The Finance Officer will support the financial management, compliance, reporting, audit preparedness, and operational accountability of the organization. The role is responsible for ensuring efficient financial systems, strong internal controls, donor compliance, statutory compliance, accurate reporting, and adherence to organizational policies and procedures.
The Finance Officer will play a critical role in strengthening organizational accountability, supporting program implementation, safeguarding donor resources, and ensuring financial systems align with the organization’s strategic growth and multi-county operations.
Key Roles and Responsibilities
Financial Management & Accounting
- Maintain accurate financial records and accounting systems.
- Process payments, invoices, petty cash, advances, and reimbursements in accordance with organizational policies.
- Prepare payment vouchers and ensure all supporting documentation and approvals are complete before processing payments.
- Conduct monthly bank reconciliations and ledger reconciliations.
- Maintain updated cashbooks and financial records.
- Monitor expenditures against approved budgets and workplans.
- Ensure proper coding and allocation of expenditures across grants and departments.
- Support asset register management and inventory tracking.
Budgeting, Forecasting & Financial Analysis
- Support development of annual, quarterly, and project budgets.
- Prepare budget monitoring reports and variance analyses.
- Support financial forecasting and cashflow planning.
- Provide financial analysis to support strategic and operational decision-making.
- Track burn rates and expenditure trends across programs and grants.
- Support budget revisions and donor budget realignments where necessary.
Donor Compliance & Financial Reporting
- Prepare accurate and timely donor financial reports.
- Ensure expenditures comply with donor agreements, budgets, procurement policies, and contractual obligations.
- Maintain organized grant files and supporting documentation for donor verification and audits.
- Work closely with Programs and MEAL teams to align financial reporting with implementation progress and deliverables.
- Support proposal budget development and financial planning processes.
Statutory & Regulatory Compliance
- Ensure timely processing and remittance of statutory deductions including PAYE, Withholding Tax (WHT), NSSF, SHA, Housing Levy, and VAT where applicable.
- Prepare and file statutory returns and annual organizational returns.
- Ensure compliance with Kenyan nonprofit financial and regulatory requirements.
- Maintain updated statutory records and compliance schedules.
Audit & Internal Controls
- Support internal and external audit processes.
- Prepare audit schedules and required documentation.
- Strengthen financial internal controls and accountability systems.
- Ensure procurement and payment processes comply with organizational policy.
- Identify financial risks, documentation gaps, and compliance concerns and escalate appropriately.
- Support implementation of audit recommendations and corrective actions.
Financial Systems & Documentation
- Maintain proper financial filing systems, both physical and digital.
- Ensure confidentiality, security, and accessibility of financial records.
- Utilize QuickBooks and other accounting systems effectively.
- Support digitization and strengthening of finance systems and workflows.
- Maintain accurate procurement and contract documentation.
Cross-Departmental Coordination
- Work collaboratively with Programs, Operations, Legal & Compliance, MEAL, ICT, and Communications teams.
- Support staff in understanding finance procedures and compliance requirements.
- Participate in work planning, procurement planning, and organizational reporting processes.
- Provide financial information and management reports to leadership as required.
Safeguarding, Ethics & Accountability
- Uphold organizational safeguarding, confidentiality, and data protection standards.
- Promote ethical financial management and accountability.
- Maintain high standards of integrity and professionalism.
- Ensure responsible stewardship of organizational and donor resources.
Qualifications & Experience
- Bachelor’s degree in Finance, Accounting, Commerce, Business Administration, or related field.
- CPA-K certification required.
- Minimum 3–5 years of relevant professional experience, preferably within nonprofit or donor-funded environments.
- Experience managing donor-funded grants and financial reporting.
- Strong understanding of Kenyan statutory compliance requirements.
- Experience supporting audits and organizational compliance processes.
- Experience working with multi-program or decentralized operations is an added advantage.
Required Skills & Competencies
- Proficiency in QuickBooks and computerized accounting systems.
- Strong Microsoft Excel and financial analysis skills.
- Budgeting and forecasting skills.
- Donor reporting and grant management experience.
- Financial presentation and management reporting skills.
- Knowledge of P&L reporting and financial statement preparation.
- Strong audit and compliance management skills.
- High attention to detail and accuracy.
- Strong organizational and documentation skills.
- Excellent analytical and problem-solving skills.
- Strong communication and interpersonal skills.
- Ability to manage multiple priorities and deadlines.
- Integrity, accountability, and confidentiality.
- Understanding of nonprofit financial systems and donor compliance.
- Ability to work independently and collaboratively in a fast-paced environment.
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