Finance Officer

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in more than 50 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages programs in 8 countries: Ethiopia, Kenya, South Sudan, Somalia, Tanzania, Uganda, Haiti & Regional Office. Action Against Hunger-USA implements more than $80 million in programs annually, and approximately 1,500 permanent employees based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Summary of position

The Finance Officer will be responsible for the day-to-day management of the financial transactions and procedures of the organization. S/he will also provide support to the Finance Head of Department & occasional work with & support the Regional Finance Specialist. The Finance officer will work under the guidance and direct supervision of the Finance Head of Department.

The Finance Officer\u2019s role has the following purpose, engagement and delivery:

Purpose

The Finance Officer will be responsible for executing day-to-day HEARO financial transactions and managing HEARO budgets by ensuring financial data accuracy, effective and efficient utilization of resources in line with the organizational and financial management policies, procedures as well as the donor policies and guidelines.

Engagement

The Finance Officer will work collaboratively with the Finance Head of Department to ensure the issuing of accountancy bundles is timely, accurate, and complete. Program Managers by sharing and discussing BFUs, and all other staffs by sharing knowledge and awareness with respect to budget methodologies, policies, internal control policies and procedures.

S/he will also work with the logistics and administration team to ensure compliance with the procurement policies and procedures.

S/he will engage with other finance officer and head of finance departments in other mission during audit support and intermission engagements.

Delivery

By timely submission of accurate accountancy bundles, sharing of BFUs within adequate period and ensuring HEARO is compliant with internal policies, IFRS and Government regulations. S/he will promote high standards of integrity and accountability on the utilization of organizational resources.

1.     Ensuring high-quality accounting

\u00b7       Disseminating information about accounting procedures to HEARO Staff & country offices and ensuring compliance.

\u00b7       Recording all monthly commitments and recharges ensuring correctness of accounting and analytical entries.

\u00b7       Verifying bankbooks and performing bank reconciliations before the 5th of every month.

\u00b7       Setting up proper budgets and other accounting parameters on the accounting software.

\u00b7       Processing payments promptly ensuring compliance with ACF payment policies.

\u00b7       Preparing and updating the share cost tool regularly and reviewing 4 class accounts thoroughly.

\u00b7       Sharing accurate and complete monthly accounting bundles with the HQ team before the 12th of every month.

\u00b7       Responding to HQ queries on the monthly accounting bundles within a reasonable time.

\u00b7       Ensuring proper filing and archiving system of all finance documents.

\u00b7       Acting as a focal point for internal and external audits; providing auditors with all necessary information and responding to their queries.

\u00b7       Following up on recommendations by auditors to ensure they are adhered to.

2.    Ensuring high-quality cash management

\u00b7       Ensuring respect for the ACF finance procedures and Cash Management Policy at HEARO.

\u00b7       Identifying risks of fraud and corruption and setting up preventive and monitoring mechanisms.

\u00b7       Ensuring liquidity at HEARO and advising the HOD- Finance for the need of exchange operations.

\u00b7       Preparing the Treasury cash forecast on a bi-monthly basis in collaboration with the program, admin, and logistics departments and forwarding it to the HOD- Finance for review and validation.

\u00b7       Ensuring safekeeping of necessary cash and performing cash count as per set requirements.

\u00b7       Monitoring the correspondence between the Treasury cash forecast and the payments done.

\u00b7       Anticipating treasury risks and resolving these difficulties in advance.

\u00b7       Acting as a bank agent for cash collection, exchange operations, cheque collections & deposits, and other bank transactions on behalf of ACF.

3.     Providing financial and budgetary management

\u00b7       Establishing the HEARO annual budget and forwarding it to the HOD- Finance for review and validation.

\u00b7       Producing, checking, and forwarding budget follow-ups (BFUs) to the coordination team and Program Managers before the 12th of every month.

\u00b7       Participating in the BFUs meetings with the program team to update the forecasts and revise the allocated expenditures.

\u00b7       Monitoring level of over/underspending per budget lines and providing timely feedback to budget holders.

\u00b7       Performing cost analysis and issuing budgetary alerts where necessary.

\u00b7       Producing and archiving of grants related documents according to the deadlines and formats required by funding bodies. (ie. Agreements, financial reports, etc)

\u00b7       Taking the lead in project audits by providing the requested support documents and responding to queries raised by auditors.

4.     Payroll Management at HEARO

\u00b7       Staying up to date with Kenyan payroll regulations and providing advice to the HR team on matters to do with statutory regulations and compliance.

\u00b7       Reviewing HEARO payroll and verifying its arithmetic accuracy on the Homere HR software system.

\u00b7       Ensuring all payroll-related taxes, statutory deductions, and other deductions are calculated and processed correctly.

\u00b7       Ensuring that all adjustments to the payroll are adequately supported.

\u00b7       Preparing schedules in an Excel sheet and forwarding them to the Finance Manager and Head of Office for review.

\u00b7       Preparing and submitting all statutory returns ensuring accuracy and compliance. (ie. NSSF, HELB, NHIF, PAYE, NITA & Housing Levy)

\u00b7       Preparing and sharing deduction schedules with the relevant institutions. (Ie SACCOs and Insurances)

\u00b7       Supporting employees in filing their annual returns.

5.     Regional Roles

\u00b7       Acting as a focal point for inter-mission recharges, performing monthly reconciliations with all the county missions.

\u00b7       Training and offering support to country missions concerning the new accounting system - Sylogist.

\u00b7       Supporting country missions during audits by providing support documents for payments done through HEARO.

\u00b7       Offering ongoing accounting system and administrative support to country missions.

\u00b7       Occasionally providing support to the Regional Finance Specialist team on various tasks as requested.

\u00b7       Any other duties as will be requested by the supervisor.

6. GENDER EQUALITY COMMITMENTS &  ZERO TOLERANCE TO ABUSE

\u00b7   Foster an environment that supports values of women and men, and equal access to information.

\u00b7   Provide a work environment where women and men must be evaluated and promoted based on their skills and performance

\u00b7  Respect beneficiaries\u2019 women, men, boys and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status,

\u00b7  Value and respect all cultures.

\u00b7  Promote and uphold the Safeguarding/PSEA policy and procedures.

Requirements

Benefits

Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non-discrimination in employment.

Application Process.

Interested? Then apply for this position by clicking on the apply button. All applicants must upload a cover letter and an updated resume and both must be in the same language as this vacancy note. Applications will be reviewed on a rolling basis.

Application close date: April 30,2024