Overall Purpose

• The purpose of the Regional Finance and Administration Officer – Kenya and Regional Office is to support the management of a strong internal control environment, including segregation of duties, and the application of finance and administrative policies, processes, and procedures.
• Responsible for the accounting and administrative functions of the regional and country programmes in line with Norwegian Red Cross rules and procedures including Kenya and Regional Office.

Duties and Responsibilities

Budgeting

• Support in the preparation, revision and reallocation of the RO, CO and NS programme and project budgets consistent with plans.
• Support in ensuring that budgets are re-prioritised bi-annually in line with available funding.
• Supporting in preparation of NORAD and MFA budget templates
• Updating budgets on the FP&A system.
• Posting of monthly NFO split for RO and CO.

Accounting 

• Responsible for obtaining required supporting documents, verification with approved budget and authorisation signature by the relevant personnel.
• Prepare cash payment voucher and disburse cash for working advance & per diem to the requesting staff member after the approval of budget holder and Regional Finance Manager.
• Prepare transaction entry form for bank & cash transactions related to Africa Regional Office.
• Make entries in accounting software- Agresso for bank transactions in Africa RO and South Sudan.
• Daily accounting for the Africa regional office in compliance with the Norwegian Red Cross Operational Manual, including the Finance and Accounting Manual (FAM) and the regulations for financial control.
• Scan and file accounting documentation in the accounting system.
• Implement standardised filing and archiving system for the Region and/ at Country Office (CO) levels while promoting adherence to the same among programme departments.
• Ensure monthly running of balance sheet items and share reconciling items with respective office RO and CO for corrections.
• Preparation of cash requests and cash forecasts for CO and NS.
• Check that incoming invoices agree with supporting documentation and NorCross procurement procedures. Process invoices in electronic invoice system.

Reporting

• Preparation of the monthly and annual reconciliation of the balance sheet items cash, bank, accruals and cash advances and IRCA and working advances
• Preparation of the monthly RO and CO C-4.2 and C-4.3 reports.

Compliance and audit

• Support in the preparation of the audit working papers in line with audit engagement instructions from the external auditor.
• Assist with preparation/implementation of audit or HQ controller visit.
• Coordination with country offices on audit requirements and preparation.

Monitoring

• Book all project expenditure authorization process is as per approved Accountability Matrix.
• Before booking, ensure that all procurements are in line with Norwegian Red Cross policy and procedures at the point of clearing the payments.
• Support system improvement initiatives and ensure smooth roll out in the Regional and country offices.

Modality

• Ensure that programme advances to NS are controlled and cleared with acceptable documentation and vouchers.
• Work closely with the National Societies/Country finance officers to ensure timely and quality reporting of advances.
• Support in rolling out the new financial working modality within the supported partner NSs.

Treasury

• Support the month end petty cash reconciliation and ensure that the cash account statement is supported by a Agresso print out.
• Support bank reconciliation of all the accounts, check and ensure that all the daily bank register is updated by the cashier.
• Initiate bank transactions.
• Perform monthly cash counts.
• Initiate and split UBW invoices.

Requirements

Minimum Qualifications

• Degree in finance/accounting/business administration/economics or similar qualification.
• Professional qualification in accounting (ACCA, Chartered Accountant, CPA or equivalent).
• At least three years working experience in a similar role in the international humanitarian/ NGO/Non-profit sector.
• Fluent in English. Working knowledge of French is a highly desirable.
• Experience working in an international audit or accounting firm would be an added advantage.
• Red Cross Red Crescent experience would be an added advantage.

Desired Competencies

• Advanced knowledge of accounting concepts, financial management and use reporting applications (e.g. Agresso and Advanced use of excel)
• Understanding of internal control and treasury management concepts
• Proven ability to engage discretely and tactfully with internal and external stakeholders.
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Fluency in English a requirement. Work proficiency in a regional language an asset.
• Fluency in relevant IT tools, including with Microsoft Office