Finance Officer, Programme Budgeting (JG7) at TradeMark East Africa (TMEA)

Job summary

The Finance Officer is responsible for the preparation and monitoring of budget, processing financial transactions and preparation of financial reports in accordance with TMA guidelines. S/he will support in budget setting, monitoring and financial reporting functions in line with requirements by both internal and external stakeholders, including the review and reconciliation of key accounts as assigned.

Roles and responsibilities

• Ensure that all budgeting, accounting and reporting functions and processes are carried out with due professional care.
• Prepare the required master budget status reports and provide technical support on budgets to programme teams.
• Support programmes in development of proposal budgets and ensuring both direct and indirect costs are adequately funded in keeping with TMA policy.
• Liaise with programme managers/project leaders during budget setting or re-allocations and lead in budget allocation including budget profiling in both master and detailed budget templates.
• Ensure that project/output budgets including reallocations are reconciled, balanced and fully funded before loading into FMIS. Specifically prepare master and detailed budget templates and upload the budgets to FMIS.
• Facilitate TMA staff, partner and grantee compliance with TMA and donor financial regulations.
• Contributes to staff and partner training to promote sound budgeting, forecasting and reporting.
• Maintain accurate and up to date staff and running costs master budget which is reconciled to the respective programme’s consolidated people planner.
• Allocate contributions to projects/outputs in keeping with donor requirements and income recognition policy and reconcile these to Donor payable/receivable Accounts monthly.
• Reconcile project/output income and expenditure monthly and ensure they are balanced.
• Ensure all components of project/output budget (Direct project costs including Staff and running costs + Indirect costs/central overheads budgets) are reconciled and deficits in any component is escalated. Ensure rechargeable costs are correctly and accurately allocated to projects/outputs in compliance with indirect costs policy.
• Prepare and update the master budget schedule with monthly expenditure, commitments, budget re- allocations and accruals.
• Monitor the performance of the FMIS budget control system on a continuous basis and recommend improvements to enhance its control and reporting function and value in decision making.
• Prepare relevant reports (cashflow forecast, financial reports, variance reports etc) supporting contribution requests to TMA donors by the set timelines and in line with agreed payment schedules. Ensure donor cashflow balances reconcile to donor payable/receivable A/cs.
• Prepare monthly and quarterly reports to Donors as per signed Agreements e.g., FCDO, EU, USAID, DANIDA, Netherlands, Ireland, Global Affairs Canada, Mastercard Foundation, among others, on a timely basis.
• Prepare periodic financial and management reports required for decision making by programme teams, management, the Board and other stakeholders.
• Participate in relevant programme meetings and provide updates on areas of interests.
• Support in the Financial Management Information System (FMIS) Change Management Process.
• Provide required support during both internal and external audits, including availing accurate audit schedules.

Corporate level responsibilities

• Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.
• Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all types of risk (including fraud risk) applicable to my role.
• Understand and comply with the relevant end-to-end processes including applicable risks and controls.
• Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on fixing root- causes and taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the stipulated timelines.
• Ensures compliance with PCM guidelines throughout the project design and implementation cycle, including robust project planning, reporting and closure, adhering donor requirements as stipulated in contribution agreements.
• Participates in regular informal and formal reflection, knowledge sharing and learning events.
• Documents and promotes lessons learned and best practices for knowledge sharing and learning.
• Promote and adhere to TMA’s core values and ensure compliance with organisational policies and procedures.
• Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens TMA’s reputation.
• Adhere to the safeguarding policies and procedures and immediately report any safeguarding concerns
• Collaborates with the communication unit to shape and monitor the programmes communication plan in line
• with TMA’s corporate communication strategy and visibility commitments to funding agencies.
• Effectively communicates programme progress and results to internal and external stakeholders and supports in the delivery of high-quality outputs to ensure that TMA’s mission and vision are well communicated to investors and stakeholders, and that TMA’s work motivates and inspires donors, implementing partners and other stakeholders.
• Works closely with other functions including the Corporate Affairs and Fundraising, CEO’s office, outcome areas to ensure that external communications are developed with maximum impact and delivered against the results calendar and corporate strategy.
• Any other related responsibilities that may be assigned by the line manager from time to time
• The job holder may from time to time be required to provide support to TradeMark Africa's wholly owned subsidiary, Trade Catalyst Africa, as would be communicated by your line manager. When this happens, the specific task(s) will be reflected in your OKR and assigned to a relevant task(s) manager.

Academic and professional qualifications

• An undergraduate degree or postgraduate degree preferably a Bachelor of Commerce in accounting or finance or economics; and
• Certified Public Accountant of Kenya (CPA-K) or equivalent professional accounting qualification.

Work experience

• For undergraduate degree holders, at least five years of progressive work experience and for a postgraduate degree at least three years of relevant experience in a busy accounts department.
• Hands-on experience in the preparation of Donor financial reports, budgeting and forecasting and financial statements.
• Deep comfort in use of the Ms Excel application
• Hands-on experience in the use of relevant accounting and MS Office applications analytics tools.
• Knowledge of accounting, auditing, financial forecasting and budgeting principles and practices.
• Technical skills and behavioural competencies
• Communicating effectively, both verbally and in writing.
• Good Planning and Organisational skills
• Highly analytical, organized, conscientious, with high attention to detail.
• Ability to work under pressure.