Finance Officer

The Finance Officer will be responsible for ensuring IRC systems and procedures of internal controls are followed when committing financial transactions in the field office and assist the Finance Manager in financial matters in the field office. The position holder will supervise a Finance Assistant. The position will be responsible for among other duties; Review bank and integra reconciliations and monitoring balance sheet accounts, processing of non-PO payment, preparation of cash forecast, Support in BVA preparation and grant monitoring. staff training and capacity building.

Key Responsibilities

Field Finance Reporting and Auditing.

• Responsible for preparation of non-PO invoices journals and submission to the workflow for review and approval.
• Coordinate with Human resources department to ensure the incentive payroll is timely submitted to Finance by 20^th of every Month for review and proper allocation is done to ensure the available grants are proportionately charged.
• Responsible for running the balance sheet accounts and reconciling in a timely manner. Follow up and monitor outstanding Advances and Payables for timely liquidation.
• Any long outstanding balances to be brought to the attention of the Finance Manager for further action.
• Support the Audit focal person during Audit procedures by Internal and External Auditor.
• Ensure all program advances are accounted for as per advance policy.
• Review and confirm the filling system is properly organized in the folder for easy accessibility and reference.
• Review of taxation schedule for per-diem prepared by Finance Assistant to ensure the information is properly captured and accurate before submission to Nairobi for payroll deduction by due date.
• Support Finance Manager in preparing BVA/Monitoring and participated during BVA review meeting.

Integra System Payment Processing.

• Reviewed and ensure approved vendor invoices and non-invoice processed by Finance Assistant are posted on integra system.
• Review and ensure that all supporting documents are fully signed and sequentially filed.
• Coordinate with all relevant staff to ensure that the outstanding POs are invoiced and accurately paid in time.
• Create and Upload Dynad journals entries arising from balance sheet account reconciliations and any other reclasses and submit to Finance Manager.
• Prepare payment Journal greater > USD 10K of invoice including incentive payroll and payment journals and submit to the workflow for approval and ensure timely posting and settlement is done.

Bank & Cash management.

• Responsible for reviewing bank reconciliation statement prepared by finance assistant to ensure its accuracy.
• Work with relevant departments to provide the necessary information to help us develop accurate cash forecasts and ensure adequate cash is available for field operations.
• Monitoring cash usage, requirements and regularly informing finance manager or field coordinator on the liquidity position.
• Review and ensure MPESA payment statement is reconciled with Integra Mobile money account and report unreconciled item to finance manager and relevant staff.

Staff Support, Training, and management.

• Daily supervision and review of other tasks of finance assistant for efficiency & effectiveness.
• Support the finance manager to create and sustain a healthy finance team environment of mutual respect and accountability where team members strive to achieve excellence.
• Provide integra users/members with capacity support, information, tools, and other resources to improve performance and achieve team/organizational objectives.
• Provide other support to volunteers, interns and other staff as may be necessary.