Senior Finance & Administration Officer at Christian Health Association of Kenya (CHAK)

Key responsibilities include:

Financial Management

• Ensure that all financial books are closed and cash count conducted at the end of- the month.
• Ensure all advances are reconciled at the month end as per advance policy.
• Ensure that all outstanding invoices are paid before the end of the month to ensure they are recorded within the same month they are incurred.
• Ensure that the financial reports are closed on time through ERP system.
• Ensure that at all times the JTP trial balance is accurate in the ERP
• Ensure all donor reports are derived from the system Nav 365
• Review the general ledger listing on a monthly basis and make necessary corrections
• Ensure timely and accurate calculation of de minimis and timely remittance to HQ

Reporting

• Ensure donor regulations are adhered to for all aspects of the operations
• Ensure that budget verses actual expenses are provided to relevant parties on time and accurately.
• Prepare donor report and cash forecasts and submit to the donor on a timely basis
• Prepare timely management reports as guided by the Head of Finance and administration

Bank & Cash management

• Supervise the processing of bank, M-pesa and cash transactions.
• Ensure internal control procedures are followed for all cash & M-Pesa disbursements, receipts and transfers
• Oversee the maintenance of an accurate and updated cash flow report
• Liaise with bank officials to resolve problems or facilitate improved service.
• To be the contact person for all bank correspondences.
• review and approve the bank reconciliations monthly
• Review and approve the M-Pesa reconciliations weekly

Cash Forecasting

• Prepare advance requests and submit to Finance Administration Director by 10th of every month
• Work with the program team to help them develop more accurate cash forecasts

Internal Control

• Review controls and monitoring of compliance with established procedures.
• Prepare reports which identify key issues and provide recommendations for improving control processes or procedures

Budgets

• Work with program staff to prepare grant budgets to support new proposals or realignments
• Translate donor budgets to system up loadable budgets based on CHAKs coding
• Review funding allocations to enable proper guidance to programs and proper coding.
• Closely monitor all grants to ensure that no grants are overspent or under spent
• Review actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

Staff Management

• Daily supervision and review of the workflow processes for efficiency
• Prepare standard operating procedures related to Finance and administration.
• Regular and open communication with staff from all departments.

Training Support

• Train staff on accounting procedures and requirements, assists program staff in finance-related issues and activities.
• Train program staff on budget tracking, review burn rates and provide advice if spending is not happening according to plan.
• Prepare key performance areas for staff reporting directly to the SFAO and conduct performance appraisals

Qualifications & Experience

• Bachelor’s degree in accounting or Finance
• Certified Public Accountant (CPA-K) or ACCA
• Master’s degree in Finance, Accounting of Business/administration-related field is an added advantage
• At least five years’ experience in a similar position in donor-funded project
• Demonstrated experience and skills with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports
• Computer literate with significant experience in excel
• Prior staff supervisory experience and strong organizational skills are desired
• The candidate should be mature, with a stable personality and the ability to maintain confidentiality.
• Good written and verbal skills in the English language.
• Ability to carry out responsibilities independently with minimal technical support.