Job Summary
ICS Africa is a part of Dutch child development organization International Child Support which has its region Office in Nairobi. The Organization implements its programmes through her offices in Northern Tanzania and Western Kenya and with partners in Kenya, Uganda, Tanzania and Ethiopia. The Programme Office in Northern Tanzania currently works in one district: Meatu in Shinyanga region.
Profile and Job Objective:
This position is management and finance related. The position shall be responsible for proper and smooth day to day operations of the programme office, financial as well as operational. S/he will ensure that financial systems and procedures in the programme office are followed and that they comply with ICS corporate systems, ICS Africa procedures and Generally Accepted Accounting Principles and Standards.
The Finance officer will report directly to the Programme Office Coordinator. S/he will be in charge of the Finance and Operations unit, and will supervise the Finance and Operations staff. The officer will have internal relations with the Programme Office management team, Regional Finance officer; all programme office staff, the regional staff especially with the F&O staff. Externally s/he will have relations with the auditors, local partner organisations finance staff and suppliers of goods and services including banks.
This position is a full time job at the programme office level with travels to the Regional office and partner organisations.
Key Areas of Responsibility
- Management and Administration;
- A member of the programme management team.
- Oversee/supervise the programme office day to day operations including ICT and ensure that they are running smoothly, and are well coordinated.
- Motivate, challenge and nurture F&O staff potential.
- Technical advice provision;
- Educate programme staff on interpretation of budgets and financial reports.
- As the custodian of the Finance and procurement manuals at the programme office level, provide guidance to enhance understanding of the two policy documents.
- Provide monthly management reports to the programme management team for decision making.
- Operations/logistics;
- A member of the procurement committee (see roles in the procurement manual).
- Ensure that all procurement procedures are adhered to (as per ICS procurement policy) before payment is made.
- Carry out random checks of procurement prices.
- Supervise the coordination and usage of vehicles.
- Financial administration;
- Verification of all payments to ensure that they arithmetic accurate and are supported by proper documentation.
- Ensure that all payments and request for payments have been approved by the Programme office coordinator.
- Ensure that the internal controls set up on disbursement of funds and accounting for funds are adhered to by the programme office staff and local partners.
- Prepare monthly and quarterly cash projections to enable smooth cash flow during implementation of programme activities and liaise with the Regional Office for smooth transfer of funds.
- Monitor expenditure versus budget on a monthly basis and inform the programme management team of any over/under expenditure. The monthly report should reflect a true picture and be linked directly to the project proposal.
- Provide input for quarterly financial reports to be prepared by ICS Regional Finance Officer.
- Allocation of expenses to specific projects.
- Liaise with banks in relation to confirmation of payments, bank charges and all other issues concerning bank transfers.
- Prepare monthly payroll and bank reconciliation statements.
- Updating cash book and other vote heads on a daily basis.
- Project cycle management;
- A member of the programme office monitoring and evaluation team.
- Make biannual follow ups on grants given to ICS funded projects.
- Policy and strategy development;
- A member of the Finance team that reviews and makes recommendations on the ICS Africa Finance and procurement policy.
- Project proposal development (AOP development);
- A member of the Programme Office AOP drafting team.
- Develop budget proposals that are correlated with the narrative proposal.
- Partnership;
- Support local partners financial skills and enable them work within ICS Africa finance policy.
- Monitor partner organizations project implementation and compare it with their quarterly financial reports.
- Ensure that agency agreements have been signed with the local partner organizations before disbursement of funds.
- Prepare biannual reports (to be shared with the programme management team) on local partner organization status, clearly indicating their strengths and areas of improvement.
- Staff management;
- Ensure that all programme staff have been registered with all statutory bodies.
- Ensure that all staff including temporary staff have valid contracts of service.
- Supervise the Administrative assistant on leave issues.
- Supervise the F&O staff at programme office level.
- Supervise temporary staff (under F&O) that are on a week and above contract.
- Any other duties as assigned by the supervisor;
- Further responsibilities and tasks will be tuned in and or adjusted in consultation with the supervisor based on organizational developments.
- Education: Advance Diploma in Accountancy (ADA)
- At least five years of relevant work experience in an international organization setting.
- Strong organization skills, analytical skills,
- interpersonal skills,
- knowledge in QuickBooks,
- flexible and adaptive to situation,
- Work with minimal or no supervision.
- MUST have the ability to handle confidential matters, willingness to take on responsibilities and challenges. Knowledge and understanding of programme priorities and management of donor funds is demanded to be able to provide the necessary support to programme office operations and financial information to staff. Excellent command of the English Language is required, spoken as well as written.
- How to apply:
- Send your application including a cover letter indicating your desire to work with ICS and indicate on top of the envelop or Email subject ‘APPLICATION FOR FINANCER OFFICER’; a detailed CV highlighting relevant experience, details of current and expected salary, a
- daytime phone contact, email address, and the names of three professional referees by
- close of business Friday 3rd September 2010.
- International Child Support
- P O Box 156, Meatu, Shinyanga
- Email: recruitment@icsafrica.org
- OR
- International Child Support
- P O Box 13893 – 00800 Nairobi
- Email: recruitment@icsafrica.org
- Web: www.icsafrica.org
- Only short listed candidates will be contacted. Please note that we do not charge fees
- for receiving or processing job applications.
