Main Mission(s) (non-exhaustive list):

Manage the financial, administrative and legal part of a project portfolio and an office, ensure the quality of financial data, secure cash flow and expenses, produce reports, contribute to budget arbitrations and compliance operations, and manage the administrative, financial and legal unit of the shared office.

1.       Financial and budgetary management

·       Prepare, monitor and update the shared management file, and ensure its monthly validation and submission to the Finance Department

·       Update and make reliable the financial and budgetary monitoring of projects in Kenya.

·       Monitor budget consumption and the alignment between financial execution and operational programming in close coordination with the shared office manager.

·       Carry out periodic budget analyses.

·       Contribute to strategic decision-making by providing financial analyses.

·       Ensure consistency between the tracking tools, X3, Atlas, FGT and supporting documents.

·       Track and close advances ;

·       Ensure the processing of analytical corrections; and accruals.

·       Ensure proper consideration of shared costs and payroll reallocations.

Oversee the financial and accounting follow-up of subgrants.

2.       Accounting management

·       Oversee cash flow, procurement and monitoring of bank accounts/mobile money account and advances.

·       Analyse and compile cash flow needs and prepare the quarterly advance requests to the financial department with the validation of the shared office manager.

·       Oversee payment arrangements, reconciliations, inventory, and treasury closings.

·       Check the consistency of accounting data (descriptions, accounting codes, analytical codes, exchange rates, etc.) between the ERP system and Excel files

·       Ensure liaison with headquarters functions on treasury and accounting matters.

·       Prepare monthly, quarterly, and annual closing documents

·       Manage and monitor the fund transfers with the shared office manager the bank account in the country: in charge of the communication with the bank.

3.       Internal and donor reporting

• Participate to internal exercises: RPP, accounting and financial reporting
• Coordinate and support the production of donor financial reports.

4.       Support for budget revisions and financial exercises

·       Participate in revising budgets and loading/updating financial data in appropriate software/tools

·       Participate in internal budget exercises: BR, PA/BI of projects

·       Carry out internal budget exercises: BR, PA/BI of shared costs/office

·       Prepare the necessary data for half-yearly and annual closures.

5.       Administrative Management

·       Supervise and monitor the implementation of administrative and financial procedures

·       Propose and contribute to the development or improvement of administrative procedures

·       Supervise compliance with the administrative calendar

·       Oversee both physical and digital filing systems

6.       Internal control and compliance

·       Ensure the eligibility of expenses according to EF and donor rules

·       Ensuring the reliability of financial data

·       Contribute to securing financial flows and managing risks, while ensuring compliance with internal procedures and donor requirements

·       Control the quality of analytical and accounting imputations in the various tools.

·       Sensitise and alert on financial risks or fraude and propose corrective measures.

·       Secure the audit trail and the availability of supporting documents

·       Realise periodic financial controls.

7.       Public procurement and contract management

·       Manage the procurement officer

·       Schedule contracts and take charge of the purchase requests in the portfolio (projects/office) according to EF public procurement process

·       Supervises contract execution and follow-up

·       Liaise with the Legal Department or law firms if necessary

8.       Audits and closing

·       Prepare and coordinate financial audits with the projects’ teams;

·       Contribute to the search for supporting documents and justification of expenses for the project audit.

9.       Management and coordination of the financial and procurement team and technical support

• Supervise, lead, and evaluate and manage the local finance and procurement team of the Kenya shared office.
• Coordinate all financial, legal/procurement and administrative tasks with the project teams: organise coordination meetings, set up efficient communication channels and prioritise urgent financial matters across the projects.
• Participate in the dissemination of good financial and legal practices.
• Contribute to the recruitment, integration, and skill development of finance and procurement profiles.
• Develop or update tools, memos and methodological materials.