Cluster Accountant at World Vision Kenya

Key Responsibilities:

Financial Reporting and Analysis

• Post financial data transactions into the accounting system.
• Consolidate and submit accurate project funding requests.
• Ensure timely preparation and review bank reconciliation statements.
• Prepare and consolidate accurate financial analysis for management decision making.
• Prepare Core/Logframe Combined Financial Reports.
• Ensure timely review and recording of Employee Expense Reports.
• Ensure timely review and reconciliation of the balance sheet items.
• Consolidate periodic Cluster compliance reports.
• Accurate data in Sun system
• Maintained cut off periods.
• Adequate funds available for project implementation.
• Bank reconciliations prepared by the 5th of every month
• Clean bank records maintained.
• No over and material under spending (over 10%) in projects on a monthly basis.
• Relevant and accurate reports submitted to the relevant users in good time.
• Advances accounted within the finance policy terms.
• Properly aged and accurate balance sheet accounts maintained.
• Program reports prepared in time.

Planning, Budgeting & Budgetary control

• Prepare accurate Program budgets
• Ensure accurate and quality budgets are uploaded into existing databases and systems.
• Ensure compliance with grant guidelines and other standards
• Participate in proposal writing and grant budget development.
• Conduct financial analysis for management decision making.
• Monitor and timely communicate changes on Project Budget and Actuals System (PBAS) commitment.
• Develop realistic cash flow forecasts in line with the plans.
• Quality and realistic budgets prepared and finalized in good time.
• WVI & donor budgeting guidelines and standards are adhered to.
• Properly maintained records for decision making.
• Up to date PBAS maintained and reconciled with relevant reporting and accounting systems (e.g. horizon and Sun System)
• Target low maintained.

Risk Management

• Ensure Finance and administration risks for the Cluster are identified, recorded in Riskonnect and mitigation measures put in place.
• Provide timely support and coordination to all Finance and Accounting related internal and externa audits
• Ensure timely implementation of Finance and Accounts audit recommendations in the Cluster
• Ensure adherence to internal controls and WVK Policies as relates to Finance and Administration are adhered to by all staff in the region and any non-adherences are noted in a timely manner for correction and process improvement
• Ensure timely production and review of monthly report to address any variances in a timely manner.
• Internal Controls are adhered to by all the staff.
• Programmes Cash and Assets are well managed and accounted for by staff and Partners.
• Programme Audits successfully coordinated and the prior Audit issues are implemented on time.
• Understanding of approaches in responding to risks through integrated risk management solutions platform.
• Balance sheet accounts are updated and reconciling.
• All finance related risks are identified, recorded and mitigated.

Cash Management, Payments and Coordination

• Ensure maintenance of up to date records of cash disbursement.
• Cash flow management to ensure compliance with target low.
• Ensure timely supplier invoice payment and staff disbursements.
• Coordination of all accounting functions in the cluster.
• Provide technical support and leadership to staff within the Cluster
• Proper records of accounts kept.
• Maintained target low. Clean asset register maintained at all times
• Supplier and staff disbursements made in a timely manner.
• Seamless functioning within the cluster.
• Project operations within the cluster adequately and effectively supported.

Office Administration.

• Ensure that the Cluster is safe for occupation as per OSHA requirements and regulations.
• Coordinate facilities management at the Cluster office by supervising outsourced service providers including security and janitorial services
• Ensure equipment are properly maintained and operated optimally.
• Cluster office is safe for occupation and comply with OSHA requirements.
• Outsourced service providers well supervised to deliver optimally.
• Cluster office equipment are well serviced and operational.

Asset Management

• Ensure assets are properly tagged and recorded in the asset register and in Sunsystem within the Cluster.
• Support the Programs in asset acquisition, management and disposal.
• Liaise with the security department and the cluster office driver to ensure motor vehicles are used as per WVK policies.
• Review motor vehicle summary reports from the cluster driver on a monthly basis to ascertain proper usage and efficiency.
• Consolidate and review the Cluster asset register and share with Regional Office on quarterly basis.
• Ensure accurate information for fleet, real estate and insurance is provided to the RO annually for updating Real Estate and Assets Management (REAM) portal.
• Assets are properly tagged, recorded in the asset register and in Sunsystem within the Cluster.
• Assets are acquired, managed and disposed as per policy.
• Motor Vehicles within the Cluster are used as per WVK policies and also adhere to government regulations.
• Summary motor vehicle reports reviewed on a monthly basis and important information shared with management for decision making.
• Consolidated Cluster asset registers shared with RO on quarterly basis.
• Accurate and timely information on Real Estate, Assets and Insurance information in REAM provided to RO.

Local partners’ capacity building.

• Conduct financial assessment of potential local partners.
• Build financial management capacity of local partners for competence and risk reduction
• Review MOUs and funding agreements to ensure soundness.
• Ensure timely funding of the local partners
• Review financial reports and transactions
• Monitoring the local partners to ensure compliance and for process improvements
• Well informed partners able to abide by World Vision Kenya’s mission and vision
• Timely and proper accounting of grants as per grant agreements
• Other responsibilities as may be assigned

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