIK items received and issued are accurately documented in the CIK matrix report and review the Commodity Tracking System to ensure that the same is captured accurately by the logistics team.
  • Prepare journal entries to recognize CIK items received and issued in the financial system SCALA.
• Perform other Shared duties.
  • Participate in monthly incentive payments.
  • Verification of SCALA coding slips and Payment voucher before payments are done.
  • Assist Finance Manager on preliminary budget preparation for proposals
  •  Sit in for the Operations Accountant and Finance Manager when required