Finance Officer – VIRCA at Mennonite Economic Development Associates (MEDA) – May 2024

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Finance Officer – VIRCA

Position Summary

  • The Finance Officer (FO) will be a critical part of the VIRCA Projects. The FO will provide high-quality day to day support to VIRCA team and Cassava Seed Entrepreneurs (CSEs) on financial management in Kenya and Rwanda. Working collaboratively with the Kenya Finance team and Country Project Manager (CPM), the FO will lead on a range of financial processes for VIRCA Projects in Kenya and Rwanda, from financial planning, budgeting, reporting, procurement, performance monitoring and financial risk management.

RESPONSIBILITIES

Financial Management

  • Ensure MEDA Kenya financial management policies and procedures and donor rules and regulations are strictly adhered to.
  • Manage cashflow to ensure the project activities are appropriately funded at all times and make adjustments as needed.
  • Prepare vouchers and ensure timely posting to Net suite.
  • Facilitate the preparation of annual budget and timely report budget/expenditure discrepancies to the Country Project Manager

Procurement

  • Support procurement of Projects’ needs (Goods and services) in collaboration with CPM while ensuring compliance with donor and MEDA procurement policies and procedures.
  • Ensure the projects maintain transparent procurement process and proper documentation by liaising with the projects team and Procurement Officer, to confirm procurement needs, source service providers when requested, raise request for quotation, prepare bid analysis and make recommendations to Procurement Committee
  • Raise local purchase orders (LPO) and service contracts for all awarded providers.

Grants management

  • Prepare/update funding documents for all sub-contracts in line with MEDA legal policies.
  • Develop matching grant reports including reconciliation of funds disbursed/matched and make recommendations on areas of improvement.
  • Ensure timely disbursement of funds to CSEs and other sub-grantees.
  • Monitor performance of CSEs/sub-grantees and proactively support the project team to manage identified risks.

Cash and staff advances management

  • Working collaboratively with CPM and Area Managers, prepare quarterly and monthly cash needs to inform project cash request
  • Prepare payment vouchers for approved payments.
  • Review projects’ team travel advances and reimbursements for accuracy and approvals.
  • Review staff travel expense reports with a kin eye on authenticity of receipts and expense approvals.
  • Ensure timely payment of staff advances and claims.
  • Reconcile staff advances accounts

Asset management

  • Work with the finance team to develop and maintain projects’ asset register.
  • Review all staff Motor vehicles reports and provide recommendations on areas of improvement.
  • Consolidate monthly motor vehicle expenses and ensure proper charging to the Projects.

Other duties

  • Support the preparation of management and donor financial reports.
  • Assist with collecting financial information for the monthly, quarterly, and annual
  • Support implementation of the audit plan
  • Implementing internal controls & policies to comply with donor & GOK requirements

Any other duties and/or requirements as assigned

REQUIREMENTS

Education:

  • University degree in accounting, finance or business-related field.
  • CPA certification -At least CPA 3

Experience:

  • At least 3 years of experience working at a similar role, preferably within a donor funded project/organization. Advanced knowledge and experience of MS office packages, and database management tools.
  • Demonstrated experience working with different accounting software, and ability to learn quickly on the job.
  • Previous experience working with USAID-funded projects an advantage.

Additional Qualifications:

  • Appreciation and support of MEDA’s mission, vision, and values
  • Fluency (written and verbal) in English is required. Working knowledge of Swahili is desirable
  • Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty
  • Strong analytical and problem-solving skills
  • Effective communication skills
  • Strong leadership skills

Job Requirements for All Staff

Organizational Culture

  • Appreciation, understanding and commitment to MEDA’s mission, creating business solutions to poverty
  • Demonstrate MEDA’s Core Performance Values: Collaboration, Respect, Entrepreneurship and Accountability

Organizational Policies and Procedures

  • Ensure adherence to all MEDA management, professional, finance, audit, legal, human capital, security, corporate and other policies as required
  • Complete and participate in all training as required

Image and Engagement

  • Adherence and demonstration of MEDA image according to MEDA values
  • Comply with board approved and VIRCA brand strategy
  • Promote MEDA thorough speaking engagements, media appearances and convention as required

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