Based in Nairobi, with regular travel to field locations in Kenya, Somalia and Ethiopia, the Finance Coordinator supports in day to day routine financial duties, review of budget/budget revisions and is the lead finance focal point for the Programme Management Unit, Project Steering Committee, Technical Working Group and finance and programme staff from all consortium agencies. The Finance Coordinator also acts as the “Technical Focal Point” to all field operations from the 4 consortium members across all 3 locations. The Finance Coordinator is a key member of the Programme Management Unit and will contribute to ensure overall planning, implementing, and managing of the project, and assure progress towards achieving project goals and objectives.
S/he will oversee timely use of budget, with adherence to applicable policies, provide capacity building to project staff, and contribute to planning, coordination and learning within the consortium.
Responsibilities and Tasks:
- The Finance Coordinator refers to and works in close collaboration with the finance and senior project staff of each of the implementing agencies. Specific responsibilities include:
- Responsible for financial progress against agreed targets of the project across all implementing agencies and areas
- Responsible for ensuring the timely and quality completion of all financial deliverables and reports in accordance with EU guidelines
- Oversee financial and administrative management of the programme, ensuring compliance with DRC and EU rules and regulations
- Support the establishment of effective financial reporting and financial management mechanisms including budget phasing in line with work plan, procurement plan, M+E plan, Inception Phase planning and others. Ensure the TDL’s are cleaned for donor reporting
- Organise and lead monthly BFU/TDL reviews meeting & monitor actual spending and advise programme teams on financial issues (overspends, underspends, compliance issues, clearing of outstanding advances etc.)
- Provide additional technical assistance to partners as necessary to maintain high standards of compliance.
- Prepare budget re-alignments where needed in collaboration with consortium member finance teams
- Develop a strong working relationship with the finance focal point of each agency and each field team.
- Participate in consortium Project Steering Committee meetings and Technical Working Group meetings, and ensure implementation of corrective measures related to finance/expenditure/compliance.
- Monitor the liquidity levels of the field offices and ensure that cash requests are handled on time as per the agreed deadlines.
- Minimize financial risks by ensuring that consortium members’ financial policies and procedures are strictly adhered to through predefined effective internal control system.
- Check on the completeness, accuracy and validity of information regarding payment documents before payments are effected.
- Ensure the implementation of recommendations raised through internal & external audits, compliance audits etc.,
- Support the PMU in internal and external audit process.
- Coordinate with consortium members and/or with NGO Liaison bodies to obtain relevant local tax laws/requirements and ensure all partners are in compliance. This includes obtaining tax exemptions (i.e. Value Added Tax [VAT]) letters on yearly basis where needed.
- Coordinate with consortium member HR departments to ensure all taxes related to staff salaries are paid in a timely manner to the relevant departments. This included taxes for Expatriate salaries, where applicable.
- Coordinate with the Procurement and Logistics departments of consortium members to ensure the relevant taxes (if applicable) are indicated in all supplier documentation and paid to the relevant departments in a timely manner.
- Relevant university degree in Financial Management, Accounting, or any other relevant field.
- At least five year’s work experience in field of finance/accounting/book keeping in an NGO or the commercial sector.
- Experience managing complex activities involving coordination with multiple project partners
- Proven experience in NGO programme budget management, including reporting and compliance. Previous experience managing an EU grant would be a plus.
- Advanced experience/skills in MS Excel (experience in working with formulas).
- Ability to train and build the capacity of finance and programme staff
- Experience living and/or working in complex emergency locations preferred.
- Communication Skills: Excellent writing and verbal skills in English
- Adaptability and flexibility: Ability to manage a large workload and multiple tasks in a fast-paced environment with tight deadlines.
- Work style: Highly organized team player, pro-active and with demonstrated strong personal initiative and decision making ability. Proven solid analytical and problem solving skills.
- Political and cultural sensitivity, including ability to adapt well to local cultures.
- Demonstrated successful experience working within a complex security environment is preferred.