Finance Manager

Requirements

• Bachelor’s degree in accounting, finance, economics or related fields.
  
• CPA/ACCA qualifications
  
• Experience: More than 5 years’ experience in finance/accounting with international donor-funded organizations. Preference will be given to those who are working/have worked with ACF.
  
• Financial Acumen: Expertise in preparation of financial statements, supporting audits, forecasting, financial reporting, risk management, and strategic planning.
  
• Technical Skills: Proficiency in Excel, PowerPoint, and Sylogist (Microsoft Dynamics) financial management/accounting system.
  
• Communication: Excellent verbal and written skills to present complex data to financial and non-financial stakeholders.
  
• Analytical Skills: Strong critical thinking, problem-solving, and data interpretation.
  
• Adaptability: Ability to work under pressure, manage tight deadlines, and adapt to change.
  

Key activities & responsibilities to achieve this objective:

• Responsible for ensuring that all expenses are relevant to the activities implemented at HEARO and are according to existing allocated financial resources.
  
• Responsible for ensuring the timely, precise and transparent monthly financial reporting to ACF Head Quarter (HQ), monthly Budget Follow-Ups (BFUs) updated and uploaded into NHF.
  
• Responsible for ensuring the timely, precise and transparent financial reporting according to the periodicity, format/templates and rules agreed in the contracts.
  
• Ensures that donors` rules are always complied with.
  
• Ensure that the Nairobi office running costs are proportionate to the volume of activities of the projects.
  
• Responsible for re-charges to ACF USA missions and HQ for expenses incurred by Nairobi office on their behalf and reconciling intercompany accounts.
  
• Check that all expenditures are authorized, related to budgets, reasonable; justified (quality of the invoices/receipts, description, etc.); entered in the financial system in the correct period and correct budget code.
  
• Properly allocate shared costs (at least monthly) to ensure each project/fund pays a fair share of its costs.
  
• Ensure all accounting documents are filed (digitally/online and manual) and retrieved as/when required.
  
• Sending comments/questions to Nairobi office staff about irregularities in accountancy and making sure to get feedback and that issues are addressed.
  
• Compile and send monthly reports to HQ/RFS: (treasury forecast, burn report, signed closing checklist).
  
• Study and be informed about clauses of contracts with donors, changes in procedures for reporting and requirements of donors.
  

Objective 2: Budget Management & Monitoring

• Key activities & responsibilities to achieve this objective
  
• Providing inputs during budget formulation
  
• Compile Monthly Budget Follow-ups (BFU), distribute to relevant staff highlighting issues like over/under expenditures or incorrect posting.
  
• Participating in budget review exercises and CFP preparation for HEARO.
  
• Provide recommendations to improve BFUs and BFU process.
  
• Review country financial plans (CFP), revise and recommend changes prior to submission to RFD.
  
• Support assigned COs in preparation of proposal budgets and budget realignments.
  
• Support in uploading of award/departmental budgets into financial management system.
  

Objective 3: Treasury Management and Payroll

• Key activities & responsibilities to achieve this objective:
  
• Cash flow management: Compilation of Regional Office cash forecasts and sending cash request (treasury forecast) to the RFS by 25th monthly; bank transfers/Intercompany; withdrawals.
  
• Directly manage and/or follow-up the managing of bank accounts (all currencies): authorization of withdrawals and preparation of transfer forms, statements collection, cheques deposit, continuous provisioning, performing monthly reconciliations by 7th monthly.
  
• Promote HEARO’s cashless operations culture and manage any existing petty cash professionally.
  
• Uploading payments for suppliers and other payables in bank system and in financial management system.
  
• Monitoring and negotiating exchange rates for both internal & external transfers.
  
• Uploads salary payments in bank system in liaison with HR Generalist by the deadlines given. Payroll must be processed and paid by the 25th monthly.
  
• Ensure all payroll related expenses are posted in the respective month.
  
• Ensure all deductions (statutory or otherwise) are remitted to relevant authorities within agreed/statutory deadlines and proper archival system maintained for the same.
  

Objective 4: Audits and Risk Management

• Key activities & responsibilities to achieve this objective
  
• Take a leading role in preparation for HEARO annual statutory audit, internal audits & various award-specific audits.
  
• Review of audit samples and ensuring availability of all the supporting documents.
  
• Take lead in answering any audit queries that may arise during the audit exercise.
  
• Provide management comments and share with RFD and RFS for review prior to submission.
  
• Supporting missions and HQ on audits by providing documents originating from HEARO.
  
• Inform the Regional Finance Director (RFD) and be vigilant about any possible financial risk ranging from over/under expenditures, potential ineligible expenditures, need for renegotiating budgets etc.
  
• Identifying structural weaknesses and proposing administrative/financial improvement in the Regional Office. Share recommendations with RFD and assigned Regional Finance Specialist (RFS)
  

Objective 5: Country Finance Oversight, Capacity Building and Quality Assurance

• Reviews and ensures the regular and timely production of the accounting reports from assigned ACF-USA country offices to be treated and integrated at global level.
  
• Oversee internal control processes and appropriate use of financial resources ensuring that ACF-USA COs are working in accordance with internal financial procedures, donor rules and regulations.
  
• Proposes and leads improvements in finance processes for country offices specific to the FM’s scope of work.
  
• Provides technical guidance, mentoring, capacity building and professional development solutions to CO accounting staff.
  
• Plays a key role in the performance management of CO Finance staff by providing input on their technical skills, the accuracy of their work and timeliness of budgeting and reporting.
  
• Oversee the preparation of required reports to ACF network partners and donor agencies (USAID, EU, ECHO, UN, etc.) based on assigned CO expenditure.
  
• Identifies, adapts and implements best practices in the areas of financial management, accounting and/or compliance from other INGOs and private sector organizations to improve processes, systems and ways of working at country and/or regional level.
  

Objective 6: Process Improvements, Collaboration and Period-end Procedures

• Proactive exchange of relevant information and consultation with the HEARO Office and CO Finance teams.
  
• Guide and collaborate with Finance teams to ensure assigned COs perform required period end procedures within defined timelines.
  
• Lead assigned COs in preparation of accounting schedules and signing off closing checklist.
  
• Provide key stakeholders within assigned scope with accurate financial data and information for decision making, management and control.
  
• Short-term deployments to other missions as/when necessary and undertaking regionwide assignments.
  
• Make recommendations regarding budgeting to ensure reasonable provisions are included to meet general management, financial management, and audit requirements.
  
• Serve as the primary contact with auditors for areas specific to the FM’s scope of work during financial audits.
  
• Review cash projections for assigned CO’s and assigned RFS in consolidation.
  
• Review and learn ACF-USA Financial Policy and Procedures while creating recommendations to improve these policies and procedures.