Grants Finance Officer - Tumikia Mtoto Project at World Vision Kenya

Purpose of position

To provide financial technical support to the Tumikia Mtoto Project staff and sub grantees/ recipients ensuring financial stewardship, accountability and accuracy of financial reports and budget management in line with Donor regulations and WVK Policies.

Major Responsibilities

Financial Management and Reporting 60%

• Support the Finance and Administration Manager in the preparation of donor reports.
• Prepare analysis of the project expenditure for management action to help in monitoring the burn rate for the grant.
• Review and provide appropriate expense codes for items requested by project staff to ensure accurate posting of expenses.
• Reconcile LDRs with payroll for the project staff under the grant.
• Support revision of budgets in line with project needs and donor regulations.
• Upload approved budgets in Horizon.
• Review Sub recipient quarterly and or monthly financial reports in a timely manner for consolidation and posting
• Support the Program staff in linking Grant Budgets to Grant Work-plans, so that the activities to be undertaken in the project matches to the budget
• Work with Finance & Administration Manager in matching Sub recipient’s budgets to the project budget for consistency.
• Monitor and review Sub Recipients activities to ensure that only budgeted costs have been incurred.

Planning, Budgeting & Budgetary control 15%

• Prepare accurate Program budgets
• Ensure accurate and quality budgets are uploaded into existing databases and systems.
• Ensure compliance with grant guidelines and other standards
• Participate in proposal writing and grant budget development.
• Conduct financial analysis for management decision making.
• Monitor and timely communicate changes on Project Budget and Actuals System (PBAS) commitment.
• Develop realistic cash flow forecasts in line with the plans.
• Ensure timely production and review of monthly report to address any variances in a timely manner.
• Monitor sub-awardee financial performance and adherence to donor regulations

Reconciliation of Balance Sheet Accounts 10%

• Undertake reconciliation of receivable and payables accounts for the program:
• Constantly monitor balance sheet account balances
• Follow up for timely accounting and facilitate booking of staff advances.
• Match transaction amounts in the balance sheet accounts
• Prepare monthly reconciliation statements for the balance sheet accounts

Risk Management 5%

• Identify risks associated with the project for inclusion in Riskconnect and advice on mitigation measures.
• Support grant project audits according to the donor requirements.
• Support implementation of findings and recommendations from audits and various accountability mechanisms
• Ensure the sub - awardees operate within the agreed/acceptable internal control measures to mitigate risks and ensure accountability that will result in good audit ratings
• Actively participating in project start up workshops to ensure financial aspect of projects are fully understood.
• Follow up with the sub grantees to analyse and submit the exempted taxes(VAT) for refund based on USAID guidelines.

Asset Management 5%

• Maintain an updated inventory schedule for all assets purchased under the grant
• Ensure all assets and inventory are properly tagged and branded as per the donor guidelines
• Perform inventory counts quarterly in line with USAID and World Vision guidelines
• Ensure asset disposal is as per the laid down policies and donor guidelines.

Other 5%

• Perform any other duties as may be assigned by the supervisor or designee from time to time
• Attend and lead daily devotions.

Knowledge, Skills and Abilities

• Minimum 4 years’ experience in financial management and reporting
• Knowledgeable on USAID grant financial management
• Advanced excel and analytical skills
• Demonstrated ability to work under minimal supervision
• Minimum of Bachelor of Commerce in Accounting/ Finance, Economics or Business related field from a recognized university.
• Professional qualifications in CPA (K) or ACCA finalist
• Practical experience of using SUN system accounting Software is preferred