World Agroforestry Centre Senior Finance Officer- Grants Jobs in Kenya

World Agroforestry Centre Senior Finance Officer- Grants Jobs in Kenya



Overview

The Senior Finance Officer – Grants (SFO) is responsible for overseeing and monitoring of the grants’ budgets and expenses of assigned Themes, Units and Countries in CIFOR-ICRAF. The SFO is also responsible for the assignment of new projects to the finance Officer(s) and maintenance of an up-to-date list of project assignments.

Key Result Areas:

  • Proper supervision, overseeing and coordination of the preparation of donor reports, internal budgets (POWB) and proposal budgets input.

  • Ensure Financial Reports to donors are reliable, accurate and are submitted on time.

  • Ensure grant budgets are monitored regularly; ensure there are no budget overruns.

  • Continuous communication and feedback to the PIs on their grant’s status.

  • Monitor donor payables and receivable balances; ensure the donor amounts receivable from donors are promptly collected.

    Summary of responsibilities

  • Grants Budgets and Actual Expenses Monitoring:

    Coordinate with donors, collaborators, project leaders and scientists to clarify financial issues, answer queries and give update on the financial and budget status of the project.

  • Review and verify expenditures of assigned grants to ensure adherence to budgetary and donor requirements.

  • Ensure that the grants recover full overheads including project services as per the approved donor budget.

  • Monitor staff time allocations in Planner for the assigned grants and ensure it is as per donor budgets.

  • Ensure timesheets are done, signed, and submitted on time for assigned grants.

  • Monitor and ensure that staff time is charged in accordance with the budget and the time sheets are recorded/adjusted appropriately.

  • Monitor changes in exchange rates and the impact on available project balances; promptly raise any forex concerns with the Finance Manager – Grants and the PIs concerned.

  • Liaise with the Program Management Unit (PMU) regarding the development of Letter of Agreement (LoA) with partner Institutions, project start-ups and set ups in MyTree and OCS, budget update and management in OCS and project tracking & closures.

  • Ensure the annual Budget and rolling budget is updated in OCS Planner.

  • Review of financial status of the project prepared by the finance officer(s)activities.

    Partner Financial Management:

  • Review of partner LOAs focusing mainly on the payments schedules and reporting timelines.

  • Monitor and follow-up partner financial reporting for assigned grants.

  • Supervise financial compliance for partners of assigned grants and ensure partners spend within their budgets and are following the laid down donor and CIFOR-ICRAF financial procedures and regulations.

  • Analyze grants partner expenses and provide feedback and analysis to the project leaders and managers on expenditure trends and areas with significant over or under spending.

  • Communicate with partners of assigned grants on areas of weaknesses and steps to take to mitigate the risks and internal control issues.

    Donor Reporting:

  • Prepare reports on the specific projects’ finances to donors and other users in compliance with Center standards and as specifically pre-determined by the donor as mentioned on the signed Grant Agreements and Donor’s General Conditions.

  • Review all donors reports from the Country Offices, Units and Themes assigned prior to forwarding to Finance Manager - Grants for
    approval and clearance.

  • Ensure that reports to donors are submitted on time.

  • Ensure submission of fully approved / signed financial reports in grants management system in myTree for assigned grants.

  • Provide grant financial management support to Countries staff as well Units and Themes assigned.

    Projects Audits:

  • Coordinate and supervise projects audits for assigned grants.

  • Attend entry and exit meetings on audit of projects for assigned grants.

  • Key resource on queries from the external and internal auditors on assigned grants.

  • Assist in reviewing the draft audit reports and provide draft management responses for review and approval by Finance Manager - Grants for assigned grants.

  • Review partner audit reports.

    Grant Proposal Budgets and Grant Agreements:

  • Support project proposal/budget preparation regarding compliance issues for prospective sources of funding.

  • Provide guidance and ensure the budget figures are correct and the budget lines follow the donor requirements.

  • Review the financial part and other relevant information of the new Grant Agreements and Grant agreement amendments.

    Donor payables and receivable balances management:

  • Monitor and reconcile donor payable and receivable balances for assigned grants.

  • Ensure the invoicing timelines conditions as per the grant agreements are adhered to.

  • Ensure the donor amounts receivable from donors are promptly collected.

    Team leadership:

  • Supervise direct staff directly reporting to you by managing their performance, including setting goals and objectives, coaching, and delivering results.

  • Perform performance evaluation for the team, both mid-year and annually.

    Internal Controls and Other Duties:

  • Ensure compliance with policies and safeguard of CIFOR_ICRAF assets.

  • Identify and assess changes that could significantly impact the system of internal control in CIFOR-ICRAF.

  • Evaluate and communicate internal control deficiencies in a timely manner to the supervisor.

  • Perform any other tasks assigned by the Finance Manager – Grants.

    Requirements

  • Bachelor’s degree or equivalent in accounting or in related field.

  • Certified Public Accountant and a member of a recognized accounting institute

  • At least 7 years in Grants Management

  • Proficiency MS office suite.

    Personal attributes and competencies:

  • Excellent interpersonal skills and the ability to work effectively in a multicultural team.

  • Good understanding and experience in budgeting and financial management procedures of donor funded projects.

  • Good experience in donor compliance and reporting for international donors like EC, USAID, GIZ etc.

  • Good experience in sub-grantee financial management monitoring and reporting

  • Keen, detail-oriented and very good analytical and problem-solving skills

  • Strong oral and written communications skills

  • Self-starter with initiative and ability to organize and manage multiple priorities, work under pressure, and meet deadlines.

    How to Apply

    For more information and job application details, see; World Agroforestry Centre Senior Finance Officer- Grants Jobs in Kenya

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