Project Accountant – BAringo Resilience Initiative: Nurturing Greater Opportunity (BARINGO) at Self Help Africa

Department: Finance

Location: Baringo County (Marigat), Kenya

Reports to: Head of Finance and Administration (HoFA), with a matrix reporting to the Project Manager

Gross salary: Kshs 2,160,000 p.a

Benefits: 22 days annual leave, Medical Insurance (self + spouse and up to 4 children), 10% Employer pension contribution and 25% leave allowance

Expected travel: Periodic travel within Kenya required

Job Purpose: The purpose of the Project Accountant role will be to ensure checks and balances in accounting, reporting and disbursement of funds. S/He will provide financial management by ensuring accurate and timely recording of financial data, processing of transactions and monitoring programme costs against donor guidelines, preparing financial reports and building capacity of partners.

S/He will maintain high standard of accounting and financial control to ensure compliance with EU regulations.

Key Responsibilities:

Financial and Grant Management

• Manage programme related routine financial accounting in line with organisational policy, EU accounting standards, and compliance to policies and Kenyan legislation, ensuring timeliness, efficiency and completeness;
• Verify the accounting records of the grantees to ensure accurate financial reporting and compliance with donor requirements
• Prepare a schedule to be used for posting all grantees entries on PS Financials (PSF) and Post as appropriate after review
• Participate in various procurements processes
• Prepare annual procurement plan for the project
• Review monthly grantee’s financial reports, assess the fund request and liaise with the Head of Finance and Administration for disbursement of funds
• In liaison with the Programme Manager, reconcile with the grantees on quarterly basis funds balances and related Key Performance Indicators/Results
• Initiate payment processing according to internal policies and procedures
• Assist in posting payroll journals from time to time
• Initiate annual partner contracting process

Financial Planning and Budgeting

• In liaison with the Programme Manager, finance and other programme staff align activity plans with grants agreements;
• Be in charge of the preparation and revision of monthly, quarterly and annual budgets;
• Responsible for cash flow management of the project and monitoring disbursements of funds to grantees, partners and suppliers;

Management and Donor Reporting and Compliance

• Prepare management reports, that includes partner consolidated reports on monthly and quarterly basis
• Prepare donor financial reports that comply with donor requirements;
• Conduct Partner Organizational Capacity Assessments and Quarterly reviews and monitor progress of the partners
• Compile monthly anticipated results, variances, comments and actions
• Compile information for internal and external audits and coordinate the expenditure verification exercise, special audits and respond to internal audit reports

Office Administration and Logistics Management

• Oversee the office management processes and ensure the office environment is clean and organized
• Preparation and Maintenance of office vehicle ROTA
• Preparation and organize the logistical arrangements of staff when going to the field
• Maintenance of office inventory records and fixed assets register, and the custodian of all physical inventory or project materials
• Facilitate the office correspondences received in hard copies and manage postage/courier services

Support Duties

• Support design partner due diligence process
• Support review of partner business plans
• Prepare presentations for internal review meetings

Key Relationships:

Internal

• Project Manager
• Country Management Team
• Programme Team in the Field Office
• HQ Finance team

External

• Staff from partner organisations both finance and programme staff
• Service providers

Qualifications, Knowledge and Experience:

• A Bachelor’s degree in Accounting / Finance and should have certified qualification (CA, ACCA, CIMA, CPA) and preferably, be a member of a recognized professional accounting institute
• Five years practical experience in Financial Accounting, at least three of which should be in grants management.
• Proficient in Microsoft Office, spreadsheet applications and computerized accounting systems
• Demonstrated financial advisory, operational and analytical skills including high level of organisational, problem solving and facilitation skills;
• Demonstrated experience in donor fund projects, undertaking risk assessments, internal audits and/or assessing internal controls.

Role Competencies:

• Results-orientated with excellent communication skills, as well as curiosity and initiative
• Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values
• Attention to detail and the ability to produce timely and accurate reports
• Ability to work as part of team across different cultures
• Good analytical skills
• Previous experience of managing USAID, EU and/or other donor funding
• Experience working with organisations in partnership arrangements