Finance Manager – Temporary

The Finance Manager will be the focal person for financial matters in the location deployed by IRC for temporary period field office. The position will supervise a Finance Officer and Finance Assistants. The position will be responsible for budgets preparations and budget monitoring, cash flows and cash forecasts, financial reporting, staff/partner training and capacity building and overseeing day to day running of the field finance office.

Key Responsibilities

Field Finance Reporting

• Ensure that the monthly financial book is closed timely and share to main office with less error
• Ensure that all cash books are closed, and cash count conducted at the end of the month.
• Ensure that all bank books are closed, and the period bank statements as at 31st are obtained at the month end.
• Ensure all advances are reconciled at the month end as per advance policy.
• Ensure that all outstanding invoices are paid before the end of the month to ensure they are recorded within the same month they are incurred.
• Ensure that all outstanding invoice submitted to finance are paid to vendor timely.
• Ensure accrual transaction are cleared on time

Donor Reporting

• Ensuring donor regulations are adhered to for all aspects of the operations
• Ensure that BvAs are provided to relevant parties on time and accurately. Initiate recoding for cost wrongly charged
• Identification of procedural or training issues to be addressed to improve the quality of report data.
• Prepare UNHCR report and submit for Nairobi office review
• Analyize the grant trial balance and clear any outstanding before sharing the final financial report to main office.

Training & Support & Staff management

• Liaising with the country office for policy or procedure questions
• Training staff on IRC accounting procedures and requirements, assists the Field Coordinator and program staff in finance related issues and activities.
• Review of financial data submitted, identify weaknesses or problems being encountered by program and operations staff and recommend corrective action.
• Train field managers on budget tracking, review burn rates and provide advise if spending is not happening according to plan.
• Prepare key performance areas for staff reporting directly under you and conduct performance appraisal
• Communicate with Finance Coordinator on security issues within the office and outside the office.
• Regular and open communication with IRC staff from all departments.
• To be willing and ready to participate in field staff exchange programs.

Bank & Cash management

• Supervision of the processing of bank, M-pesa and cash transactions.
• Ensuring internal control procedures are followed for all cash & M-pesa disbursements, receipts and transfers
• Oversee the maintenance of an accurate and updated cash flow report. Get updates from the Finance officer/assistant weekly
• Liaison with bank officials to resolve problems or facilitate improved service.
• Ensuring that all banks are immediately updated on changes to bank signatories
• To be the contact person for all bank correspondences.
• Prepare the bank reconciliation for the field office monthly
• Working with field and program coordinators to help them develop more accurate cash forecasts
• Preparation of cash forecasts and CTR for field office and submitting it on the 20th of every month
• Monitoring cash usage and requirements and advise the Finance Country office of possible unusual activity or requirements

Internal Control

• Reviews of controls and monitoring of compliance with established procedures.
• Preparation of written reports which identify key issues and provide recommendations for improving control processes or procedures

Budgets

• Review funding allocations to enable proper guidance to programs and proper coding.
• Closely monitor all grants to ensure that no grants are overspent or under spent through checking of over/under expenditure on the Budget vs. Actuals reports.
• Working with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of field operating costs.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
• Attend Grant Opening, BvA review and Closing Meetings
• Ensure that all accruals at grant closure are accurate, valid and are promptly liquidated.
• Work on KKM filed office salary map and submit for NBO review