Job Vacancies at FilmAid

The Finance Officer facilitates the efficient and effective financial and defined operational duties of FilmAid Kenya programmes. He/She 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
• Filing and making payments for the statutory deductions in good time.

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

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

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Planning, Reporting, Monitoring & Evaluation and Technical Support

• Organizational Planning: In coordination with the Executive Director and the Area Managers, leads the development of annual organizational plans; lead the consolidation and review of monthly area-level work-plans;
• Organizational Reporting: Maintains an effective program reporting system to ensure the submission of timely and quality organization’s quarterly and annual reports to the SMT and the Board of Directors;
• HR Management and technical supervision of the program teams: Leads the recruitment of program and project related staff and supervises the Senior MERL Officer and Program Officer; Ensures that the Field Senior Program Officers and other key program staff ensure compliance and reflectively of FilmAid’s commitment to quality and meet donor contractual obligations;
• Oversees that the M&E Department has set up the tools, system, processes, and procedures to ensure the timely collection, aggregation and analysis of M&E data; Reviews all M&E reports and provides support to the MERL Officer as required; the timely establishment of work plans and M&E plans to donors; Reviews all learning and research products, and leads the development of the strategy;
• Programmatic Information Management: archiving grants documents, plans, reports, M&E data, methodologies, content, trackers in collaboration with the Program Officer; Maintains a stakeholder database and keeps track of programmatic meetings between FilmAid and UN agencies, donors, aid agencies, government stakeholder to foster positive relationships;
• Project Quality Control: methodologies, progress against work plans - aligned with field-level meetings (agree on purpose of meeting, objective at country level); Ensures that the design and technical support by FilmAid staff for content production, training and community engagement meets donor requirements and FilmAid’s internal quality standards;
• Back-stopping Support: management of bulk SMS system; field-level programmatic support incase of gaps in staffing or other needs - working closely with the Area Managers;

Grant Management

• Project Inception: lead project inception process at NBO-level; support Area Managers to facilitate field-level project inception processes; monitoring procurement plans; support The Area Managers with the field-level grant planning processes;
• Leads all project launch activities and coordinate with the area managers to ensure area-based inception
• Project Implementation: Supports Project Team Leads to ensure that they are implementingwork plans on time and scope;
• Donor Reporting: Maintains the donor reporting tracker and ensure timely submission of program reports to Donors; Coordinates closely with the MERL Department to ensure that M&E data is incorporated into program reports; Supports and at times leads the production of program reports; Reviews all contractually obligated program reports prior to submission to the donor; Submits reports to donors and holds follow-up and review meetings with donors as necessary.
• Plans Project Close-out; Leads project closeout activities in collaboration with the Area Managers to enhance program learning for subsequent projects.

Organizational Management & Development (30%)

• Strategic Planning: Supports the Executive Director in the development of organizational multi-year strategic plans and annual reviews;
• Resource Acquisition: Leads the development with support of Team Leads and Technical specialists to continually review and update organizational and project profiles, maps, thematic briefs, and other communication and marketing materials; works closely with Executive Directors, Area Managers and relevant Senior staff on GO/NO GO decisions for opportunities; Drafts concept notes and work closely with the Executive Directors, Area Managers and Senior staff to brainstorm new activities and concepts; Coordinates the development of all proposals, actively contributing to the technical writing and ensuring compliance with solicitation requirements;
• Represents the Executive Director in external meetings with stakeholders, donors and partners as required.

Qualifications and Skills Requirements:

• Education: bachelor’s degree in communications, International Development, or any other relevant social and behavioral science discipline.
• Prior Work Experience: Minimum of four years of progressive professional management level experience in program planning, implementation and coordination, preferably with an international humanitarian aid organization managing donor-funded projects.