‎ Finance and Admin Officer at Aga Khan Foundation

The position

The Finance and Admin Officer’s role is to assist and support the SEED Project Office in coordinating and managing the project’s financial accounting, reporting functions and administrative tasks.

The position will be located in Kirinyaga County in Kenya.

KEY RESPONSIBILITIES

Reporting and Compliance

• Post project expenses in the financial system as needed.
• Prepare and submit accurate and timely grant financial reports in alignment with narrative reports.
• Monitor and track donor reporting and audit deadlines, ensuring all requirements are met.
• Integrate feedback from donor meetings, evaluation reports, and audits into financial grant reports.
• Develop, review, and finalize grant budgets and financial reports in accordance with donor requirements
• Track expenditures and generate monthly and quarterly burn rate analysis for the grant that will provide management with information for decision making.
• Ensure budget control by verifying all costs charged to the grant.
• Collaborate with program staff on budgeting, financial reporting, and burn rate analysis.
• Play a supporting role in Grant Launch and Close-Out meetings, as well as in general grant management meetings

Costed workplan development

• Support in the development and review of quality annual workplan.
• Coordinate team inputs and compile proposals in donor formats, following up on implementation of working tools.
• Liaise with thematic leads and finance department to ensure annual workplans meet internal and donor compliant standards.
• Ensure that all costs in the workplan are costed and included in the annual budget.
• In development workplan, ensure integration of information and recommendations delivered by the previous programs including from minutes of donor meetings, evaluation reports, audits.

Audits and reviews

• Carry out monthly internal reviews/checks.
• Coordinate internal and external grant reviews and audits, ensuring implementation of recommendations.
• Manage a comprehensive filing system for finance-related project documents.

Information management

• Maintain up-to-date grant files (both hard and soft copies).
• Track funding disbursements from donors and to projects.
• Cash flow management
• Review funding requests and manage fund disbursements in consultation with the Country Finance Manager.
• Track donor disbursements and review funding projections/requests from the field for each grant as part of budget control and respond accordingly.

Capacity building.

• Provide clear guidelines and technical assistance to project staff on grant financial management.
• The finance officer will be expected to conduct on a continuous basis, trainings and any other support to the project non-finance staff regarding the SEED grant.
• Develop and implement capacity-building programs for finance and program staff on grant compliance and systems.

 Internal administration

• Liaise with the rest of the AKF Kenya to handle all administrative requirements for the project teams.
• Review and optimize roles and responsibilities of administrative staff for improved efficiency.
• Review and implement systems and changes to enhance logistics and procurement efficiency.
• Oversee, day-to-day project activities to ensure smooth operations.
• Security.
• In liaison with the AKF security team, share any alerts received or any other sources regarding security risks to SEED project staff as may be required.
• Ensure office security measures are in place in collaboration with the AKF/AKDN security team.

​​​​​​​Asset Management.

• Ensure all assets (furniture fixtures, computers, etc) are tagged and numbered according to the fixed assets register for ease of tracking.
• Record and inform the Country Finance Manager of any asset movements.
• Document all mobile equipment distribution in the staff files.
• Liaise with the procurement team and ensure that all assets related to the project have been insured
• Perform any other work-related duties as assigned by the supervisor.

​​​​​​​QUALIFICATIONS AND EXPERIENCE.

• Bachelor’s degree in accounting, Finance, or a related Business field with a relevant accounting qualification (CPA, ACCA, CIMA).
• Minimum of five years progressive experience in a multi-donor funding environment.
• Demonstrated experience of managing grants
• Must have expertise in computerised accounting systems
• Must have full proficiency in Excel, PowerPoint, MS-Project
• Must possess good interpersonal skills to engage productively with all levels of staff in addition to excellent communication skills
• She/He must have the ability to work under pressure with multiple tasks, demands and deadlines under minimal supervision
• Personal commitment to working as reliable, honest, & trustworthy member of a team
• Possess proven knowledge and understanding of project planning, implementation and good analytical capabilities
• Good organisational skills, with demonstrated ability to manage and prioritise tasks