Finance Coordinator, Kenya

The Finance Team within the Department of Finance and Support Services (DFSS) is responsible for the corporate, project, and financial services that contribute to the business and operating foundation for the successful delivery of IDLO’s strategic plan.

Under the direct supervision of the Finance and Administration Manager, the Finance Coordinator will provide financial and administrative services to support the effective implementation of IDLO programmes and operations in Kenya. The position will ensure a high standard of quality, accuracy, timeliness and consistency in the delivery of financial services and reporting.

The Finance Coordinator will work closely with the Kenya-based Programme and Procurement teams and other relevant Country Office colleagues to support sound financial management, effective budget monitoring, compliance with IDLO policies and procedures, applicable donor requirements, and appropriate financial controls.

The Finance Coordinator will report directly to the Finance and Administration Manager, who will provide overall supervision, guidance, direction, and performance management.

• Coordinate and undertake day-to-day accounting and financial reporting functions for the Kenya Office in accordance with IDLO policies, procedures and guidance, under the supervision of the Finance and Administration Manager.
• Process invoices, payments, reimbursements and other accounting transactions, and maintain accurate financial records.
• Prepare and submit monthly financial forecasts, financial reports and supporting documentation, including the Country Office financial close.
• Prepare monthly reconciliations, including bank accounts, advances and balance sheet accounts, and ensure outstanding issues and discrepancies are promptly addressed.
• Enter and maintain accounting data for payments, prepayments, payables, accruals and other accounting transactions.
• Review approved payment requests and supporting documentation for completeness and compliance with IDLO policies, procedures and applicable donor requirements.
• Keep the Finance and Administration Manager informed of financial reporting issues, risks, challenges and developments affecting project implementation.
• Support and coordinate audit-related activities and ensure auditors receive the required financial records and supporting documentation in a timely manner.

• Review and consolidate monthly Country Office cash forecasts, working with programme teams to ensure accurate forecasts and timely submission to HQ.
• Monitor bank balances and cash requirements to ensure sufficient funds are available for approved and pending payments.
• Maintain appropriate controls over cash management, including cash counts and periodic reconciliations.
• Support the Finance and Administration Manager in liaising with IDLO bankers and act as bank agent where duly authorized.
• Ensure costs are correctly allocated in line with approved programme budgets and the IDLO Chart of Accounts and advise programme colleagues on any identified issues.
• Support the review of monthly budget-versus-actual reports and follow up on significant variances and compliance issues.
• Support the preparation and review of programme and annual budgets and financial plans in coordination with the Finance and Administration Manager and relevant departments.

• Support the preparation, review and submission of financial reports in accordance with applicable donor agreements and financial reporting requirements.
• Support programme teams in understanding and applying applicable donor financial requirements.
• Support donor audits, financial reviews, and requests for financial information, ensuring that required supporting documentation is available and properly maintained.
• Coordinate with Finance and Programme teams to ensure timely resolution of donor financial reporting issues and follow-up actions.

• Participate in Implementing Partner organizational assessments and financial spot checks to assess internal controls, compliance and risks.
• Support sub-granting processes, monitoring and financial management systems under the guidance of the Finance Manager.
• Review Implementing Partner financial reports, expenditure and payment requests for reasonableness, compliance with agreements and consistency with programme delivery, and report findings to the Finance Manager.
• Provide financial guidance and feedback to Implementing Partners to strengthen financial management and compliance.
• Support financial monitoring, follow up on identified issues, and support sub-grant close-out.
• Maintain and properly archive all sub-grant financial and accounting documentation, including electronic records submitted to HQ.

• Conduct periodic reviews of financial processes and internal controls and identify areas requiring corrective action.
• Support compliance with IDLO financial policies, procedures, internal controls and applicable donor requirements.
• Identify and escalate significant financial, operational, fraud, and compliance risks to the Finance and Administration Manager.
• Follow up on audit findings, control weaknesses and agreed corrective actions.
• Support periodic financial analysis to identify significant variances, trends and emerging financial risks.

• Identify and follow up on financial system discrepancies and outstanding transactions.
• Support the Finance and Administration Manager and HQ Finance in resolving financial system-related issues affecting Country Office reporting and financial management.

• Maintain accounting documents in an orderly and sequential manner based on transaction numbers.
• Ensure electronic financial records are complete, properly indexed, securely maintained at the Country Office, and managed in accordance with IDLO requirements.
• Conduct periodic checks of financial files to identify missing or incomplete documentation and follow up on outstanding records.
• Ensure compliance with applicable document retention, confidentiality and records-management requirements.

• Support staff capacity building on financial controls, budget monitoring and financial procedures.
• Provide day-to-day financial guidance to programme and operations colleagues on financial policies, procedures, budget management and documentation requirements.
• Coordinate with Finance, Programme, Procurement and other relevant teams on financial matters.
• Support the Finance and Administration Manager with financial information and analysis required for operational and programme decision-making.
• Perform other finance-related duties assigned by the Finance and Administration Manager.

• Bachelor’s degree in finance, Accounting, Business Administration, Development Studies, or a related field.
• Experience in grants and sub-grants financial management, including partner assessments, monitoring, reporting, audit support, and close-out.
• Experience in international development and donor-funded environments, including work with bilateral and multilateral donors such as the Dutch Ministry of Foreign Affairs, SIDA, DANIDA and the EU.
• Strong working knowledge of IPSAS; ERP platforms such as Microsoft Dynamics NAV/Business Central, SAP or Oracle; and Microsoft Office, particularly Excel.
• CPA, ACCA, or equivalent internationally recognized professional qualifications are required.

• Fluency in English, both written and spoken.

• Strong knowledge of accounting, financial reporting, budgeting, cash management, reconciliations and expenditure monitoring, with the ability to prepare accurate reports, forecasts and audit schedules.
• Good understanding of internal controls, financial compliance, risk management and fraud prevention.
• Ability to review financial transactions and supporting documentation to identify errors, irregularities, and compliance issues.
• Strong analytical, problem-solving and attention-to-detail skills.
• Ability to manage day-to-day finance functions and coordinate effectively with Finance, Programme, Country Office colleagues and Implementing Partners.
• Strong organizational, planning and time-management skills, with the ability to manage competing priorities and meet reporting deadlines.
• Good communication and interpersonal skills, with the ability to provide financial guidance and support to colleagues and partners.
• Commitment to accountability, transparency, integrity, teamwork and sound financial stewardship.

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and funding availability.

In addition, IDLO shall offer a yearly basic salary of KSH 4,832,056, medical insurance, and leave entitlements, in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer. We welcome applications from qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.