Finance Manager at International Rescue Committee

Key Responsibilities
Operating budget development

• Developing the Field Operating Budget reforecast and submitting accurate and realistic projection to main office in a timely manner.
• Identify any shortfalls in shared costs budget coverage and ensure new budgets cover the appropriate percentage of shared costs.
• Regularly prepare national and incentive staff cost analysis to help management and program leads in decision making. Ensure to advice DDF for any staff budget gaps or surplus.
• Review staff hiring request to ensure availability of funds before hiring.
• Assisting in the development and preparation of field cost allocation for reasonableness SPC distribution to various project and any significant variance should report to DDF and field coordinator.
• Provide guidance, technical assistance, and support to the team members on grant management and budget forecasting.
• Accurately track and analyze expenses and revenue; advise leadership whether the operation is within the objective target.

Development of New budget proposals, Realignment /Grant management

• Working closely with the Program leads in the development of new budget proposals and modification and ensuring all relevant cost are factored and are realistic.
• Train the program managers on developing realistic proposal budget and demonstrate various techniques for them to monitor & manage various project budgets.
• Closely monitor all grants to ensure that grants are spent according to the donor allowable flexibility limit. Any overspending /under spending should be brought to the management for necessary action.
• Work closely with program Manager and support in creating project categories (D2) and mapping the budget to comply with donor reporting requirements.
• Regularly update the grant Dashboard as and when required to support for review of grant financial performance and ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Ensure that all accruals at grant closure are accurate, valid and are promptly liquidated.
• Represent finance during program monitoring cycle meeting.

​​​​​​​Analysis of Balance sheet account balances.

• Regularly review and analyze the balance sheet accounts and ensure the balances are accurate and up to date. Assist Finance on Follow up long outstanding balances and ensure they are cleaned up immediately.
• Prepare correction journal entries as and when required and record the transaction in Accounting Software.
• Perform vendor account and Voucher transactions analysis and ensure the balance is accurate and settled in a timely manner.
• Continuously review and monitor the inventory accounts balances and ensure they tally with inventory aging report. Any unusual balances noted to be reconciled on a timely manner.
• Ensure donated and In-kind assets and supplies are reviewed and fully supported as per IRC policy before recording to the system.

​​​​​​​Internal Control

• Regularly assess the field internal control system and report any identified weakness to DDF.
• Ensure that the invoices and payment journals are sufficiently supported with relevant documentation before approval is done.
• Work closely with the Field Finance team and ensure that Monthly financial transactions are closed in time as per set deadline provided.
• Safeguard the organization’s assets by implementing IRC’s Internal Control procedures.
• Reviewing all bid-analysis for procurements by ensuring compliance within IRC policies and procurement procedures are adhered to.
• Ensure that all payment requests and disbursements submitted to Finance are paid before the end of the month to ensure they are recorded within the same month they are presented for payment.
• Production of required monthly and ad hoc reports.
• Regularly update the Field National staff Salary map to ensure that staff costs are proportionately allocated to the available grants’ accordance to time and effort individual spent on the grant.
• Review the incentive Monthly mapping to ensure the costs are proportionately allocated to available grants in accordance with time and effort spent on the individual grant.

​​​​​​​Treasury Management.

• Regularly review the field office cash position and cash forecast prepared by Finance Officer to ensure its accuracy and adequate cash is availed for effective program implementation.
• Regularly review field MPESA MMF and utility account balance available to cover the payment demand.

​​​​​​​Training & Support

• Identification of capacity building trainings issues to be addressed to improve the quality of financial preparation, Donor reporting, Budget preparation, Payment process etc. Develop a capacity building plan for finance & non-finance staff for them to be capacitated for succession.
• Responsible for training finance and non-finance staff on IRC financial procedures and financial management.
• Responsible for new staff training and orientation on IRC finance policy.
• Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with staff reporting directly under you.
• Maintains/update current job descriptions for all positions within the finance group that are under your supervision.
• Daily Supervision and review of the workflow processes for Kakuma finance staff to ensure efficiency and effective implementation of program activities.

​​​​​​​Minimum Qualifications:

• Bachelor’s degree in accounting, or Finance or CPA-K.
• Computer literate with significant experience in excel, accounting packages & Integra accounting system will be an added advantage.
• Ability to carry out responsibilities independently with minimal technical support.
• The candidate should be mature, with a stable personality and ability to maintain confidentiality.
• At least 3 years of finance and accounting experience in a similar post.
• Knowledge of Excel and ERP system an added advantage.
• Working knowledge of accounting software such as Microsoft 365 a plus (INTEGRA SYSTEM)
• Ability to work under pressure and meet deadlines and be well organized.
• Ability to carry out work with a high degree of integrity and maintain confidentiality.
• Strong communication skills
• Be adaptable and flexible with a view to taking on board new tasks and new assignments in due course.