Finance Manager – Temporary at International Rescue Committee

Job Description

The Finance Manager will be the focal person for financial matters in the location deployed by IRC for temporary period field office. The position will supervise a Finance Officer and Finance Assistants. The position will be responsible for budgets preparations and budget monitoring, cash flows and cash forecasts, financial reporting, staff/partner training and capacity building and overseeing day to day running of the field finance office.

Key Responsibilities

Field Finance Reporting

• Ensure that the monthly financial book is closed timely and share to main office with less error
• Ensure that all cash books are closed, and cash count conducted at the end of the month.
• Ensure that all bank books are closed, and the period bank statements as at 31st are obtained at the month end.
• Ensure all advances are reconciled at the month end as per advance policy.
• Ensure that all outstanding invoices are paid before the end of the month to ensure they are recorded within the same month they are incurred.
• Ensure that all outstanding invoice submitted to finance are paid to vendor timely.
• Ensure accrual transaction are cleared on time

Donor Reporting

• Ensuring donor regulations are adhered to for all aspects of the operations
• Ensure that BvAs are provided to relevant parties on time and accurately. Initiate recoding for cost wrongly charged
• Identification of procedural or training issues to be addressed to improve the quality of report data.
• Prepare UNHCR report and submit for Nairobi office review
• Analyize the grant trial balance and clear any outstanding before sharing the final financial report to main office.

Training & Support & Staff management

• Liaising with the country office for policy or procedure questions
• Training staff on IRC accounting procedures and requirements, assists the Field Coordinator and program staff in finance related issues and activities.
• Review of financial data submitted, identify weaknesses or problems being encountered by program and operations staff and recommend corrective action.
• Train field managers on budget tracking, review burn rates and provide advise if spending is not happening according to plan.
• Prepare key performance areas for staff reporting directly under you and conduct performance appraisal
• Communicate with Finance Coordinator on security issues within the office and outside the office.
• Regular and open communication with IRC staff from all departments.
• To be willing and ready to participate in field staff exchange programs.

Bank & Cash management

• Supervision of the processing of bank, M-pesa and cash transactions.
• Ensuring internal control procedures are followed for all cash & M-pesa disbursements, receipts and transfers
• Oversee the maintenance of an accurate and updated cash flow report. Get updates from the Finance officer/assistant weekly
• Liaison with bank officials to resolve problems or facilitate improved service.
• Ensuring that all banks are immediately updated on changes to bank signatories
• To be the contact person for all bank correspondences.
• Prepare the bank reconciliation for the field office monthly
• Working with field and program coordinators to help them develop more accurate cash forecasts
• Preparation of cash forecasts and CTR for field office and submitting it on the 20th of every month
• Monitoring cash usage and requirements and advise the Finance Country office of possible unusual activity or requirements

Internal Control

• Reviews of controls and monitoring of compliance with established procedures.
• Preparation of written reports which identify key issues and provide recommendations for improving control processes or procedures

Budgets

• Review funding allocations to enable proper guidance to programs and proper coding.
• Closely monitor all grants to ensure that no grants are overspent or under spent through checking of over/under expenditure on the Budget vs. Actuals reports.
• Working with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of field operating costs.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Attend Grant Opening, BvA review and Closing Meetings
• Ensure that all accruals at grant closure are accurate, valid and are promptly liquidated.
• Work on KKM filed office salary map and submit for NBO review

Qualifications

• Bachelor’s degree in Accounting, or Finance or CPA. 
• Advanced Diploma in Accounting from recognized College/Institutions with a minimum of three (3) years of accounting experience.
• Computer literate with significant experience in excel, accounting package knowledge will be an added advantage.
• The candidate should be mature, with stable personality and ability to maintain confidentiality.

Required Experience & Competencies:

• Good written and verbal skills in the English language.
• Ability to carry out responsibilities independently with minimal technical support.
• Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.