Job Summary

The Bilingual Grants Officer will be based at The ACHAP Nairobi office with possible travels to Local Partners’ locations. The officer will work closely with the Finance team and will be responsible for the analysis, reporting and quality assurance of e data in the ACHAP’s Financial database. He/She will build the capacity of the Local Partner and where applicable orient them to reporting expectation and financial compliance with ACHAP guidelines.

Key responsibilities:

Preparation of all disbursements/payments

• Receive invoices and other documents indicating commitments for payments and prepare payment vouchers indicating the account codes to be charged for each line item.
• Ensure that all payments made are charged to the valid business units and to the budget lines for which budgets have been entered into sage Systems and such payments are in conformity with the ACHAP regulations and donor requirements.
• Process all advances required in the office and by staff on prescribed templates for review, validation, and payment.

Grants administration & management

• Review all documents and transactions to ascertain the accuracy, relevance, and reasonableness of each transaction.
• Review all documents and transactions to ascertain the adequacy and completeness of supporting documentation.
• Prepare and track accounts receivable for staff monthly and issue receivable statements to all assigned staff.
• Support project managers in management of sub grantees to ensure compliance and adherence in application of sub grants.

Reporting

• Provide assistance and support in the preparation on the monthly financial reports and tasks assigned.
• Tracking of prepayments and preparation of the monthly amortization documents.
• Consolidate all journals prepared and approved to facilitate posting in the system every other day.
• Prepare other journal entries as may be assigned.
• Ensure statutory deductions and remittances are done to the relevant authorities within the set deadlines.

Cash Management

• Issue official ACHAP receipts as acknowledgment for all the cash, cheques, EFTs and other modes of incoming funds paid or refunded to ACHAP.
• Prepare bank pay-in slips for the cash, cheques and other forms of monies received an ensure timely banking is done.
• Update the cash book daily and track the availability of operating cash.
• Preparation of receipts journals/liquidation entries for all receipts showing account codes for posting.
• Prepare all reimbursements to staff once they are fully approved.
• Work with administration assistant on office cash review and replenishment.

Document Management

• Ensure all finance documents are appropriately labelled and filed in a timely manner.
• Distribution and compilation of all Finance external communications.

Knowledge, skills and Abilities Requirements

• Bachelor’s degree in accounting/ Business Administration or a related field. Master’s degree in a relevant field will be an added advantage.
• CPA K
• Knowledge & experience in the use of Sage system accounting software
• Excellent computer skills especially in using Excel.
• At least 5 Years’ Experience working in an INGO under the same position.
• Ability to work with minimal supervision.
• Good Communication skills oral and written.
• Proficiency in English and French is required.
• Ability to work in a multicultural environment.