Finance Manager
Key Responsibilities
- Project Financial Management
Manage the financial aspects of assigned projects throughout the project lifecycle, from proposal development to project close-out
Ensure project expenditure is correctly budgeted, coded, authorized, recorded and supported by appropriate documentation.
Monitor project expenditure against approved budgets and identify significant variances, risks, and funding gaps.
Provide financial advice to Project Managers and program teams on project implementation and expenditure.
Ensure project funds are used efficiently and in accordance with donor and organizational requirements.
Monitor staff, partner and project advances and ensure timely liquidation and reconciliation.
- Budgeting and Forecasting
Lead the development of project budgets in collaboration with Program/Project Managers.
Review project budgets to ensure they are realistic, complete, and aligned with program activities and donor requirements.
Prepare monthly/quarterly project forecasts and cash-flow projections.
Conduct budget-versus-actual analysis and provide explanations and recommendations for significant variances.
Support budget revisions, reallocations, and other financial changes required during project implementation.
Support annual organizational and departmental budgeting.
3.Donor Financial Management and Compliance
Ensure compliance with donor financial rules, grant agreements and approved project budgets.
Prepare and/or review donor financial reports and ensure timely submission.
Maintain a clear record of donor financial requirements, reporting deadlines, and budget restrictions.
Review donor contracts and agreements from a financial perspective and advise management of financial risks and obligations.
Respond to donor financial queries and support donor audits.
Ensure project expenditure is eligible, allowable, reasonable, and adequately documented.
4.Financial Reporting and Analysis
Prepare monthly, quarterly, and annual project financial reports.
Prepare budget-versus-actual reports and variance analysis for management and Project Managers.
Provide financial information for management, donor, Board and audit reporting.
Analyze project expenditure, burn rates, forecasts, and financial performance.
Develop and maintain financial dashboards and management reports where required.
Provide timely financial information to support program decision-making.
5.Financial Controls and Risk Management
Ensure effective financial controls are implemented across projects and organizational operations.
Monitor compliance with financial policies, procedures, and delegated authorities.
Identify financial, fraud and compliance risks and recommend appropriate mitigation measures.
Ensure proper segregation of duties and adequate supporting documentation.
Follow up financial control weaknesses and audit recommendations.
Promote accountability, transparency, and value for money across all projects.
6.Partner Financial Management
Where projects are implemented through partners:
Participate in financial due diligence and capacity assessments of implementing partners.
Review partner budgets and financial reports.
Monitor partner expenditure and advances.
Conduct financial monitoring and spot checks as required.
Identify financial control weaknesses and follow up on corrective actions.
Provide financial management training and support to partners where required.
7.Accounting and Treasury Oversight
Oversee accounts payable, accounts receivable, and general ledger processes.
Review KES and foreign currency bank reconciliations, MPESA reconciliations, and other account reconciliations.
Monitor cash requirements and prepare cash-flow forecasts.
Oversee accruals, prepayments, journal entries, and month-end/year-end closing.
Ensure proper management of fixed assets, inventory, and the fixed asset register.
Ensure accurate and complete financial records and audit trails are maintained.
8.Statutory Compliance
Ensure timely preparation, reconciliation and submission of applicable statutory returns and payments, including PAYE, NSSF, SHIF, VAT, withholding tax and instalment tax.
Liaise with relevant statutory authorities to resolve financial and tax matters.
Monitor changes in relevant financial and tax requirements and advise management accordingly.
9.Audit and Project Close-Out
Coordinate project and organizational financial audits.
Prepare audit schedules and support documentation.
Respond to audit queries and follow up on implementation of audit recommendations.
Lead the financial aspects of project close-out, including reconciliation of expenditure, advances, assets, commitments and final donor financial reports.
Ensure project financial records are complete and properly archived.
10.Capacity Building and Financial Business Partnering
Build the financial management capacity of Project Managers and program staff.
Train non-finance staff on budgeting, financial procedures, donor compliance, and budget monitoring.
Support program teams to understand and use financial information for decision-making.
Promote a culture of financial accountability across the organization.
Identify opportunities to improve financial systems, processes, reporting, and automation.
Key Qualifications and Experience
Bachelor's degree in accounting, Finance, Commerce, Business Administration or related field.
Professional qualifications such as CPA(K), ACCA, or equivalent .
At least 5 years' relevant professional experience , preferably in an NGO, international development or donor-funded organization.
Demonstrated experience in budgeting, forecasting, financial reporting, and budget monitoring.
Experience with donor-funded projects and donor compliance.
Strong knowledge of Kenyan statutory and tax requirements.
Experience in financial audits, internal controls, and risk management.
Strong Excel, financial analysis skills, and experience using accounting/ERP systems.