Jobs at Trócaire

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.

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Key Duties & Responsibilities

Hub Financial and Compliance Duties

• Regularly review and manage effective financial controls, policies and procedures, which comply with Trócaire organisational policies and procedures and widely accepted accounting standards.
• Ensure timely and accurate preparation of financial and donor reports.
• Closely monitor all Hub financial activities and keep the GD, FAM and HQ Finance advised of issues that may impact internal controls or financial management.
• In collaboration with the GD and FAM, lead in the preparation and finalisation of annual Hub or programme budgets and manage budget reviews and revisions.
• Finalise the Hub’s year end accounts for external auditors and provide any ad-hoc financial reports as required with support from HQ Finance.
• Prepare and share the Hub’s Budget v. Actual reports through Agresso and appropriately review jointly with the Hub team.
• Support the internal and external audit process with support from FAM and HQ Finance; follow up on recommendations included in audit reports.
• Ensure that all financial records and accounts are compiled accurately, in a timely manner, and in line with international accounting standards and donor regulations.
• Analyse, prepare, and submit Hub cash flow projections to the Finance Officer (FO) and FAM.
• Coordinate with GSO Office Manager and FO on all payment requests for the Hub and ensure all costs are posted on Agresso accurately.
• Ensure effective utilisation of the global accounting package (Agresso Business World).
• Review all Hub financial transactions and payment requests to ensure they are valid, within budget, fully evidenced, approved, and fully conform to Trócaire and donor compliance requirements before making payments.
• Check all Hub float requests and clearances to ensure accuracy and timeliness.
• Ensure that all financial documentation is properly and securely filed on Trócaire’s systems and can be easily referenced and audited.
• Prepare monthly Hub batch journal uploads for recurring expenditure, including salary costs, taxi and other costs.
• Work with the GSO Office Manager and FO on day-to-day Hub related expenditure status.
• Together with the Programme team undertake and partake in partner risk pre-assessments and grant start-up meetings.
• Monitor partner expenditure and report any arising issues to management.
• Deliver project compliance trainings for project staff and partners on the award’s governing regulations, Trócaire requirements/tools/processes, and other award expectations.
• Contribute to strengthening partner staff capacity through review visits and communications.
• Support partners to meet their reporting schedules, ensuring that financial reports are in line with approved budgets and grant requirements.
• Follow up on partners’ internal audit findings and partner capacity assessment recommendations for implementation.
• Support partners in maintaining an appropriate filing system for easy access of documents.
• Ensure partners are aware of and meet donors’ grant management and reporting requirements.
• Maintain the Hub’s budgeting and financial reporting templates.
• Facilitate timely grant processing, regularly updating the Hub team on disbursement status.
• Monitor and review partner financial reporting, ensuring timeliness, compliance with Trócaire/donor requirements, cost efficiency and effectiveness in utilization of financial resources, validity, accuracy and completeness of reported expenses.
• Ensure all partner financial and grant-related documentation is uploaded on Salesforce and Box.
• Support Hub team in uploading budgets onto Agresso.
• Maintain up-to-date knowledge of various back donor and Kenya government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements; provide advice to Hub team on these issues, as required.
• Provide timely review and feedback to partners’ financial reports and monitor expenditure.
• Prepare timely fund transfers to Hub partners, based on approved instructions.
• Support partners and the Hub team during project and programme design and costing, including the development of robust budget proposals.
• Review and finalise submitted partner financial proposals and budgets; compile budgets as needed.
• Prepare and share partner budgeting and financial reporting templates, donor templates and guidelines during proposal development.
• Develop action plans for budget and proposal development and coordinate with staff and partners on this.
• Coordinate closely with the HQ Finance team.
• Engage in international travel to visit and work with partners or engage in global meetings (est. 5-10% of time)
• Any other reasonable and relevant area of work, depending on the emerging needs.
• Ensure proper use and filing of timesheets and follow up with staff and partners as required.
• Ensure all Hub staff accurately use proper chart of accounts and budget codes.
• Conduct spot checks of the Hub’s data management and supporting documentation, following up with the team on any issues identified.
• Develop and present budget forecasts to the Hub team to ensure on-track expenditure.

Coordinate and Support Partner and Grant Management

• Undertake partner financial monitoring exercises including expenditure verifications, positively and constructively providing feedback to the partner and the Hub team, ensuring that arising issues are resolved in an effective and timely manner.
• Regularly update the Hub team on partner reporting and expenditure status.
• Update the Hub management on any financial and other risks that would impact on the delivery of the grants.

Support and Coordinate Financial Planning and Budget Development

Any Other Duties

• Provide support to Trócaire’s approaches to due diligence and partner financial capacity strengthening.
• Participate in regular Hub meetings, providing technical financial inputs and advice.

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.
• Post-graduate qualification in relevant field a plus.
• Full professional accountancy qualification (CPA or ACCA) is required.

Experience

• At least 5 years of relevant experience within a development or humanitarian organisation.
• Hands on experience with using Agresso or a similar accounting system.

Skills

• Strong accounting and administrative skills, including budget v. actual management and preparing financial reports.
• Skills and knowledge in financial management of institutional donor funds.
• Managing internal and external audits at organisation and project level.
• Practical skills in preparing the multi-currency donor budgets using FTE (Full Time Equivalent) methods, consolidation of financial reports in donor currency from expenditure of different currencies, calculation of FX gains and losses, and budget revision.
• Strong computer skills; must be competent in use of accounting software and MS office programs (Word, Excel, Outlook); skills with Agresso Business World would be an asset.
• 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.
• Strong ability to multi-task and respond to unanticipated requests quickly.
• Ability to perform essential functions under stressful and changing conditions and represent the department in a professional manner.
• Excellent communication skills (oral and written) to team members and partners.
• Ability to maintain outstanding working relationships internally and externally.
• 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 from different parts of the world.
• 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.