Job Description

This comprehensive job description outlines the key responsibilities and qualifications for the Assistant Finance Officer role in Nairobi, with a focus on grants management, budgeting, financial reporting, donor budget development, donor reporting, and audit management, aligned with the operational needs of the LWF Kenya-Somalia Program.

Position Title:

Assistant Finance Officer - Grants (Budgeting and Reporting)

Location: Kismayo, Somalia

Program: Lutheran World Federation (LWF) Kenya-Somalia Program

Reports to: Senior Finance Officer

Supervises: Finance Assistants as required

Job Purpose:

The Assistant Finance Officer (AFO) - Grants (Budgeting and Reporting) will support the Finance Officer in managing the financial aspects of grants for the LWF Kenya-Somalia Program. The role involves ensuring accurate financial management of grants, compliance with donor requirements, and assisting in the preparation of financial reports. Additionally, the AFO will actively participate in budgeting, financial forecasting, donor reporting, and managing donor audits. The AFO will also contribute to proposal writing, supporting the development of donor budgets, and ensuring effective financial controls that contribute to the overall financial health of the program.

Key Responsibilities:

A: Grants Financial Management:

• Assist in the financial management of all grants, ensuring that all transactions are accurately recorded and compliant with donor requirements and organizational policies.
• Actively participate in proposal writing, collaborating with the Finance Officer and project managers to develop accurate and competitive grant proposals.
• Support the preparation and review of grant budgets, financial reports, and forecasts in collaboration with the Senior Finance Officer and project managers.
• Monitor grant expenditures to ensure they align with approved budgets and donor guidelines, flagging any discrepancies to the Senior Finance Officer.
• Maintain accurate and up-to-date records of all grant-related financial transactions in the SAGE Accounting software.
• Liaise with project teams to address any financial queries or issues related to grants.
• Ensure compliance with donor requirements throughout the grant lifecycle, from proposal development to final reporting.

B: Budgeting and Forecasting:

• Assist in the preparation of grant budgets and financial forecasts, ensuring that they are accurate and aligned with project objectives and donor requirements.
• Support the Senior Finance Officer in developing donor budgets, ensuring they are competitive and meet the specific requirements of each donor.
• Monitor and review grant budget performance, providing preliminary analysis and recommendations to the Senior Finance Officer.
• Support the Senior Finance Officer in making necessary budget adjustments based on financial performance and funding availability.

C: Financial Reporting:

• Assist in the preparation of monthly, quarterly, and annual financial reports related to grants, ensuring accuracy and compliance with donor requirements.
• Conduct preliminary reviews of financial reports before submission to the Senior Finance Officer, ensuring all data is accurate and complete.
• Support the Senior Finance Officer in responding to donor queries and providing financial information as required.
• Ensure that financial reports are prepared and submitted to donors in a timely and accurate manner, meeting all donor requirements.

D: Compliance and Audit Support:

• Ensure that all grant-related financial transactions comply with donor requirements, LWF policies, and relevant laws and regulations.
• Prepare documentation and support internal and external audits related to grants, ensuring that all necessary information is available and accurate.
• Assist in managing donor audits, including preparing necessary documentation, coordinating responses to audit queries, and implementing audit recommendations.
• Assist in implementing recommendations from audit findings to improve financial management and compliance.

E: Sub-Ledger and General Ledger Management:

• Assist in recording and managing all grant-related transactions in the Sub-ledger and General Ledger in the SAGE Accounting software.
• Support the reconciliation of Sub-ledger accounts related to grants with the General Ledger on a monthly basis.
• Help implement and manage Sub-ledger modules in SAGE to enhance financial management and reporting.

F: Risk Management:

• Assist in identifying financial risks related to grants and help develop strategies to mitigate these risks.
• Monitor exchange rate fluctuations and their impact on grant budgets, providing preliminary analysis to the Senior Finance Officer.
• Support the implementation of forex risk management strategies as directed by the Senior Finance Officer.

G: Team Collaboration and Support:

• Work closely with the Senior Finance Officer,Finance Officers, Finance Assistants, and project teams to ensure smooth financial operations related to grants.
• Provide guidance and support to Finance Assistants in processing grant-related transactions and maintaining accurate financial records.
• Collaborate with Finance Officers and AFOs in other locations to ensure consistency and accuracy in grant financial reporting across all LWF Kenya-Somalia offices.

H: Technology and Process Improvement:

• Support the evaluation and improvement of financial processes and systems related to grants management.
• Stay updated on advancements in financial technology and suggest implementations to enhance efficiency in grants management.
• Assist in the implementation of new financial modules or software upgrades as needed, particularly in the area of grants management.

Experiences and Qualifications

• Education: Bachelor’s degree in Finance, Accounting, or a related field. A professional qualification or partial qualification (e.g., CPA, ACCA) is an advantage.
• Experience: Minimum of 3 years of experience in finance and accounting, with a focus on grants management. Experience in an NGO or international development organization is desirable.
• Technical Skills:
• Proficiency in SAGE Accounting software or similar financial management systems.
• Strong Excel skills and experience with financial data analysis.
• Knowledge of financial reporting and budgeting processes.
• Familiarity with donor reporting requirements and compliance.
• Analytical Skills: Ability to analyze financial data, identify discrepancies, and provide accurate reports.
• Communication: Good written and verbal communication skills, with the ability to work effectively with non-financial stakeholders.
• Teamwork: Demonstrated ability to work collaboratively in a team environment, supporting colleagues and contributing to a positive work atmosphere.
• Attention to Detail: High level of accuracy and attention to detail, particularly in financial record-keeping and reporting.

Soft Skills:

• Adaptability: Ability to work in a dynamic environment and adapt to changing priorities.
• Cultural Sensitivity: Understanding of and respect for diverse cultural contexts in humanitarian work.
• Stress Management: Ability to maintain composure and effectiveness under pressure, especially during peak financial periods or audits.

Skills Required

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