Finance Officer, BlueAction Project at Fauna & Flora International

Specific Duties

Under the line-management of the Grant Manager, BlueAction Project, Kenya and working under the supervision of the Finance and Administration Manager, Kenya, the Finance Officer will have the following responsibilities:

Financial Management

• Assist in financial reporting and fund audits as required for the BAF (Blue Action Fund) project.
• Checking all expenses are scanned, correct and compliant, with a particular focus on staff time and procurement as the highest risk areas.
• Support the maintenance of existing financial systems including but not limited to general expenses processing, travel expense claims processing and income & expenditure records.
• Ensure all financial processes for FFI and partners are in line with BAF donor requirements and FFI policy and procedures.
• As delegated, support financial management in month-end procedures and help ensure a strong internal control environment.
• Assist in maintenance and update of the fixed assets register for the project within the FFI Kenya office
• Support financial processes on FFI internal systems such as raising Purchase Orders, uploading fund budgets and transfers.
• Produce monthly fund financial reports for the BAF project funds and flag any discrepancies to the fund manager.
• Keep a track of FFI timesheet charges on all BAF project funds and ensure that staff time is fully charged in time for donor financial reporting, liaising with Programme Manager (Operations and Compliance), Africa to ensure all timesheet trackers for BAF funds are up to date and being followed.
• Oversee the maintenance of an accurate and updated cash flow report for the BAF project and provide monthly updates on this to the Finance and Administration Manager, Kenya.
• Support cash flow management and banking by carrying out bank errands including withdrawals, deposits and bank instructions.
• Support the procurement and purchasing of office supplies and equipment and materials needed for BAF project activities.
• Review fund records retention system and develop a financial database for the project.
• Maintain an organised, well-documented and sequential filing system for invoices, payments and all other relevant financial documents for the project.
• Facilitate travel for staff visiting the project or undertaking fieldwork or meetings, in terms of cashflow availability and supplier payments.
• Assist in FFI Kenya institutional budget development.

Partner support

• Support partner capacity assessment and capacity building with regard to financial management, systems and donor guidelines by supporting the developing standard financial tools, templates, checklists and guidance for BAF partners.
• Support fund audits as required by ensuring partner supporting documents are in alignment with the partner financial reports.
• Support BAF partners to maintain an appropriate fixed asset register for the project.

Other

• Undertake international travel to project sites, Tanga region and/or Zanzibar (Unguja and Pemba), if required.
• Undertake any other duties commensurate with skills and experience as requested by the Grant Manager, BlueAction Project.

Person Specification

Skills

Essential

• Excellent financial management and numeracy skills, including budgeting, re-forecasting and financial reporting
• Strong organisational skills, with structured and methodical approach to work
• Excellent interpersonal skills, specifically ability to communicate and collaborate effectively with partner organisations
• Excellent written and oral communication skills
• Advanced Microsoft Office skills, including Outlook and Excel
• Fluency in English and Swahili (spoken and written)

Knowledge and experience

Essential

• Minimum three years’ experience supporting grant management, compliance and the responsible management of donor funds
• Proven experience providing support in financial management of high-value grants (budgets totaling in excess of 500,000 €/USD pa)
• Undergraduate degree in a finance-related discipline

Desirable

• CPA professional qualification
• Experience of working with statutory funding
• Experience working with government agencies, communities and community-based organisations, partner NGOs and for-profit entities
• Experience working within a geographically dispersed team
• Experience working in the environment/conservation or development field

Behavioural qualities

Essential

• Excellent team player
• Self-motivated and output driven, committed to producing the highest quality of work
• Flexible and adaptable in uncertain and changeable work situations
• Rigorous and diligent approach to work
• Commitment to FFI’s Values

Other

• Entitlement to live and work in Kenya (without employee sponsorship)