Project Finance Officer PCU – Kenya

ABOUT SOLIDARIDAD EAST AND CENTRAL AFRICA

Solidaridad is an international solution-oriented civil society organization with over 50 years of experience in developing solutions to make communities more resilient and create more sustainable supply chains. We work throughout the entire value chain to make sustainability the norm. Our innovative solutions support the transition to an inclusive economy that provides sustainable livelihoods with fair and profitable business opportunities. This includes decent working conditions, a fair living wage, and production in balance with nature so that all people can thrive now and for generations to come. Headquartered in Nairobi, Kenya, Solidaridad East, and Central Africa has country offices and programs in Ethiopia, Tanzania, and Uganda, and outreaches in the Democratic Republic of Congo (DRC), Burundi, Rwanda, and Cameroon.

Title: Project Finance Officer PCU – Kenya

Duration: 1-year contract (extension based on performance)

Reporting line: Regional Finance Manager

Position level: Junior level

Location: Nairobi, Kenya

THE PROJECT

RECLAIM Sustainability! is a five-year programme (2021-2025) supported by the Ministry of Foreign Affairs, Kingdom of the Netherlands. The programme is implemented through a consortium and aims to invoke the actual meaning of sustainability both in theory and practice in global commodity supply chains under the commodity value chains of Coffee, Tea, Gold, Food products and Cotton & Textiles in Ethiopia, Kenya and Uganda. The strategic objective of the RECLAIM Sustainability! Programme is to contribute to inclusive sustainable value chains and trade in an innovative way, in which the interests, voices and rights of farmers, workers and citizens (both male and female) are represented and heard in decision making for sustainable use of natural resources, decent work, fair value distribution, and sustainable consumption.

SUMMARY OF POSITION

The Project Finance Officer is responsible for assisting the PCU Financial Controller(FC) to manage, administer and coordinate Financial activities in the Reclaim Sustainability! Programme. It will also involve ensuring smooth processing of work and maintaining acceptable levels of discipline, job performance, and productivity.

POSITION IN THE ORGANIZATION

Project Finance Officer reports directly to the Regional Finance Manager and may at times support the PCU Manager.

RESULT AREAS

Budget Monitoring and financial reporting 40%

• Generates reports on Funding Utilization from the organization reporting system and checks burn rates on a quarterly basis
• Ensure all funds to projects allocation is correctly done by all the consortium partners
• Ensures the reports from the accounting system are aligned with the data reported in the project management system. In case of the variances, alert the IT team of the discrepancies
• Ensure strict adherence to the approved budgets.
• Review quarterly reports for partners will slow burn rate and update the management team
• Monitor and review activities to ensure that only budgeted costs have been incurred.
• Supports in the review of yearly annual plans and ensures they are well aligned with the activity work plan
• Prepare and submit timely, accurate, and complete grant financial reports
• Prepare management reports for decision-making purposes
• Support and participate in year-end processes
• Prepare and submit funds movement on a half-yearly basis for monitoring

Monitoring and Compliance 20%

• Monitor Project expenses against the approved budget.
• Reconcile Staff cost with payroll for the project staff under grants.
• Ensure donor regulations are adhered to.
• Support and coordinate grants end closure processes

Risk Management 20%

• Facilitate audit process for assigned grants both internal and external audits
• Provide relevant information for audit responses
• Review grants PRFs for budget availability and proper coding
• Provide and maintain grants financial information for safe custody and access

Administration: 20%

• Attend program technical meetings and provide feedback and updates on the financial aspect of the assigned grants.
• Ensure good storage of financial reports and records in line with the Solidaridad ECA and donor requirements
• Verify all supplier invoices for accuracy and matching to receipt of services and goods;
• Ensure the travel authorization is correct, approved and in compliance with ECA travel policy requirements;
• Monitor, prepare and submit details of outstanding advances, commitment, and sub-grant reports as applicable;
• Prepare payments to suppliers, staff advances and event participants at the field office;
• Maintain records of payments and ensure that documentation on all payments are complete, accurate, and in line with Solidaridad ECA policies;
• Effectively manage other assignments as may be delegated to you by the supervisor from time to time.

Specific Job Requirements:

1. Accounting skills.
2. Demonstrable ability to work with minimum supervision.
3. Computer skills: proficient at using excel and accounting software.
4. Ability to solve complex problems and to exercise independent judgment.
5. The person must be results-oriented, able to handle public relations, able to satisfy stakeholders and committed and respect for diversity.
6. Strong budgetary, financial management and analytical skills.
7. Ability to lead a multi-cultural team with an empowering and outcome-oriented approach.

Knowledge and experience

1. Bachelor of Commerce, Economics, Accounting or Finance, Business Management/Administration or related degree.
2. CPA(K)/ACCA.
3. Professional membership with a recognized body.
4. At least four (4) years of Grant management experience.
5. Practical experience in using ERP accounting-based systems is preferred.
6. Excellent experience in using advanced excel will be an added advantage.
7. Understand the funding environment and funder requirements.