Finance Manager

Key Responsibilities

1. Project Financial Management

• Manage the financial aspects of assigned projects throughout the project lifecycle,
  from proposal development to project close-out

• Ensure project expenditure is correctly budgeted, coded, authorized, recorded and
  supported by appropriate documentation.

• Monitor project expenditure against approved budgets and identify significant
  variances, risks, and funding gaps.

• Provide financial advice to Project Managers and program teams on project
  implementation and expenditure.

• Ensure project funds are used efficiently and in accordance with donor and organizational
  requirements.

• Monitor staff, partner and project advances and ensure timely liquidation and
  reconciliation.

2. Budgeting and Forecasting

• Lead the development of project budgets in collaboration with Program/Project
  Managers.

• Review project budgets to ensure they are realistic, complete, and aligned with program
  activities and donor requirements.

• Prepare monthly/quarterly project forecasts and cash-flow projections.

• Conduct budget-versus-actual analysis and provide explanations and recommendations for significant variances.

• Support budget revisions, reallocations, and other financial changes required during
  project implementation.

• Support annual organizational and departmental budgeting.

3. Donor Financial Management and Compliance

• Ensure compliance with donor financial rules, grant agreements and approved project
  budgets.

• Prepare and/or review donor financial reports and ensure timely submission.

• Maintain a clear record of donor financial requirements, reporting deadlines, and budget
  restrictions.

• Review donor contracts and agreements from a financial perspective and advise
  management of financial risks and obligations.

• Respond to donor financial queries and support donor audits.

• Ensure project expenditure is eligible, allowable, reasonable, and adequately
  documented.

4. Financial Reporting and Analysis

• Prepare monthly, quarterly, and annual project financial reports.

• Prepare budget-versus-actual reports and variance analysis for management and Project
  Managers.

• Provide financial information for management, donor, Board and audit reporting.

• Analyze project expenditure, burn rates, forecasts, and financial performance.

• Develop and maintain financial dashboards and management reports where required.

• Provide timely financial information to support program decision-making.

5. Financial Controls and Risk Management

• Ensure effective financial controls are implemented across projects and organizational
  operations.

• Monitor compliance with financial policies, procedures, and delegated authorities.

• Identify financial, fraud and compliance risks and recommend appropriate mitigation
  measures.

• Ensure proper segregation of duties and adequate supporting documentation.

• Follow up financial control weaknesses and audit recommendations.

• Promote accountability, transparency, and value for money across all projects.

6. Partner Financial Management

Where projects are implemented through partners:

• Participate in financial due diligence and capacity assessments of implementing partners.

• Review partner budgets and financial reports.

• Monitor partner expenditure and advances.

• Conduct financial monitoring and spot checks as required.

• Identify financial control weaknesses and follow up on corrective actions.

• Provide financial management training and support to partners where required.

7. Accounting and Treasury Oversight

• Oversee accounts payable, accounts receivable, and general ledger processes.

• Review KES and foreign currency bank reconciliations, MPESA reconciliations, and other
  account reconciliations.

• Monitor cash requirements and prepare cash-flow forecasts.

• Oversee accruals, prepayments, journal entries, and month-end/year-end closing.

• Ensure proper management of fixed assets, inventory, and the fixed asset register.

• Ensure accurate and complete financial records and audit trails are maintained.

8. Statutory Compliance

• Ensure timely preparation, reconciliation and submission of applicable statutory
  returns and payments, including PAYE, NSSF, SHIF, VAT, withholding tax and
  instalment tax.

• Liaise with relevant statutory authorities to resolve financial and tax matters.

• Monitor changes in relevant financial and tax requirements and advise management
  accordingly.

9. Audit and Project Close-Out

• Coordinate project and organizational financial audits.

• Prepare audit schedules and support documentation.

• Respond to audit queries and follow up on implementation of audit recommendations.

• Lead the financial aspects of project close-out, including reconciliation of
  expenditure, advances, assets, commitments and final donor financial reports.

• Ensure project financial records are complete and properly archived.

10.Capacity Building and Financial Business Partnering

• Build the financial management capacity of Project Managers and program staff.

• Train non-finance staff on budgeting, financial procedures, donor compliance, and
  budget monitoring.

• Support program teams to understand and use financial information for decision-making.

• Promote a culture of financial accountability across the organization.

• Identify opportunities to improve financial systems, processes, reporting, and
  automation.

Key Qualifications and Experience

• Bachelor's degree in accounting, Finance, Commerce, Business Administration or related
  field.

• Professional qualifications such as CPA(K), ACCA, or equivalent.

• At least 5 years' relevant professional experience, preferably in an NGO,
  international development or donor-funded organization.

• Demonstrated experience in budgeting, forecasting, financial reporting, and budget
  monitoring.

• Experience with donor-funded projects and donor compliance.

• Strong knowledge of Kenyan statutory and tax requirements.

• Experience in financial audits, internal controls, and risk management.

• Strong Excel, financial analysis skills, and experience using accounting/ERP systems.