Job Purpose:

The purpose of the Finance Assistant role will be to support the program team in logistics and operational duties. He/she will support in making payments will maintain high standard of accounting and financial control to ensure compliance with EU regulations

Key Responsibilities:

Financial & Grant Management

• Petty Cash management
• Review of staff returns
• Making payments to stakeholders, staff and beneficiaries during trainings and field activities through the bulk Mpesa app, supporting the project accountant
• Initiating payment vouchers and ensuring all payments are well supported in compliance in accordance with Internal and donor procedures
• Follow up of receipts from Vendors
• Checking of purchase requisitions
• Support the distribution of various items to beneficiaries
• Support the Project Accountant in Monthly review of project Anticipated Results

Management and Donor Reporting and Compliance

• Facilitate expenditure verification exercise and institutional audits
• Support in Budget preparations
• Support the Project Accountant in Preparation of donor financial reports

Office Administration and Logistics Management

• Oversee the office management processes and ensure the office environment is clean and organised
• Preparation and Maintenance of office vehicle ROTA and fuel card management and monthly reconciliation of fuel, in liaison with the Admin & Logistics Officer
• Preparation and organize the logistical arrangements of staff when going to the field
• Maintenance of office inventory records and fixed assets register, and the custodian of all physical inventory or project materials
• Physical asset verification and provide quarterly reports
• Facilitate the office correspondences received in hard copies and manage postage/courier services to Head office
• To help in securing quotations as and when required

Key Relationships:

Essential:

• A Bachelor’s degree in Accounting / Finance and should have certified qualification (CA, ACCA, CIMA, CPA) and preferably, be a member of a recognized professional accounting institute
• Two years practical experience in Financial Accounting.
• Proficient in Microsoft Office, spreadsheet applications and computerized accounting systems
• Demonstrated operational and analytical skills including high level of organisational, problem solving and facilitation skills.
• Demonstrated experience in donor funded projects, undertaking risk assessments, internal audits and/or assessing internal controls.

Desirable:

• Results-orientated with excellent communication skills, as well as curiosity and initiative
• Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission, and values
• Attention to detail and the ability to produce timely and accurate reports
• Ability to work as part of team across different cultures
• Good analytical skills
• Previous experience of managing EU and/or other donor funding
• Experience working with organisations in partnership arrangements

Job Purpose:

The purpose of the Project Accountant role will be to ensure checks and balances in accounting, reporting and disbursement of funds. S/He will provide financial management by ensuring accurate and timely recording of financial data, processing of transactions and monitoring programme costs against donor guidelines, preparing financial reports and building capacity of partners. S/He will maintain high standard of accounting and financial control to ensure compliance with EU regulations.

Key Relationships:

Financial and Grant Management

• Responsible for routine financial accounting functions including processing and recording all transactions in line with Self Help Africa policies, EU accounting standards, and compliance to Kenyan legislation, ensuring timeliness, efficiency and completeness; Includes checking the accuracy and validity of documents such as Requisitions, LPOs, CBAs, delivery notes, invoices, contracts, payment vouchers and receipts
• Verify the accounting records of the SMEs (partners) to ensure accurate financial reporting and compliance with donor requirements
• Prepare a schedule to be used for posting all SMEs entries on PS Financials (PSF)
• Prepare and update the SMEs disbursement schedule and monthly Anticipated Results
• Review quarterly SME’s financial reports as per the period in the executed contracts, the matching fund commitment, assess the fund request and liaise with the Team Leader and Head of Finance for disbursement of funds
• In liaison with the Team Leader and portfolio managers, reconcile with the SME’s on quarterly basis fund balances and related Key milestones
• Initiate payment processing according to internal policies and procedures
• Conduct risk analysis of the SMEs together with the Risk and Compliance Manager
• Train the SMEs in financial management of the grants approved
• Participate in discussions leading to partners contract addendums as appropriate
• Compile monthly anticipated results, variances, comments, and actions
• Participate in the various Procurement processes
• Participate in partner due diligence process
• Participate in the review of partner business plans
• Prepare the draft contracts for partners and consultants from time to time

Financial Planning and Budgeting

• Map the project budget to the standard SHA nominal codes in PSF
• In liaison with the Team Leader, finance and other programme staff align activity plans with grants agreements;
• Participate in annual budgeting process
• Initiate the process of annual budget amendments
• Assist the programme staff with the development and/or review of the project’s activity budgets
• Responsible for cash management of the project and monitoring disbursements of funds to grantees, partners, and suppliers.

Reporting and Compliance

• Prepare partner consolidated reports on monthly and quarterly basis
• On a monthly basis, prepare and update the Project reports as per donor template
• On a monthly basis, contribute to the variance analysis of the Anticipated Results
• Prepare reports for review by management upon partner expenditure verification visits
• Prepare presentations for internal review meetings
• Compile information for internal and external audits
• Coordinate the expenditure verification exercise, special audits and respond to the audit issues raised, as well as monitor the implementation of the issues raised in the Management Letter
• With support from the Head of Finance and Administration, lead the coordination of the annual audit of the SMEs and SHA Institutional Audit

Other Duties

• Prepare monthly work plans and work-updates and share with the Team Leader and Head of Finance and Administration.
• Active member of the Agrifi Task Team
• Any other duty that may be assigned from time to time

Key Relationships:

Internal

• Team Leader
• Portfolio Managers
• Finance Officer and other Project Accountants
• Other Country Finance and Administration staff
• Other country programme staff
• HQ Finance team

External

• Staff from partner organisations both finance and programme staff
• Service providers

Knowledge, Experience and Other Requirements:

Essential:

• Must have a Bachelor’s degree in Accounting / Finance and should have certified qualification (CA, ACCA, CIMA, CPA) and preferably, be a member of a recognized professional accounting institute
• Five years practical experience in Financial Accounting, at least three of which should be in grants management.
• Proficient in Microsoft Office, spreadsheet applications and computerized accounting systems
• Demonstrated financial advisory, operational and analytical skills including high level of organisational, problem solving and facilitation skills;
• Demonstrated experience in donor fund projects, undertaking risk assessments, internal audits and/or assessing internal controls.

Desirable:

• Results-orientated with excellent communication skills, as well as curiosity and initiative
• Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values
• Attention to detail and the ability to produce timely and accurate reports
• Ability to work as part of team across different cultures
• Good analytical skills
• Previous experience of managing USAID, EU and/or other donor funding
• Experience working with organisations in partnership arrangements

Job Purpose:

SHA Kenya desires to recruit an M&E Assistant to support implementation of the BaRINGO Resilience Initiative: Nurturing Greater Opportunity programme funded by the European Union and implemented in Baringo county. The 5-year project is in its third year of implementation and seeks to contribute to improved food, nutrition and income security for 60,000 beneficiaries in Baringo Kenya through: increased agricultural production and diversification and agri-enterprise development; promotion of nutrient rich crops and fruit trees, kitchen gardening and infant and young child feeding (IYCF) practises and improved nutrition and dietary diversity awareness; improved agricultural and livestock productivity and farmer level organisation; improved land and water management, integration into profitable value chains and improved access to market information and financial services.

SHA seeks to recruit the M&E Assistant with technical experience in either livelihoods and resilience projects; and or community dryland forestry and agroforestry to implement the project. The two officers will be working on separate projects.

Key Responsibility

Effective Planning and Implementation

• Support the development of monitoring and impact indicators for the project success
• Participate in the planning and execution of M&E related activities for the project as stipulated in the project M&E plan including surveys, evaluations, and research
• Ensure the project focuses on the right beneficiary and households as intended.
• Ensure that business processes, standards and guidelines related to Livelihood, resilience, and/or carbon credit initiatives are effectively applied in project implementation.
• Support the M&E Officer to maintain a Master Project file for all project data, reports, photographs, correspondences, donor reports and documentaries for future reference
• Ensure timely and effective implementation of all project interventions as well as the successful achievement of proposed outcomes and intended impacts

Quality Assurance – Monitoring, Reporting and Documentation

• Monitor project interventions in strict adherence to EU, SHA, Kenya government regulations and other agreed standards.
• Undertake monitoring visits to the field throughout the project implementation period as needed to support and or supervise data collection or verify data quality
• Support the Programme Manager and the M&E Officer in compiling quarterly, annual, and other reports required by the donor with input from programme team
• In liaison with the Communication Officer, ensure documentation of case studies and impact stories is done and that accurate project data is utilized for press releases, social media, and website among others.
• Contextualization and utilization of reporting guidelines.
• Ensure that the project achieves acceptable financial and operational audit results by implementing activities in accordance with established norm and policies
• Submit timely monthly and quarterly reports indicating progress for each of the targeted groups
• Support staff to fill in the daily questionnaires while in the field as part of data collection and reporting.
• Support project staff to manage and maintain an up-to-date project database system.

Enhanced Empowerment & Capacity Building

• In liaison with the M&E Officer, identify training needs, develop a capacity building plan and facilitate capacity development of the project staff on project related Monitoring and Evaluation process
• Participate in regular reflection and learning events.

Advocacy, Engagement, Networking and Partnerships

• Strengthen networking with relevant government agencies and departments especially Ministries of Forestry and Natural Resources, Agriculture, Livestock and Fisheries, and Water and Irrigation, NDMA, KEFRI, KALRO, KFS to lobby for their active participation in building relevant structures for sustainability.
• Ensure that Project interventions are in synergy with other related Programs within the area of coverage for sustainability.
• Participate in the Baringo County Government’s Planning and Budgeting process and influence resource allocation to the priority needs within the sector.
• Ensure active engagement on policy at county level on issues to do with the food and nutrition security sustainable use of natural resources.
• Work with partners to engage in advocacy activities with the government structures at the County level, to address the needs of local communities.

Other Duties

• Perform any other duty assigned by the supervisor.

Key Relationships:

Internal:

• SHA Finance, Logistics and Administration Team,
• Country M&E Advisors
• Kenya Agriculture and NRM Advisor,
• Programme Teams for KEJ5 and CAM

External:

• Baringo County Government
• Baringo Conservancies
• Local NGOs
• Farmer groups

Knowledge, Experience, and Other Requirements

Essential:

• BSc in Forestry, Agroforestry, Rangeland Management, Agricultural Economics, Agricultural Extension, Agricultural science, or related discipline.
• Minimum of 3 years of technical experience in M&E related work
• Experience of M&E work in a Farmer Managed Natural Regeneration Is a plus for CAM project
• Possess households, land and soil survey skills.
• M&E Experience in soil and water conservation, watershed management and landscape restoration.
• At least 3 years of working experience in an NGO or in government or private sector.
• Commitment to international and humanitarian NGO codes, standards and practices
• Experience of working with pastoralist and agro pastoralist communities.

Microfinance experience.

• Experience of collecting data in an integrated nutrition, agriculture, forestry and NRM projects (nutrition sensitive).

Desirable:

• Excellent communication skills
• Ability to work as part of team across different cultures
• Diplomacy, tact and empathy with local communities.
• Good writing skills
• Strong coaching and mentoring skills
• Able to take initiatives and work with limited supervision
• A strong commitment to the aims, objectives and values of the SHA Kenya Country Programme
• Good working knowledge of MS Office (Word, Excel, PowerPoint) and general IT skills
• Prepared to use/ learn to use a motorcycle on poor roads in hot and dusty conditions.