AgriFi Programme Accountant at Self Help Africa

Job Purpose:

The purpose of the Project Accountant role will be to ensure checks and balances in accounting, reporting and disbursement of funds. S/He will provide financial management by ensuring accurate and timely recording of financial data, processing of transactions and monitoring programme costs against donor guidelines, preparing financial reports and building capacity of partners. S/He will maintain high standard of accounting and financial control to ensure compliance with EU regulations.

Key Relationships:

Financial and Grant Management

• Responsible for routine financial accounting functions including processing and recording all transactions in line with Self Help Africa policies, EU accounting standards, and compliance to Kenyan legislation, ensuring timeliness, efficiency and completeness; Includes checking the accuracy and validity of documents such as Requisitions, LPOs, CBAs, delivery notes, invoices, contracts, payment vouchers and receipts
• Verify the accounting records of the SMEs (partners) to ensure accurate financial reporting and compliance with donor requirements
• Prepare a schedule to be used for posting all SMEs entries on PS Financials (PSF)
• Prepare and update the SMEs disbursement schedule and monthly Anticipated Results
• Review quarterly SME’s financial reports as per the period in the executed contracts, the matching fund commitment, assess the fund request and liaise with the Team Leader and Head of Finance for disbursement of funds
• In liaison with the Team Leader and portfolio managers, reconcile with the SME’s on quarterly basis fund balances and related Key milestones
• Initiate payment processing according to internal policies and procedures
• Conduct risk analysis of the SMEs together with the Risk and Compliance Manager
• Train the SMEs in financial management of the grants approved
• Participate in discussions leading to partners contract addendums as appropriate
• Compile monthly anticipated results, variances, comments, and actions
• Participate in the various Procurement processes
• Participate in partner due diligence process
• Participate in the review of partner business plans
• Prepare the draft contracts for partners and consultants from time to time

Financial Planning and Budgeting

• Map the project budget to the standard SHA nominal codes in PSF
• In liaison with the Team Leader, finance and other programme staff align activity plans with grants agreements;
• Participate in annual budgeting process
• Initiate the process of annual budget amendments
• Assist the programme staff with the development and/or review of the project’s activity budgets
• Responsible for cash management of the project and monitoring disbursements of funds to grantees, partners, and suppliers.

Reporting and Compliance

• Prepare partner consolidated reports on monthly and quarterly basis
• On a monthly basis, prepare and update the Project reports as per donor template
• On a monthly basis, contribute to the variance analysis of the Anticipated Results
• Prepare reports for review by management upon partner expenditure verification visits
• Prepare presentations for internal review meetings
• Compile information for internal and external audits
• Coordinate the expenditure verification exercise, special audits and respond to the audit issues raised, as well as monitor the implementation of the issues raised in the Management Letter
• With support from the Head of Finance and Administration, lead the coordination of the annual audit of the SMEs and SHA Institutional Audit

Other Duties

• Prepare monthly work plans and work-updates and share with the Team Leader and Head of Finance and Administration.
• Active member of the Agrifi Task Team
• Any other duty that may be assigned from time to time

Key Relationships:

Internal

• Team Leader
• Portfolio Managers
• Finance Officer and other Project Accountants
• Other Country Finance and Administration staff
• Other country programme staff
• HQ Finance team

External

• Staff from partner organisations both finance and programme staff
• Service providers

Knowledge, Experience and Other Requirements:

Essential:

• Must have a Bachelor’s degree in Accounting / Finance and should have certified qualification (CA, ACCA, CIMA, CPA) and preferably, be a member of a recognized professional accounting institute
• Five years practical experience in Financial Accounting, at least three of which should be in grants management.
• Proficient in Microsoft Office, spreadsheet applications and computerized accounting systems
• Demonstrated financial advisory, operational and analytical skills including high level of organisational, problem solving and facilitation skills;
• Demonstrated experience in donor fund projects, undertaking risk assessments, internal audits and/or assessing internal controls.

Desirable:

• Results-orientated with excellent communication skills, as well as curiosity and initiative
• Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values
• Attention to detail and the ability to produce timely and accurate reports
• Ability to work as part of team across different cultures
• Good analytical skills
• Previous experience of managing USAID, EU and/or other donor funding
• Experience working with organisations in partnership arrangements