Finance Officer at FilmAid

About the Role:

• The Finance Officer facilitates the efficient and effective financial and defined operational duties of FilmAid Kenya programmes. She/he ensures compliance with FilmAid Kenya Accounting and Finance policies and procedures, as well as grants contracts under the guidance and oversight of the Finance Manager.

Key Performance Indicators:

• Ensuring timely end-month closure which includes data input, bank and petty cash reconciliations, journal entries, accounts payable, and receivable reconciliations.
• Ensuring a smooth process and conclusion of the statutory audit and donor desk reviews
• Provide support and training for program staff in the preparation of payment and petty cash vouchers and other related finance transactions such as travel accountability, interpretation of financial reports through regular visits, communication, and continuous staff on-job training.
• Developing a clear filing system for all documents and tracking system for payments including the vendor balance reconciliation.
• Timely submission of donor and internal reports to the Finance Manager for review
• Checking, correcting, and ensuring proper authorization and documentation for all location’s transactions before inputting in Quick Books

Key Duties

FINANCE

Book Keeping and Accountancy

• Ensuring timely and complete collection of monthly financial returns and documents.
• Receive Invoices from the Admin Officer and Procurement Officer and place requests for billing and subsequently place cheque/payment requests.
• Review petty cash vouchers and related backup documents for approval by the Finance Manager and managing Petty cash as needed.
• Prepare and maintain monthly QuickBooks entries including Data input, reconciliations, and reporting of all program/project financial transactions, including deposits, disbursements, and receipts for their specific program. This will be completed on a monthly basis.
• Posting of the location’s budgets and entries, in a timely and accurate manner.
• Maintain communication and ensure timely payment of suppliers as well as obtain relevant documentation for transaction backup.
• Coordinate financial planning and budget projections and regular budget revisions.
• Provide recommendations for cost allocation for all location’s budgets
• Provide support and training for program staff in the preparation of payment and petty cash vouchers and other related finance transactions such as travel accountability, interpretation of financial reports through regular visits, communication, and continuous staff on-job training.
• Update and review various account reconciliations to ensure their correctness and give guidelines on how to resolve any differences. I.e. bank and system reconciliations.
• Checking all programme’s cash payments to ensure accuracy and that all amounts are accounted for.
• Discuss and prepare the necessary documentation for credit account opening with suppliers
• Coding and posting journal voucher entries into the general ledger

System Implementation

• Monitor, reinforce, and advise on the improvement of financial internal control systems
• Implement and maintain FilmAid’s financial management strategies
• Develop and maintain a clear filing system for documents
• Develop and maintain a clear tracking system for payments
• Checking, correcting, and ensuring proper authorization and documentation for all location’s transactions before inputting in Quick Books

Audits

• Lead donor reviews for location programs
• Assist in preparing for internal and external statutory audit

Financial Reporting

• Draft the location’s financial reports to local and international donors and submit them to the Finance manager
• On a monthly basis, meet with the field location’s Operations Officer to review the budget to actual reports to ensure the propriety of information
• Report regularly on the financial status of the location’s programmes

Cash Management

• Review and submit monthly cash projections from the location’s Operations Officer based on work plans to the Finance Manager
• Ensure timely funds transfer of funds to the projects and for Administration
• Regular review and monitoring of accounts payable, Accounts receivable, and petty cash functions
• Monthly reconciliation of all bank accounts and Country Office Administration

OPERATIONAL & AND PROGRAMMATIC SUPPORT

• Sit in the Procurement Committee and fulfill the following roles:
• Confirm availability of budget
• Ensure that needed items are included in the cash forecast and that cash is available within the credit period in liaison with FM
• Ensure correct donor allocations of items being procured
• Contribute to the process of the cost analysis by the procurement officer and ensure its reasonability
• Ensure that the process fulfills ICS as required by finance including all required documentation to facilitate the processing of payments
• Ensure that there is no influence or interest in the procurement process and that the final decision rests with the budget holders and senior management
• Monitor, reinforce, and advise on the improvement of internal procurement controls
• Maintain the integrity of the process and report any breach of the procurement system to the Management.
• Receive invoices and place payment requests
• Perform any other finance/procurement duties as prescribed by the Finance Manager

REQUIREMENTS

Qualification – Essential Skills and Experience

• Bachelor of Commerce or Finance; Business Administration, or any relevant discipline
• Qualification in certified public accounts (CPA) or Association of Chartered Certified Accountants (ACCA)
• At least 3 years experience in finance preferably with a humanitarian organization
• Commitment to humanitarian principles and action

Competencies

• Strong communication and interpersonal skills
• Self-organization and planning skills
• Attention to detail
• Ability to workunder pressure
• Ability to travel to hardship areas
• Honest and reliable
• Ability to work alone and in a team
• Proficiency in QuickBooks
• Proficiency in MS Word and Excel