CARE International in Kenya is looking for a well organized and highly motivated Kenyan National who is result-oriented to fill the following position:
Job Title: Programme Accountant
1 Position
Dadaab Office
Job Ref: PA/09/2017
Contract period: October 2017 to 31st March 2018
Department / Project: Finance – Refugee Assistance Program (RAP)
Supervisor: Finance & Administration Manger
Location / Duty Station: Dadaab
Grade: F B 5
I: Job Summary:
The position is responsible for preparing donor Reports, Custodian of Donor agreements and educating Program and Support staff on donor guidelines.
It will support in preparing of Monthly Expenditure Statements, budgeting and Budget Tracking. Invoicing for various services rendered by the RAP Program.
Will be responsible for monitoring, recording and reporting on commodities donated as contributions in Kind (CIK) by donors and ensure that entries in the commodity tracking system (CTS) are correct.
II: Responsibilities and Tasks
R1: Preparing donor Reports, Custodian of Donor agreements and educating Program and Support staff on donor guidelines.
1.1 Prepare donor reports as per various donor agreements.
1.2 Ensure deadlines are adhered to in preparation of donor reports.
1.3 Guide RAP Budget holders and the finance unit on the guidelines of the various donors funding the program. Ensure that the finance unit is adhering to donor requirements all the time.
1.4 Ensure dully signed agreements are properly filed and Fund codes are issued before projects implementation
1.5 Track all project changes (In terms of emails, Communications from donors both in soft copies and hard copies).
1.6 Work with the Programme compliance unit and ensure copies of programme reports are also kept by the finance unit for all the running projects.
1.7 Prepare expenditure statements for the various fund codes immediately on receipt of data from Head Office after every end month closure.
1.8 Identify expenditure items that need to be reallocated and ensure that the adjusting journal entries (AJE’s) are prepared, authorized and keyed into the Financial System.
R2: Preparation of budgets and guidance on Budget Tracking.
2.1 Together with the Finance Manager take key lead in budget preparation for RAP Program.
2.2 Prepare Budget Tracking tools for various fund codes once budgets are approved and agreements are signed by donors.
2.3 Train (new) sector heads and acting officers on budget tracking.
2.4 Offer constant assistance/ guidance to budget holders/ sector heads on budget tracking.
2.5 Do a thorough monthly analysis of all budget lines and issue monthly alerts to major issues of concern (over/under expenditures) to RAP management and budget holders.
R3: Invoicing for various services rendered by the RAP Program.
3.1 Ensure accuracy of support documents before preparing invoices.
3.2 Ensure timely dispatch of the invoices
3.3 Follow up on payments
3.4 Track invoices and share updated receivables report with the Finance Manager on every 5th of the month.
R4: Reconcile Store records with CIK reports and perform Stock counts to confirm accuracy.
4.1 Verify Store CIK report for accuracy
4.2 Reconcile each camp CIK report with consolidated report
4.3 In liaison with the logistics team, perform periodic stock count to confirm completeness and accuracy.
R5: Maintain accurate records for all CIK.
5.1 Maintain approved CIK reports from Stores department.
5.2 Maintain both Hard copy and soft copy of CIK reports.
R6: Ensure CIK are correctly valued and recorded
6.1 Goods should be Valued at Cost (if known) or Fair Market Value
6.2 Ensure valuation of services is based on cost
6.3 All valuation methods must be documented and retained with the CIK forms and approved by the Deputy Director Finance & Administration Services (DDFAS).
6.4 Ensure that CIK items received and issued are accurately documented in the CIK matrix report and review the Commodity Tracking System to ensure that the same is captured accurately by the logistics team.
6.5 Prepare journal entries to recognize CIK items received and issued in the financial system SCALA.
R7: Perform other Shared duties.
7.1 Participate in monthly incentive payments.
7.2 Verification of SCALA coding slips and Payment voucher before payments are done.
7.3 Assist Finance Manager on preliminary budget preparation for proposals
7.4 Sit in for the Operations Accountant and Finance Manager when required
III: Authority:
Spending Authority: N/A
Supervision: N/A
Decision Making: Makes normal decisions needed to achieve prescribed results.
IV: Contacts / Key Relationships:
External: Banks, Donors, Other Implementing partners in Dadaab.
Internal: GCD, Logistics, Administration, WASH, Education, HR, Procurement, Program Manager,
DRO, Country office.
V: Working Conditions:
The position is based at Dadaab Main Office (DMO) with frequent movements to Hagadera, Ifo and Dagahaley camps as well as any other extension camps and program sites.
This is a none-family working station. Hot weather is prevalent throughout the year with limited basic amenities. Road movement to and from work station to Garissa as well as inter-camp movement must be under police escort (Scheduled convoys).
Strict adherence to security instructions all the time.
It is a six days work station with a compensatory time off according to CTO policy.
The incumbent will be required to travel to Nairobi office and perform official responsibilities as will be required.
The incumbent shall reside in the CARE compound while executing official duties and shall obey and adhere to residential compound regulations.
VI: Qualifications, Experience and Competencies
Education: Degree in Commerce, Accounting or Business Studies and a Professional certification such as CPA II or equivalent.
Experience: 3 years relevant experience in accounting, preferable in a humanitarian organization Certificate: Microsoft Office application
Competencies:
- Demonstrated skills computer, problem solving, planning and budget management skills.
- Strong communication and facilitation. Ability to work as a team member to achieve the overall goals of the team.
- Willing to work and live in difficult and demanding locations.
How to Apply
Send your application letter indicating the reference number, title of the position along with an updated CV with email and telephone contacts of three professional referees to:
The Human Resources Manager,
CARE International in Kenya,
Email: [email protected]
Deadline: 3rd October, 2017.
Kindly do not attach any certificates/scanned documents to your application
Only short listed candidates will be contacted.
CARE is an equal opportunity employer and promotes gender equity.
Canvassing will lead to automatic disqualification.
CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).
N.B: The interested applicants must indicate their expected remuneration level.
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