Job Summary

The job entails management of the day-to-day financial transactions of the grants and involves budgeting, transaction processing, accounting, expenditure monitoring and control, financial reporting and coordination of audits. The Finance Officer will also be responsible for ensuring compliance to grant regulations, terms and conditions and relevant financial policies.

The Finance Officer will, in collaboration with the Principal Investigator, regularly liaise with the KUHeS Finance Manager in all financial issues.

The position exists specifically to support project and research-related financial management functions and will be funded from research income and project-specific funding. It will therefore not form part of the University’s established staff complement, and appointments will be subject to the availability and continuity of research funding.

Duties and Responsibilities

• Process payments that are due, ensuring that all source documents are checked and matched with the payment voucher before any payment is approved.
• Oversee and coordinate the timely disbursement of program funds in accordance with work plan and ensure spending is within the budget limit.
• Capture data of transactions into SAGE ACCPAC ERP.
• Prepare monthly management accounts for decision making, taking into account the following:
  • Analysis of grant expenditure against budget to see any variances that need to be reported to the Director of Finance or Finance Manager and Principal Investigators.
  • Monitoring budget line variances and ensure that these are within allowed limits.
  • Provide timely response and feedback to leadership on grant financial Issues.
• Retire cash imprests and other advances for grants activities.
• Reconcile all banks, receivables and payables accounts and report all unusual transactions.
• Maintain fixed asset register for the grant.
• Prepare financial reports for review by Director of Finance and Finance Manager before sending to donors or before audits.
• Adhere to internal control standards and donor requirements.
• Liaise with the Payroll Accountants to ensure that correct salaries are remitted into the central salaries account and payments are done and accounted for accordingly.
• Prepare schedules for receivables and payables ensuring timely collection and payment.
• Check daily bank balances as part of treasury management to ensure that accounts are not overdrawn unnecessarily and advising the Finance Manager and Principal Investigator when funds should be transferred from the FCDA accounts to respective Local accounts.
• Act as a Desk Officer (first point of contact) with all Grants Officers and Project staff on all financial issues.

Required Education, Skills and Experience

• Bachelor’s Degree in Accountancy or equivalent.
• Qualified accountant with CIMA or ACCA or CA will have an added advantage.
• Minimum of 3 years’ working experience in projects.
• Knowledge of ACCPAC.
• Strong skills in Excel.
• Ability to work with little or no supervision in a very fast-paced and deadline-driven environment.
• Demonstrate well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills.