Finance and Administration Officer - Global Fund
The reporting to the Senior Finance Officer at the Zone, the Finance and Administration Officer will work in a matrix reporting relationship with the Global Fund Senior Grant Accountant and Administration Officer. S/he will ensure compliance of all Global Fund transactions to partnership and Global fund policies as well as International Financial Reporting and Accounting Standards
Support project staff in organizing venues for meetings, trainings and workshops, accommodation booking and taking minutes at meetings, sharing and filling as appropriate.
Ensure that project expenditure is in line with the approved budget through disbursement of cash in accordance with the donor requirement. and advise the Project Officers on cash flow matters of the programme.
Facilitate approval of expense reports (EER), ensuring that travel and cash advances are timely reconciled and expenses incurred relates to the purpose of advance and ensure that no staff has multiple advances
Produce a Balance sheet schedule on a monthly basis
Conduct field monitoring visits including spot checks during payment of allowances to the Participants
Ensure original vouchers generated at the Zones are submitted to the National Office for archiving on a monthly basis, ensuring that vendor invoices are paid timely and files for VAT to be claimed from the government are maintained
Participate in field financial Report review and budget revision and forecasting meetings
Prepare Journals and Deposit Vouchers (JV, DV and CDV’S).
Timely submission of quality data (ie accurate, balanced, consistent and complete), review of financial reports at the Zonal level, including review of project T4s for accuracy and MyPBAS for any changes pertaining to the grant ensuring that errors/mispostings are corrected on a timely basis
Validate all source documents, reconcile CIT payment timely, and capture payments using the internet banking facility
Prepare cash Disbursement Vouchers (CDV) and issue checks, remit tax returns timely,
Support the provision of the requested information to the auditors
Facilitate procurement of ministry and office supplies e.g. completing requisition books.
Prepare monthly creditors reconciliations, facilitate refund to the Zone and National office on expenditure incurred on behalf of the Global Fund
Issue receipts of funds received, and timely banking of cash
Maintenance of fixed asset and office supplies inventory registers.
Review vehicle report for completeness including fuel usage and vehicle maintenance/repairs and monitoring driver’s Log books
Assist with the implementation of finance prior and current audit recommendations
Enhance staff capacity and stakeholders on financial management as per Global fund regulations, WVI financial policies and internal control
Minimum Qualifications, experience and Competencies
Diploma in Accountancy, a bachelors’ Degree in Accountancy and Finance will be an added advantage
Membership with professional bodies such as ICAM, ACCA or CIMA
Minimum of 3-5 years finance and administration experience working in the NGO sector with multiple donors
Excellent people, financial management and organizational skills
Proven experience which demonstrates mastery of computerized accounting systems (Sun Systems, Query and Analysis Excel)
Excellent written & spoken English
Proven experience and demonstration of mastery with Microsoft Office computer packages such as Excel, Word and Power point
Knowledge in key Grants regulations or requirements for different donors (USAID, EU, DFID, World Bank) will be an added advantage
Experience in managing statutory and donor audits will be an added advantage
Certification in Managing Public and multilateral Grants (USAID, UK AID, DFID, Global Fund , World Bank, UNICEF) will be an added advantage