Grants Finance Officer

1 month ago

Nairobi, Kenya World Vision Kenya Full time

World Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.

Purpose of position
To provide financial technical support to the Tumikia Mtoto Project staff and sub grantees/ recipients ensuring financial stewardship, accountability and accuracy of financial reports and budget management in line with Donor regulations and WVK Policies.
Major Responsibilities
Financial Management and Reporting 60%

Support the Finance and Administration Manager in the preparation of donor reports.
Prepare analysis of the project expenditure for management action to help in monitoring the burn rate for the grant.
Review and provide appropriate expense codes for items requested by project staff to ensure accurate posting of expenses.
Reconcile LDRs with payroll for the project staff under the grant.
Support revision of budgets in line with project needs and donor regulations.
Upload approved budgets in Horizon.
Review Sub recipient quarterly and or monthly financial reports in a timely manner for consolidation and posting
Support the Program staff in linking Grant Budgets to Grant Work-plans, so that the activities to be undertaken in the project matches to the budget
Work with Finance & Administration Manager in matching Sub recipient’s budgets to the project budget for consistency.
Monitor and review Sub Recipients activities to ensure that only budgeted costs have been incurred.

Planning, Budgeting & Budgetary control 15%

Prepare accurate Program budgets
Ensure accurate and quality budgets are uploaded into existing databases and systems.
Ensure compliance with grant guidelines and other standards
Participate in proposal writing and grant budget development.
Conduct financial analysis for management decision making.
Monitor and timely communicate changes on Project Budget and Actuals System (PBAS) commitment.
Develop realistic cash flow forecasts in line with the plans.
Ensure timely production and review of monthly report to address any variances in a timely manner.
Monitor sub-awardee financial performance and adherence to donor regulations

Reconciliation of Balance Sheet Accounts 10%

Undertake reconciliation of receivable and payables accounts for the program:
Constantly monitor balance sheet account balances
Follow up for timely accounting and facilitate booking of staff advances.
Match transaction amounts in the balance sheet accounts
Prepare monthly reconciliation statements for the balance sheet accounts

Risk Management 5%

Identify risks associated with the project for inclusion in Riskconnect and advice on mitigation measures.
Support grant project audits according to the donor requirements.
Support implementation of findings and recommendations from audits and various accountability mechanisms
Ensure the sub - awardees operate within the agreed/acceptable internal control measures to mitigate risks and ensure accountability that will result in good audit ratings
Actively participating in project start up workshops to ensure financial aspect of projects are fully understood.
Follow up with the sub grantees to analyse and submit the exempted taxes(VAT) for refund based on USAID guidelines.

Asset Management 5%

Maintain an updated inventory schedule for all assets purchased under the grant
Ensure all assets and inventory are properly tagged and branded as per the donor guidelines
Perform inventory counts quarterly in line with USAID and World Vision guidelines
Ensure asset disposal is as per the laid down policies and donor guidelines.

Other 5%

Perform any other duties as may be assigned by the supervisor or designee from time to time
Attend and lead daily devotions.

Knowledge, Skills and Abilities

Minimum 4 years’ experience in financial management and reporting
Knowledgeable on USAID grant financial management
Advanced excel and analytical skills
Demonstrated ability to work under minimal supervision
Minimum of Bachelor of Commerce in Accounting/ Finance, Economics or Business related field from a recognized university.
Professional qualifications in CPA (K) or ACCA finalist
Practical experience of using SUN system accounting Software is preferred

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