Job Vacancy at World Vision - Cluster Finance & Administration Officer

 

 

JOB PURPOSE
Reporting to the Senior Finance and Administration Officer this position is responsible for Disbursement and Financial Reporting at Cluster Level through accurate and timely processing of accounting information, minimize disbursements related risk, Fixed Assets Management and Administration, Support Coordination of Internal and External Audits, Management Reporting and Cash Flow Management within the Cluster. Communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others
MAJOR RESPONSIBILITIES
% of time	Activity	End Results
10%	Manage Cluster Disbursements: I. Create invoices in Coupa for all vendor payments and submit to the SFCAO for payments II. Verify payment lists for all Mobile Money Payments before sharing with SFCAO for payments III. Process Staff Advances and business advances in a timely manner for cluster staff.	Timely payment of Suppliers and Staff
10%	Cash Management: Management of the Cluster Petty Cash and Mobile Money float; Preparation of consolidated monthly cluster funding requests Consolidate the AP funding requests on monthly basis	Effective Cash Management and Target low achieved
10%	PLANNING & BUDGETING: Support SCFAO in review of Annual Budgets for the APs while working with technical leads Review coding for the AP Budgets	Effective and efficient Planning and Budgeting process maintained
10%	Assets Management: – Prepare and Update AP asset register for the cluster office Share list of items for disposals for the cluster office Perform semi-annual asset verification for the cluster office Maintain updated record for stores at cluster office	Accurate and up to date Asset Register in place
10%	Fleet Management; Custodian of Fuel Cards and Fuel Coupons at AP level Oversees preparation of fleet management reports for the cluster office. Reviews log book for the cluster driver before approval by the cluster manager Oversees repair and maintenance of MVs and MCs for the cluster office Oversee fuel usage and maintenances of generator for the cluster office	Effective and Efficient Fleet Management maintained
5%	Administration support; Oversee office repairs and Maintenance at AP level Support procurement of office stationary and consumables Ensure utility invoices are processed in time	Smooth office operations `maintained
10%	Capacity Building and Assessment; Support SFCAO to carry out financial capacity assessments at AP level for partners Build capacity of local partners and review and verify partner expenditures and submit expenses to SCFAO for payment	Capacity of field Staff in financial management enhanced
10%	Financial Reporting and Accountability: Coordination and Preparation of the Financial Reports and ensure timely submission of cluster Financial Reports. JVs, DVs etc Conduct Monthly FFR Reviews for accuracy and reliability and ensure the LDR Policy is complied with at Cluster office. Conduct FFR meetings at cluster level	Timely and accurate Financial Reports
10%	Audit In consultation with the SCFAO, Coordinate all Audit exercises at the Cluster Office Assist SCFAO on Preparation and during the audit of ADPs and ensure timely responses to each Auditor’s observations / recommendations, and finally; Prepare an Action Plans to implement the audit findings for the cluster office	Timely implementation of Audit findings.
5%	Financial Reviews and Field Visits 1-Assit SFCAO to perform Field Visits and ensure that ongoing activities such as constructions, seminars and items delivered in the communities are used for the intended objectives before payment for Aps; Identify areas weaknesses and propose ways to fix them to strengthen the internal controls	Activity implementation effectively monitored
10%	Procurement; Raise PRs for admin related activities and follow up with NO procurement department for purchased items for the cluster office	Timely processing and delivery of procurement processes
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience	ACCA or CPA – Qualification is Required. Preferably CPA (T). Experience: Minimum of 4 years relevant experience in Finance or Accounting, management of donor funded projects preferably with NGOs.
Required Education, training, license, registration, and certification	Minimum Qualification required: Bachelor Degree in Accountancy
Preferred Knowledge and Qualifications	Excellence in Sun-systems software is highly recommendable. Excellent in other computer skills in Excel, Power-point, Word is an added advantage. Demonstrated ability in supervision of teams Good planning and organizational skills Tactic and diplomacy in dealing with staff-related issues to work environment needs Ability to maintain effective working relationships with all levels of staff
Travel and/or Work Environment Requirement	Travel: 20% Domestic travel is required. On call: 10%	Physical Requirements	Physically fit	Language Requirements	Kiswahili and English language

KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)	Reason for contact	Frequency of contact
Senior Cluster Finance and Administration Office	This is the immediate Supervisor to the Cluster Finance and Administration Officer	On daily basis
Cluster Manager	This is the second Line Manager at the cluster	On daily basis
Area Program Ministry Facilitators	These are the Program Managers for all projects implemented within the cluster. They all need his/her technical guidance in finance matters	At least on weekly basis
Senior Finance Manager	This is the person responsible for field financial management stationed at the Head Office.	At least once a month.
Finance Director	This is the Head of Finance and Support Services and WVT	As and when need arises
DECISION MAKING
In consultation with the Senior Cluster Finance and Administration officer, he/she can make decisions on all matters relating to his/her areas of operations based on the responsibilities defined above.

CORE COMPETENCIES – For all positions, select the top 3 prioritized competencies from below. Click here for a quick overview of our Core Competencies.
☐ Be Safe and Resilient ☒ Deliver Results	☐ Build Relationships ☒ Be Accountable	☐ Learn and Develop ☒ Improve and Innovate	☐ Partner and Collaborate ☐ Embrace Change
For Management positions only, select the top 2 prioritized competencies from below.
☐ Model Self-Management	☐ Engage, Influence, Lead and Grow Others	☐ Run an Effective and Agile Organisation	☐ Develop the Organisation for the Future

The Deadline for Receiving Applications is 27th  of December , 2021

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