Programme Accountant at World Wide Fund for Nature (WWF) Kenya

JOB SUMMARY:

This is a crucial position under the Project Finance Unit and shall serve WWF Kenya as the vital link between programmes, donors, and operations. The successful candidate shall provide financial management support, facilitate the flow of funds, support contracting, and apply operational expertise for the effective coordination of programmes, projects and cost centres while at the same time ensuring accountability towards donors. 

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

ROLES AND RESPONSIBILITIES:

Reporting and Budgeting

• Timely capturing of data into the financial management system. 
• Timely preparation and presentation of all financial reports to the programme managers
• Assist Programme managers in the preparation of the annual programme budget. 
• Preparation and support for internal and external financial audits.

Financial Strategy and Planning

·Participate in financial strategy discussions and reviews and proactively support all areas of operations.

Project Budgeting and Management

• Prepare accurate project budgets and sufficiently detailed budget justifications, incorporating all relevant cost components while ensuring consistency with the proposed activities  
• Ensure that project budgets are in conformance with organisational and donor requirements/formats and that these are timely prepared for necessary reviews/checks before submission.
• Undertake rigorous budget management and monitoring over the period of project implementation by ensuring proper tracking of expenditures against approved budgets. 
• Ensure that all project cost expenditures are supported by adequate documentation in line with statutory, organisational and donor requirements. 
• Maintain safe custody of project-related expenditures – receipts, vouchers, contracts and all project records in a neatly filed and easily retrievable manner. 
• Take responsibility for training relevant staff on specific donor rules and regulations for necessary adherence.
•  Ensure real-time updates of all cost expenditures in the Financial system in order for the purposes of generating accurate budget versus actual reports for use in decision-making on a monthly basis
•  Provide sufficiently detailed analysis of projects’ budget versus expenditure variances incorporating budget holders' input to aid in decision-making
• Jointly with the budget holders prepare forecasts and projections for internal and donor monitoring.
•  Manage the treasury/cash call process with donors to ensure that projects have sufficient liquidity 
• Institute risk mitigating measures particularly to counter the effect of real and potential forex losses during the life of the project.
• Ensure timely and accurate preparation and submission of financial reports related to programmes/projects to donors based on the contractual expectations;  
• Manage any specific donor reporting requirements such as match-funding/co-financing in order to meet the donor expectations without adverse effect to the organisation.
• Prepare and maintain updated ledgers and inventories of supplies and non-expendable property for programmes;
• Manage the close-out process for projects ensuring that all financial records are up-to-date upon project completion;

Procurement, Sub-grants and Payments

• Ensure efficient preparation and management of outgoing grants and contracts, including review of sub-grantee financial reports and timely posting into the financial system
• Undertake assessments of existing and potential partnerships to identify and determine the mitigating measures that should be put in place
• Jointly with the supervisor, develop a supportive supervision plan to address noted areas of concern in the sub-grantee control environment
• Closely monitor the performance of sub-grantees and provide training as and when required
• Undertake field monitoring visits to sub-grant offices for training or physical review of documents vis-à-vis reports 
• Compile and verify requests for direct payment and/or advance relating to programme activities;
• Verify and approve payment vouchers, petty cash vouchers and suppliers’ invoices related to various projects under designated programmes including per diems;

Financial Operations and Controls

• Ensure timely and accurate preparation of reconciliations relating to bank accounts, partner accounts or other accounts as assigned
• Perform accurate and timely financial performance reviews, and risk management and ensure action plans and corrective measures are implemented across programme areas
• Ensure programme compliance with regulatory requirements and manage relationships with external stakeholders for strategic advantages
• Ensure prompt cash calls to the donor and disbursements of funds to ensure the smooth flow of project activities

REQUIRED EDUCATION AND EXPERIENCE: 

• Bachelor’s degree in a Business field such as accounting, finance, strategic management, business, economics etc.;
• CPA (K) / ACCA and a member of a professional body in good standing; 
• Minimum of 5 years of experience in programme/projects finance and accounting & reporting, within an international organization with complex donor requirements or a multinational company.

REQUIRED SKILLS/ABILITIES:  

• Strong planning and financial management skills
• Sound knowledge and experience with donor rules and regulations (EU, USAID, DANIDA etc);
• Knowledge of Accounting software (knowledge of an ERP systems is an added advantage);
• Ability to optimize operations, reduce costs, improve service quality, and develop partnerships
• Budgeting skills and Budget management skills;
• Effective skills in sub-grant management
• Interpersonal skills and the ability to communicate effectively at all levels (written and verbal);
• Self-starter with strong organizational skills 
• Leadership and people management skills.
• Capacity Building and training skills
• Has an affinity with the vision of WWF-Kenya and adheres to WWF Kenya’s values