Finance Officer Grants

Reference number: 2024003
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

Overview

The role is to ensure that donor budgets and reports are prepared, reviewed, and submitted on timely basis ensuring compliance with relevant donor rules and regulations.
Regular communication with administrators/budget holders on their budgets versus expenditure.

Duties and responsibilities

1.Restricted Grants Monitoring:

·Assist in budget and expenditure monitoring for all restricted grants for
the assigned units, regions, and Themes.

·Be a key lead player and advisor in grants accounting and management to
ensure proper coding and posting of expenses in the system as well as full
compliance with the donor and CIFOR-ICRAF requirements.

·Regularly review and analyze grant expenses and advise the stakeholders
on expenditure trends and areas with over or under expenditure.

·Assist in developing financial management mechanisms that minimize
financial risk and maintain internal financial control safeguards/mechanisms on
restricted grants activities.

2.Restricted Grants Reporting
and Compliance:

·Prepare and submit all units/themes donor financial reports on timely
basis and ensure that the reports comply with all donor requirements.

·Assist in the review of Donor Financial Reports from the regional offices
ensuring that they have been done as per the donor and ICRAF requirements
before presentation for internal ICRAF approval.

·Ensure all the expenses reported have been reviewed and approved by the
project holder and project managers before sharing for approval.

·Preparation of donor invoices for funds request as well as other invoices
as may be requested from time to time.

·Ensure adjustments are done on a timely manner and any other issue
affecting the report has been addressed.

·Ensure funds follow up from donors to ensure Centre’s cash flow is not
affected.

·Coordinate project audits as per the donor agreement; provide all support
documents and clarifications that are raised by the auditors.

3.Partners Financial Management Monitoring:

·Follow up on partner financial monitoring for the restricted grants in
the regions/units.

·Assist in the financial management capability assessment of partners.

·Review partner sub-agreements to ensure they are in line with donor and
CIFOR-ICRAF policy.

·Follow up on partner financial reports, review, and post expenses in the
system.

·Prepare monthly ageing of partners for the units responsible for and
follow up on overdue liquidations Follow up on partner financial statement,
invoices, and share this for payment processing.

4.Restricted Grants Budget review.

·Follow up on budget revision and extensions for on-going restricted
grants with the Project management team and ensure the revised budget has been
posted on My-Tree system.

5.Internal Stakeholders Reporting:

·Prepare project performance reports including the funding status and burn
rates and share with the project managers.

·Ensure continual communication with project staff on matters related to
partners.

6.Project and Grants Audits:

·Plan and coordinate audits for restricted grants as per the donor
agreements for all assigned unit projects.

·Ensure that the audit reports are shared with the donor.

·Ensure audit recommendations are followed up and implemented.

7.Internal &External Audits:

·Assist in providing partner and Account receivable schedules.

·Assist in providing support documents as per the audit sample and
following on partner confirmations.

8.Donor, Partner agreements and proposal review:

·Review donor agreements financial requirement and ensure the budget is
fully costed, the agreement has clear reporting timelines and check if an audit
is required.

·Review partner agreements and ensure the reporting timelines are clear
and in line with the donor agreement, if the partner has an administrative cost
and the end dates are before the grant end dates.

9.Internal Control System:

·Adhere to internal control systems that will ensure that the centre
attains its objectives, produce accurate and reliable data for decision making,
ensure compliance to policies and laws of host countries and safeguard the
center assets.

·Identify and assess changes that could significantly impact the system of
internal control in the center.

·Evaluate and communicate internal control deficiencies in a timely manner
to supervisor.

·Prepare and analyze financial data for budget estimates provided by the
various units and themes for the annual financial planning (POWB).

·Monitor budget expenditures for the units at the HQ, the regions and
country offices.

Requirements

• Bachelor’s Degree in Commerce.
• CPA(K).
• 7 years’ experience in accounting, 3 of which should be in grants
  management.
• Exposure to an ERP
• Excellent analytical skills.
• Experience in an NGO or international organization environment.

Education, knowledge and experience

•Bachelor’s Degree in Commerce.
•CPA(K).
•7 years’ experience in accounting, 3 of which should be in grants management.
•Exposure to an ERP
•Excellent analytical skills.
•Experience in an NGO or international organization environment.

Terms and conditions

•This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.

•The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.

Application process

The application deadline is 20 Feb 2024
We will acknowledge all applications, but will contact only short-listed candidates.