ESSENTIAL RESPONSIBILITIES:

Grants Management and Reporting:

• Manage all internal and external grant reporting, including coordinating inputs from site, program, and M&E teams, to ensure high-quality financial and narrative reports that meet donor and CFK Africa requirements are produced in a timely manner, with support from the Head of Finance and Programs.
• Support the development of the grant tracking system and regularly update it as grants are awarded/modified/closed. This includes detailed and summary grant information on open and closed grants, reporting schedules and submission dates, upcoming meetings, publications, and proposals in the pipeline.
• Oversee cash management of all grants and contracts, including preparation of requests for funds from donor and grant agencies.
• Participate in project start-up workshops to appraise Finance and Project teams on grant terms including procurement planning, donor reporting requirements, financial rules and regulations and other donor requirements.
• Enforce compliance with all donor rules, regulations, and award conditions to ensure funds are used for the intended purpose.
• Work with Program teams on award close-outs and special requirements such as Asset disposition, final reports, unutilized funds management etc
• Conduct due diligence on Subgrantees, manage subawards including preparation of subrecipient agreements, reviewing and processing subrecipient invoices and cash requests, review of financial reports and budget variances and manage subrecipient contract close-outs.
• Support in donor specific audits and other program implementation reviews

Budgeting and Budget Monitoring:

• Support in proposal budget and budget narratives development, ensuring inputs are clear and proper proposal templates and grant management procedures are followed.
• Support program staff with monitoring and analysis of donor budgets, budget realignments and contract extensions.

Financial Management:

• Support with review of payments, journal entries, cost allocations and other postings into the accounting system and ensure proper coding, data quality and integrity of all accounting/financial transactions.
• Manage timesheets, salary allocations and shared costs allocation.
• Manage Fixed Assets Register and Inventory
• Participate in month-end closes and year end processes
• Actively review business processes and systems of internal controls to mitigate organizational risk and make recommendations for improvement.
• Any other duties as may be assigned by the Head of Finance.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

QUALIFICATIONS:

• Bachelor’s Degree in Finance, Accounting, or a related field. Masters’ degree will be an added advantage.
• CPA(K)
• Member of ICPAK preferred.

EXPERIENCE:

• Minimum 10 years’ Experience in International NGOs, 4 of which must be in Grants Management positions.
• Experience working with multi-donors such as CDC, USAID, Other country governments, bi-and multilateral donors, Corporates and Foundations.
• Experience with streamlining, refining, and automating financial processes, including the development of user-friendly tools.
• Working knowledge of ERPs and other accounting systems such as QuickBooks
• Advanced Excel skills.
• Auditing experience will be an added advantage.

JOB PURPOSE:

Reporting to the Head of Finance, the Short-Term Accountant will be required to provide support to the Finance Department in discharging the day-to-day accounting tasks in order to ensure that all organizational, donor and legal requirements are met in a timely and efficient manner.

KEY DUTIES & RESPONSIBILITIES:

• Process payments including preparing payment vouchers.
• Process project-based requisitions and ensure that all necessary support documents are provided.
• Work with Field staff to provide financial information relating to their projects in a seamless manner.
• Ensure that all advances to staff for project activities are properly accounted for.
• Maintain proper accounting records on project expenses in the QuickBooks accounting system.
• Account Receivables and Account Payables reconciliations
• Reconcile Bank Accounts, Petty cash Accounts, Staff Advance accounts and other balance sheet Accounts on a monthly basis to ensure correctness of balances.
• Ensure financial documents are filed correctly in accordance with the established filing system.
• Work with staff to ensure timesheets are correctly and promptly completed on a monthly basis.
• Ensure statutory deductions to relevant bodies and related returns are remitted before their deadline (this includes HELB, NSSF, NHIF, PAYE, and for Pension).
• Update Fixed Asset register with fixed Asset purchases and other changes.
• Monitor MPESA platform for float replenishment and conduct MPESA transaction reconciliations.
• Review petty cash vouchers and requests for replenishment with the admin officer.
• Support in the preparation of donor reports by ensuring all receipts and supporting documents are scanned and filed accordingly.
• Assist with internal and annual audit preparations.
• Maintain high levels of confidentiality in relation to sensitive and confidential financial information.
• Any other duties as maybe assigned by the Head of Finance.

Academic Qualifications and Experience:

• Bachelor’s degree in Accounting, Business Administration (Management or Finance) or Economics
• Certified Public Accountant (CPAK)
• Minimum 5 years financial accounting experience preferably in an NGO environment.
• Knowledge of QuickBooks accounting system
• Experience and knowledge in providing account analysis and grant tracking/monitoring.
• Excellent interpersonal, oral and written communication skills.
• Experience with international donors requiring high levels of reporting data.
• Ability to generate innovative solutions in work situations.

The Head of Programs provides strategic leadership and oversight in the implementation of public health, Education and Livelihoods programs across eight Counties supported by CFK Africa: Nairobi, Kiambu, Kajiado, Machakos, Nakuru, Kisumu, Mombasa, and Kilifi. CFK Africa works in partnership with host communities, Civil Society Organizations, private sector institutions and respective County Governments.

The job holder will manage several projects, ensuring effective systems and processes are in place to support high-quality programming that will guarantee the achievement of project outcomes, management of risks and identification and sharing of best practices and learning from the program.

Under the direct supervision of the Chief Operating Officer (COO), the incumbent will perform the following duties:

KEY TASKS:

Leadership and strategic management:

• Provide effective strategic leadership and direction to the program department and the implementation of the 2026 Strategic Plan.
• Provide leadership, supervision, and oversight to improve the performance of all project activities, ensuring efficient and effective program implementation including the timely completion of high-quality work plans, budgets, activity schedules and generate accurate reports.
• Develop and provide appropriate implementation strategies for the Program and strategic advice on changes and improvements where needed.
• Provide oversight in the preparation of the project work-plans with clear objectives and achievable benchmarks, reflecting strategic long-term and short-term priorities.
• Regularly review the program strategy to ensure relevance and enhance the Program impact by suggesting appropriate alternative strategies and changes to the technical working groups.

Program management & delivery:

• Ensure all program-based needs and requirements are timely and efficiently shared with support services for best coordinated implementation.
• Establish clear lines of communication with staff within the Program teams, including distinct lines of reporting and authority.
• Work with the Research, Monitoring, Evaluation and Learning (RMEL) team to ensure high quality programs by reviewing performance metrics and leading the use of data for decision-making.
• Provide technical support in execution of programs and innovative ideas on realization of Program outcomes.
• Ensure monthly and quarterly reporting to the donor and other relevant stakeholders while highlighting implementation status, challenges, and key plans for the following months in an acceptable format or a format agreed/provided by the parties.

Grant management and proposal development

• Generate and provide programs management input to support proposal writing, fundraising and resource mobilization initiatives.
• Train and induct Program Coordinators and to the grants roll-out, transition and management Standard Operating Procedures in compliance with the donor, GoK, CFK Africa and other partners’ acceptable standards and norms.
• Serve as point person on program heavy partnerships or as designated by the Executive Director.
• Ensure timely and accurate reporting on all program heavy grants and partnerships.
• Maintain respectful relationships with the donors and partners and cultivate a culture of respect for donor funds.

Management of Staff:

• Provide effective supervision of staff in the department and ensure smooth coordination and management of day-to-day activities of the department.
• Conduct mid- and end-of-year evaluations of Program Coordinators and ensure all other staff are evaluated by appropriate supervisors.
• Facilitate training and capacity building of staff in program management.
• Support in the recruitment, selection, motivation, and retention of talent staff in the department
• Establish effective communication within the department and the wider organization with clearly defined communication channels, lines of reporting and authority.

Financial management and operational compliance:

• Promote, uphold, and model commitment to the efficient use of donor resources. Ensure compliance with all grants, including financial tracking and oversight of budgets, administration, and reporting.
• Approve program expenditures, budget adjustments, and cost modification requests.
• Ensure operational standards of the programs are maintained leading to acceptable audit performance.
• Support capacity building of the program staff to strengthen the organizational practices that result in successful financial and operational audit scores and take lead in the implementation of audit recommendations as per the findings.

Knowledge, skills and qualifications:

• Minimum of BA, MA/MPH/M.Ed. preferred. Post graduate qualifications in Project Management, Leadership will be an added advantage.
• Minimum of 10 years’ experience in relevant field-based project management experience required.
• Minimum 5 years of experience in managing complex projects, donor funds, including multi-county grants.
• Experience in project design, proposal writing and information management.
• Minimum 5 years’ experience of managing or leading a team of professional staff and a range of stakeholders.