IRC Finance Controller Job in Kenya

Finance Controller

Sector: Finance
Location: Kenya
Employee Type: Regular
Employee Category: Full Time

Description

Scope of work

The Financial Controller has overall policy and management responsibility for the finance and accounting functions within the Somalia country program.

The Finance Controller’s responsibilities include ensuring policy compliance and controls, field office support, staff training and capacity building, management of finance functions, treasury and budget functions.

The finance controller has a responsibility of working with various local and international sub grantees and partners.

The position will supervise and oversee about 10 finance staff in Nairobi and Somalia offices.

Specific Responsibilities

Ensuring finance policy compliance
Ensure that the country office finance functions are in line with the IRC global finance policy and established organizational practices
Ensure that donor rules and regulations are adhered to in finance management of specific projects
Establish and implement Somalia specific finance systems, and guidelines
Work closely with the Country Director to discuss on finance management policies and provide timely advice on any issues related to compliance, fraud, under or over spending of project grants and finance staffing issues
Closely look at the issue of cost effectiveness and provide recommendations and guidance to the management team
Understand and share information related to local government (throughout Somalia) statutory requirements related to financial issues and ensures compliance with tax regulations and any other legal requirements
Establishing effective internal finance controls
Ensure that established internal control systems for IRC are in place. Review on effective implementation of these systems regularly and reporting any discrepancies to the Country Director
Oversees the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures
Ensure that the authorization matrix for the country program is updated and approvals are in line with the matrix
Review should include the allocation of salaries based on timesheets, and an overall assessment of the general controls that are in place, provide recommendations if necessary.
Document in-country policies regarding advances and maximum cash balances and general cash and banking situation in the Country Office
Review for adequacy and reasonableness, the documentation for delineating authority for approving transactions, procurements, disbursements
Ensure that authorized signatory list and bank information forms are regularly updated and hardcopies are on file
Identify requirements for and develop reporting formats to aid in the management of IRC Somalia program operations and grant expenditures.
Undertake internal control audits, report the same and in discussion with the CD, initiate actions necessary to correct any internal control weaknesses.
Facilitate and co-ordinates external, internal, donor or government audits
Use the Field Office Monitoring Checklist (FOMC) as a tool to ensure effective finance function at field offices
Documentation- ensure that all relevant finance documents are appropriately filed (soft and print copy), ensuring quality referencing for the filed documents, safety of the documents
Field office support
Establish and implement practices to ensure efficient and seamless support and coordination with the field offices
Undertake regular field office visits in order to support, guide and monitor implementation of internal controls, identify support needs, and train finance and non finance staff
Use the Field Office Monitoring Checklist (FOMC) as a tool to ensure effective finance function at field offices
Monitor program activities in line with donor proposals and share observations with the concerned team members
Undertake monitoring of the partner organizations and provide training on IRC and donor guidelines
Ensure that cash transfers to the field offices are taking place and any challenges are communicated and addressed
Undertake quality finance reporting and documentation
Provide monthly financial reports as stipulated with the IRC Finance Manual- ensuring integrity of information and explanations, and timely submission
Prepare and submit donor reports as and when necessary- ensuring reporting in the due format of the donors, accuracy of information and timely submission
Analyse finance information to generate information on overall finance management issues- i.e. spending trends, operation vs program costs, funding gaps, funding pipeline analysis for 2-3 years etc
Ensure timely preparation of various monthly finance reports for the country program and provide the same for approval of the Country Director. The reports include- trial Balance, collate bank statements, monthly financial grants summary, monthly grants tracking sheet, monthly reconciliation file etc
Prepare monthly budget vs actual (BVA) report for all donor grants and share the same with senior management team. Participate in BVA review meetings and share any observations and recommendations
Update the operating budget for the country program on an ongoing basis specifically highlighting issues around over and under budgets, funding gaps for specific field sites and positions or costs, and share recommendations
Perform accounting and finance management functions
In compliance with IRC policy, establish country policies regarding cash holding limits, cash movements and foreign currency holdings.
Ensure the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.
Liabilities – Severance/Accounts Payable/Taxes Payable- ensure that the IRC severance policy is not in conflict with local labor laws; ensure that items in accounts payable relate to open grants; discuss the office methodology for accrual and payment of taxes to ensure it is in compliance with local law.
Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates.
Design, implement, and monitor systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IRC to future spending.
Supervise the preparation of Cash Transfer Requests to New York and ensures that appropriate balances are maintained to facilitate grant implementation.
Use the SUN finance software in performing various finance functions- reporting to the IRC head office, coding of expenses, information consolidation and reporting
Preparation of project budgets for donor grants
Preparation and revision of program and grant proposals and budgets in line with donor guidelines, and IRC and donor formats
Keep the country operating budget as a reference in development of grants budgets
Guide finance and non finance staff in preparation of grant budgets and review the same
Review and finalise partner grant budgets ensuring cost effectiveness, clarity of budgets
Quality finance staff Management
Supervise and oversee all finance staff within the country program- Nairobi and field offices (10 staff)
Ensure regular training of the staff on compliance issues and monitor performance
Organize a finance workshop (every 4 months) for all finance team and
Advice the CD on finance staffing issues for the country program, including issues of non performance, staffing gaps, training needs etc
Identify capacity building needs for the finance staff and ensure their participation in relevant training
Undertake regular training and orientation of the non finance staff on issues such as preparation of budgets, BVA report analysis and monitoring of spending
Person Requirements
Bachelors degree in Accounting, Business Administration, Commerce or Finance from a recognized institution or a Masters degree in Accounting
Minimum five years of experience at a senior supervisory level (finance functions) with international organizations
Experience with donor (ECHO, USAID, DFID, UN etc) regulations, budgets and reporting requirements
Experience in overseeing budgets above USD 5 million
Demonstrated experience in working with computerized accounting systems preferably in SUN, standard spreadsheet and database programs
Willingness and ability to undertake field travel to Somalia and spend quality time monitoring operations
Must be a patient and excellent communicator who can function in an organizational environment involving a diversity of cultures, languages and background.
Must be sincerely committed to staff coaching, training and mentorship, with demonstrated success in this area.
Knowledge and background of Somalia and Somali language will be a distinct advantage
International allowances are not available for this position.

The position is based in Nairobi and the position holder must spend at least 25% of his/ her time inside Somalia supporting programs and teams at field sites. Persons who are unable to commit to this are requested not to apply.

To apply: http://ch.tbe.taleo.net/CH02/ats/careers/apply.jsp?org=IRC&cws=1