Finance Officer Job at Health Poverty Action (HPA)

Responsible for: Support of staff including HPA partners with finance responsibility country-wide

About Health Poverty Action (HPA) / Health Unlimited: Health Poverty Action’s vision is a world in which the poorest and most marginalised enjoy their right to health.

Health Poverty Action started working in Kenya in 2011. In keeping with our mission of reaching the most marginalised, we have delivered a number of successful reproductive, maternal and child heath projects in Mandera County, North-East province of Kenya, one of the most neglected and hard to reach areas of the country.

Our work in Kenya is built on working in partnership with local NGO partners and local authorities, service providers and participating communities, founded on in-depth understanding of local culture and norms of the local context.

Globally, HPA works with communities in 13 countries in Africa, Asia and Latin America to identify and address the primary factors limiting their right to health.

These areas include, but are not limited to, health system strengthening, disease control, health education, harmful traditional practices and gender issues, income generation, food security and nutrition, and water and sanitation.

Each year, through these programmes, we are able to help tens of millions of the poorest people in the world improve their health.

HPA is seeking to recruit a Finance officer to join its existing team with various finance functions and to ensure the smooth running of the finance office and to work closely with the existing Finance, Admin and Program Departments both in Kenya and UK offices.

HPA is an equal opportunity employer that values diversity at all levels (Minorities / Females / Veterans / Individuals with Disabilities).

The following are the overall responsibilities of the Finance Officer:

1. Financial accounting

a. Work closely with the London-based Programme Finance Officer and Head of Finance to set up chart of accounts and strengthening the finance systems for projects in Kenya ensuring they meet HPA, Donor and the Kenyan Government requirements;

b. Supervise the finance team (both in HPA and local partners) to perform all day to day accounting tasks using Quickbooks accounting software;

rocess invoices and claims ensuring the coding, authorisation and payment details are correct and initiate payments;

d. Manage all bank and control accounts including performing monthly reconciliations, following up on any reconciling items, and processing changes to bank accounts;

e. Manage the monthly and year-end reporting process ensuring that all required reports are submitted to the HPA London office in a timely manner;

f. Ensure cash flow is well managed and that reports and transfer requests are submitted to the HPA London office or in-country donor in sufficient time;

g. Produce and analyse monthly budget Vs actual reports and cash flow forecasts. Seek explanations for variances, highlight potential problems and make recommendations where appropriate;

h. Assist in the preparation of financial information for donor reports including providing supporting documentation as and when required;

i. Prepare monthly, quarterly and yearly consolidated accounts to enable management to have an overview of the financial position of the office;

j. Undertake general financial administrative duties including liaison with key stakeholders including donors (as agreed with the London Office), auditors (internal and external) and bankers;

k. Manage the monthly payroll process including the calculation of all local benefits and tax deductions. Ensure salaries and associated taxes are paid on a timely basis with appropriate supporting documentation;

l. Manage all internal and external audit engagements including liaising with audit staff, agreeing audit timetables, preparing required documentation and answering all audit queries on a timely basis. Maintain records of all audit reports and management letters and prepare action plans to implement audit recommendations. Ensure that all recommendations and changes are fully implemented and report to London on any outstanding actions on a periodic basis;

m. Manage any financial audits conducted over partner organizations including agreeing audit objectives, timetable and deliverables, and ensuring any findings are appropriately monitored and resolved;

n. Implement and maintain an effective filing system to ensure that all financial and administrative records are easily accessible and readily available.

2. Financial management system

a. Establish and maintain effective procedures and systems for financial management and control in compliance with HPA and donor requirements;

b. Work with HPA London staff to establish monitoring and reporting systems for complex multi-donor projects;

c. Ensure regular reports on asset use are received from the Logistics department and reconciled to the financial information;

d. Ensure appropriate policies and procedures are in place, and that the Finance Manual is regularly updated. Contribute to the update of Procurement Manual and the Organisation Operations Manual on a regular basis.

e. Identify, assess, monitor and manage financial risks for HPA in Kenya on an on-going basis ensuring all high-rated risks are appropriately escalated to management and appropriate actions are implemented to mitigate risks where possible.

3. Compliance

a. Ensure HPA in Kenya complies with all relevant Kenyan laws and regulations including, but not limited to, tax legislation;

b. Ensure HPA in Kenya complies with all donor requirements relating to financial, administrative and logistical tasks;

c. Manage the timely submission of reports and returns to the NGO Board and the Kenya Revenue Authority (KRA); and

d. Monitor compliance with all relevant policies and procedures on an on-going basis and follow up on any instances of non-compliance.

4. Training, Support and Advice

a. Effectively manage the Finance staff of both HPA and local partners, including providing coaching/training, site visits, documents and systems reviews, and on-going constructive feedback to ensure staff are continually improving;

b. Provide or recommend as appropriate training and communication in relation to the policies and procedures to be followed by all staff on a regular basis;

c. Identify and assist in meeting the financial training needs of local staff.

d. Work with Programme Manager, project teams and partners, to set up accounting systems and procedures that are required by HPA. Monitor work, highlighting any shortfalls and agree required management actions with relevant staff.

5. Budgeting

a. Co-ordinate and lead on the budgeting and forecasting processes, liaising with Programme Manager, project managers, HPA London staff to ensure that procedures are understood and timetables communicated;

b. Support programme staff in the production of project budgets and proposals, advising on assumptions, risks and opportunities contained within the budgets;

c. Lead on the development of annual country budget.

d. Provide support in budget development for new proposals.

6. Other

a. Represent HPA at relevant external meetings and maintain good working relationships with selected government/private agencies and key business associates as required.

b. Contribute to the development of HPA as part of the senior management team in Kenya.

Person Specification

Essential

• A degree in accounting or finance with CPA section IV or equivalent certificate in accounting / finance or a professional qualification from a recognised accountancy body;
• Experience of international NGO finance, including knowledge of institutional donors (e.g. EC, DFID, etc.); will be an added advantage.
• Experience in leading a team in a busy finance department;
• Good Excel and analytical skills;
• Organised, methodical and able to work to deadlines under pressure;
• Knowledge of financial software (QuickBooks);
• Knowledge and practical experience of working in the Kenyan Financial system;
• Able to work effectively with limited resources, including managing working relationships remotely;
• Excellent communication skills including ability to effectively communicate over Skype and email; and discuss finance with non-finance staff in simple everyday language.
• Passionate commitment to HPA’s aims and objectives.

Desirable

• Experience of multiple donor funding (match/co-funding)
• Complete and experience with Kenya income tax laws and payrolls.
• Extensive knowledge of QuickBooks accounting system.