Consultation Opportunities at Mercy Corps International

The primary objectives of this short-term consultancy is for the Consultant to support CTS with accounting and reporting, cash forecast operations and procurement.

If the consultant successfully completes the assignment and is interested, the position is intended to transition into a full-time position.

Scope of work

The financial, accounting and operations management and reporting consultant, under the supervision of CTS’ Wajir-based Microfinance Manager (MFM) is responsible for the everyday finance, administrative & operations management of CTS’ Wajir branch.

This includes accounting and financial reporting, overseeing and providing supervision support to the Finance Officers, developing and monitoring budgets and forecasts, supervising and leading procurement and human resources (HR), ensuring adherence to funder and CTS rules and regulations.

The specific sets of activities to be performed by the consultant are as follows:

1) Timely completion of accounting and financial reporting requirements for submission to the funding agencies and CTS Head office;

2) Ensure payments are released within sufficient bank liquidity levels and alert the Microfinance Manager when levels drop;

3) Provide Administrative and Operational Support to the Wajir Branch team;

4) Coordinate with staff on travel advances to ensure that travel advances are cleared within the allowable time;

5) Review travel claims of CTS staff and consultants for correctness and verify that claims conform to travel authorizations and regulations regarding routings, per diem, accommodation, and use of proper transportation;

6) Manage Cash accounts as per Finance Manual guidelines;

7) Facilitate external and/or funding agency auditors on their auditing assignments or special assignments;

8) Provide leadership and direction in ensuring efficient and effective utilization of administrative office resources and ensures employees work in an environment conducive to their professional satisfaction and development;

9) Provide leadership in ensuring the application of procurement procedures and that they are continuously reviewed to ensure efficient and effective support and are compliant with the funder requirements;

10) Provide direction, oversight and interpretation of policies and procedures that guide the day-to-day operations for CTS;

11) Review and recommend updates to finance and operations policy manuals as required;

12) Provide technical direction and oversight on compliance issues relating to HR, procurement and administrative procedures;

Input provided by Implementing Agency (CTS)

Aside from providing office space in Wajir, CTS will provide the Consultant with a computer and administrative support including communication facilities (internet and use of office phone).

Expected Outputs

The following outputs are expected from the Consultant:

1. Accurate monthly financial reports prepared and submitted to MC and CTS Head office by 8th of month following that of reporting;
2. Accurate budgets and up to date budget monitoring reflecting burn rates for decision making by the 8th day after the end of the reporting month;
3. Timely and accurate monthly forecasting;
4. Timely preparations and facilitation for audits when they fall due;
5. Ensure optimal utilization of administrative office resources by availing utilization reports and staying within budget;
6. No financial and management control findings including compliance and ensuring that management takes appropriate corrective action when failures are identified within an agreed upon timeframe.

Implementation arrangements

The consultant will work in close collaboration with the CTS Micro Finance Manager.

S/he will report to the MC Finance and Sub-grants Manager

S/he will be required to spend the entire assignment period on-site, in Wajir.

Assignment Period

The assignment will be for a period of three calendar months, with a possibility of transitioning into full time based on performance.

The performance of the consultant will be judged by

• Whether tasks are carried out according to the SoW
• Accuracy and completeness of periodic financial reports submitted
• Speed and efficiency in work, according to planning
• Work planning, priority setting, efficiency measures
• Ability to work independently

Terms of Payment

A contract shall be signed between Mercy Corps and the Consultant.

The consultant shall be paid on a monthly basis (withholding taxes as per Kenyan tax laws) for the entire project Payment to the consultant will be performance based with not less than 33.33% of the total budget withheld and paid only when the CTS & Mercy Corps are satisfied that all outputs have been met and are of high quality standards.

Qualifications and experience required

• A university degree in Commerce, Finance, Accounting or a related business field is required and certification CPA, ACCA is an added advantage;
• Minimum 3 years of progressive working experience in Micro-finance environment with adequate exposure to project accounting, financial management, including budgeting, grants and contracts;
• 1-3 years hands-on working experience with donor-funded programs is preferred;
• Strong analytical skills coupled with a solid understanding of financial and procurement systems;
• Good administrative, operational and analytical skills;
• Good knowledge of spoken and written English;
• Good negotiation and interpersonal skills;
• Proficiency in MS-Excel and MS-Office programs;
• Understanding of financial records reconciliation
• Must have demonstrable hands-on experience with an accounting system;
• In-depth knowledge of Wajir town, leadership, local language and culture.

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Scope of Work

The Consultant will review CTS financial management and accounting system module under Bankers Realm system for, taking into account the specific needs of CTS business requirements and processes, to identify what is working well and which aspects of the business that may need improvement and refinement.

Throughout of his/her assignment, the Consultant is expected to build the capacity of CTS Wajir staff in financial management and accounting.

This includes intensive, on-the-job training of a to-be-recruited Senior Finance, Administration & Operations Officer, to occur during the final two weeks of the assignment.

Also, the consultant will review and update the accounting policy and procedures manual, develop procurement policy and procedures and HR manuals and train relevant staff within CTS on their implementation.

The specific sets of activities to be performed by the consultant are as follows:

1) Review, recommend and Implement Accounting System Infrastructure

• Prepare detailed definitions of accounts and their content
• Prepare examples of journal entries with definitions for all transaction types
• Design new data collection methods, related forms and electronic collection methods
• Design system databases and data transfer systems
• Program data input and data transfer systems
• Implement accounting data collection, data entry and data transfer systems.

2) Design, implement and produce financial management output report

• Design recommended (by MC and CTS ) set of financial and operational output reports to satisfy needs of CTS and MC
• Obtain CTS and MC approval of proposed reports
• Program the output reports
• Test and debug system
• Create model report sets for CTS and MC and set-up reporting schedule with due date for each report set
• Obtign recommended (by MC and CTS ) set of financial and operational output reports to satisfy needs of CTS and MC
• Obtain CTS and MC approval of proposed reports
• Program the output reports
• Test and debug system
• Create model report sets for CTS and MC and set-up reporting schedule with due date for each report set
• Obtain CTS and MC approval of reporting models and schedules

3) Design and implement a cash flow management system

• Design a form for summarizing actual cash receipts and disbursements and cash flow
• Incorporate recording of original estimates, current budgets and current forecasts on a quarterly basis (monthly if warranted)
• Budgets and/or forecasts of expenditures for at least four future quarters
• Calculate budgeted or forecasted quarterly cash requirements for next twelve months and initiate implementation of system.

4) Design and implement Administrative System financial management function

• Establish set of mandatory computer system back-up policies
• Design and implement centralized filing system for all accounting and financial management documents to support systems and Annual Audit needs
• Establish and document procedures for ensuring security of project assets and appropriate use of funds for designated purposes
• Assist with design of budgeting and forecasting system
• Review and update the accounting policy and procedures manual

5) Coordination & Capacity Building

• Work directly with CTS Microfinance Manager, MC’s Finance and Sub-grants Manager in the implementation of all above-mentioned activities,, ensuring application of and alignment with MC and CTS principles, procedures and operations;
• Provide ongoing capacity building support for CTS members to ensure all stakeholders have good understanding of the system and its capabilities. Provide intensive, on-the-job training to the CTS Senior Finance, Administration & Operations Officer during the final weeks of the assignment

6) Develop procurement policy and procedures manual and train relevant staff within CTS

7) Develop Human Resource policy and procedures manual train relevant staff within CTS.

Input provided by Implementing Agency (CTS)

Aside from providing office space, CTS will provide the Consultant with administrative support including communication facilities (internet and use of office phone), and one accounting staff.

Expected Output

The following outputs are expected from the Consultant:

i) An inception report

ii) An integrated financial management system in place and functioning and system training and user reference materials developed;

iii) A finance and accounting policy and procedures manual is reviewed, updated and presented

iv) A procurement policy and procedures manual is developed and presented

v) An HR policy and procedures manual is prepared and presented;

vi) The SFAOO’s ability to use the accounting and reporting system

vii) The Project Completion Report detailing results of the assignment in direct relation to the original terms of reference.

Implementation arrangements

The consultant will work in close collaboration with the CTS Micro Finance Manager, Senior Finance, Administration & Operations Officer (once on board) & MC Finance and Sub-grants Manager.

he will report to the MC Country Finance Manager. S/he will be required to spend the entire assignment period on-site, in Wajir. Commitment to availability for consultation on a need basis for six months after consultancy

Assignment Period

The assignment will be for a period of two calendar months. The performance of the consultant will be judged by the robustness and efficiency of the financial management system set up for CTS, procurement & HR policy manuals developed and the SFAOO’s ability to use the accounting and reporting system

Terms of Payment

A contract shall be signed between Mercy Corps and the Consultant.

The consultant shall be paid a lump sum amount of remuneration (withholding taxes as per Kenyan tax laws) for the entire project, which should include all his/her overheads, meals and incidentals, and other associated costs including local transportation within Wajir and insurance premium costs.

Additionally, Mercy Corps will provide one return air ticket to Wajir from his/her location residence within Kenya and accommodation on bed and breakfast at the organization’s preferred hotel in Wajir Payment to the consultant will be performance based with not less than 25% of the total budget withheld and paid only when the CTS & Mercy Corps are satisfied that all outputs have been met and are of high quality standards.

Payments will be made according to the following schedule:

• 10% on presenting inception report
• 40% on presenting and acceptance of outputs (ii) & (iii)
• 25 % on presenting and acceptance of output (iv) & (v)
• 25 % on presenting and acceptance of output (vi) & (vii)

Qualifications and experience required

The Financial Management and Operations Systems Consultant should be a systems analyst with knowledge of accounting systems. Having a professional accounting qualification (CPA, ACCA or equivalent) and MBA is a requirement.

S/he will have a Bachelor’s degree in accounting, business, finance or economics, or related field from a recognized university and at least 10 years of direct relevant experience in operations and accounting systems development and financial management.

Candidates should have the following qualifications/skills/experience:

• Demonstrated examples of analysis, design, and development of a finance and accounting system;
• At least five (5) years working experience with standard system development methodologies;
• Experience in systems release management to ensure full utilization of the system after the consultancy;
• Demonstrated experience in working with micro-finance institutions//SACCOs finance, procurement and HR systems design and implementation
• Experience and exposure to HR and procurement systems design and implementation
• Knowledge of International Financial Reporting Standards and International Standards on Auditing;
• Experience in internal control systems and procedures, with the ability to assess such systems and recommend remedial action where necessary;
• Understanding of information systems and the application of new information technologies; and
• Ability to communicate effectively, in writing and orally, in English and to hold discussions on substantive and difficult issues with CTS and Mercy Corps management.