Finance Officer at Trocaire

Key Duties & Responsibilities

Finance Duties:

• Process the daily financial needs for the Trócaire Global Support Office.
• Work closely with all GSO teams on financial planning to ensure the funds are always available for implementation of activities.
• Prepare weekly, monthly and quarterly GSO financial reports and ensuring that expenditure is incurred within the budget limits and following financial procedures.
• Assist the FAM and Programme Accountants in the preparation of financial reports as needed.
• Prepare monthly reconciliation statements (bank and petty cash) and notify the FAM when any balance on the bank accounts is running low.
• Prepare and submit for approval the cash request from Head office with inputs from the Somalia, Sudan, Hub and GSO teams.
• Ensure that transactions are fully supported and approved before payment.
• Regularly review all supporting documentation to ensure validity and follow up on any issues identified.
• Oversee a highly organized and well managed filing system of all finance documents to ensure good audit trail.
• Ensuring that only fully budget coded expenditures are paid and posted to the Agresso accounting system in line with the finance procedures.
• Assist with the preparation of the audit schedules and support internal and external audit processes.
• Maintain current knowledge of Kenya government requirements related to financial matters and ensure all taxes due are paid to the relevant government authorities within the set deadlines.
• Liaise with the FAM and GSO Office Manager and regularly update an accurate fixed assets register.
• Ensure timely payments and funds transfer to suppliers and staff.
• Keep fiduciary filing duty of all the contracts and agreements and monitor status on a quarterly basis; keep log of all payments done/due for all the contractual obligations.
• Work with the GSO Office Manager in preparing the admin expenditure budget and ensuring that expenditure is incurred within budget limits and following financial procedures.
• Support with annual and project budget preparation for GSO.
• Conduct data entry of financial data on the Agresso accounting system on a daily basis with correct budget and cost centres.
• Prepare monthly financial checklist; ensure they are reviewed and sign off by 15th of the month.
• Ensure partners transfers are transferred on time and partner grant confirmation receipts are received and filed.
• Support on the preparation of the annual and quarterly budget packs; ensure they are reviewed and submitted to HQ on time.
• Liaise with the GSO Office Manager on missionary grants transfers and reports.
• Prepare monthly batch journal uploads for recurring expenditure including salary costs, taxi and other costs.
• Ensure shared cost budget and sharing matrix are up to date and costs shared with the agreed cost share matrix.
• Assist the FAM on monthly intercompany accounts reconciliations.
• Facilitate bank transactions and act as the GSO bank agent.
• Ensure a well-managed petty cash system.
• Ensure smooth communication with the Sudan and Hub Programme Accountants, in relation to proper budget codes and programme visits, among other activities.

Programme-Specific Finance Duties:

Other Duties

• Any other reasonable and relevant area of work, depending on the emerging needs.

Behavioural Competencies in Line with Trócaire’s Competency Framework

• Leading: Reflecting our values of Participation & Accountability, acts to inspire and lead others to achieve their potential, demonstrating Trócaire’s values with integrity in order to achieve our organisation’s objectives.
• Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations and other external organisations. Getting our message across with impact.
• Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
• Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’s reputation in the use of resources.
• Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning and decision making.
• Continual Improvement & Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’s’ mission.
• Flexibility & Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to role in the organisation.

Requirements

Person Specification – Essential Requirements

Qualification

• An undergraduate degree in a finance-related field.
• First level accountancy qualification.

Experience

• At least 3 years of relevant financial work experience with a development or humanitarian organisation.
• Hands on experience with using Agresso or a similar accounting system.

Skills

• Strong financial and administrative skills.
• Strong computer skills, including in use of accounting software and MS office programs (Word, Excel, Outlook).
• Ability to work independently while also being a strong team player.
• Strong organisational skills, initiative, and ability to prioritise work.
• Ability to perform several tasks with attention to detail.
• Excellent communication skills (oral and written) to team members and partners.
• Ability to maintain outstanding working relationships.
• Strong problem solving and analytical skills.
• Ability to show initiative and take responsibility.
• Fluency (written and spoken) in English.

Qualities

• Possesses an unwavering sense of integrity.
• A proven commitment to teamwork.
• Ability to engage effectively and respectfully with a diverse group of team members and partners.
• Commitment to, and understanding of, Trócaire’s aims, values and principles, including a commitment to principles of partnership, rights-based approaches, social justice and development.