Finance Coordinator at Mercy Corps

Job Description

Finance Coordinator at Mercy Corps

We are seeking to hire 3 Finance Coordinators to be based in 3 locations: Nairobi, Isiolo and Samburu/Turkana

The positions are exclusively available for internal candidates within Mercy Corps.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

Program(s) Summary

Mercy Corps has been present in Kenya since 2008 and has to date built a robust and diverse portfolio of programs working to enable Kenyans affected by poverty, resource scarcity and conflict – in particular the youth, women, adolescents and marginalized communities – to be healthy, productive and to drive peace and development of their communities. To do this, we deliver integrated programming to strengthen resilience, market and governance systems, and address the root causes of conflict. Mercy Corps Kenya also collaborates with neighboring countries to implement a number of multi-country and cross-border programs.

Department Summary

The Mercy Corps Finance Department is responsible for all financial functions in Nairobi, Lodwar, Maralal, Wajir, Isiolo, Marsabit, Mombasa and Garissa Offices, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

Working in the Finance Department under the direction and support of the Finance and Compliance Manager, the Finance Coordinator will ensure the accuracy and completeness of Mercy Corps accounting records and will have primary responsibility for managing the monthly accounting cycle.

Essential Job Responsibilities

FINANCE

Finance Coordinator – Nairobi 

• Responsible for Balance sheet reconciliation of all balance sheet accounts. Reconciliations should be done on monthly basis and submitted to HQ ON Quarterly basis.
• Review and posting of entries in the Finance system on weekly basis. Documents to be physically reviewed before posting, can be scanned copies or physical copy postings-Support Finance & Compliance Manager with posting of Nairobi cash batch journals and PIs.
• Monitor cash and bank balances and coordinate monthly cash flow requests from sub-offices; prepare consolidated country cash flow requests to HQ by 24^th of the following month after Pre review by Finance & Compliance Manager and Final review by Finance and Compliance Director
• Responsible for Country Finance review of transactions and supporting documentation within the AAM level assigned.
• Support with passing corrections and adjustments as may be required by Finance & Compliance Manager or Finance & Compliance Director from time to time
• Support with audit related requirements including follow up with respective finance teams for pulling out of Finance documents during auditing.
• Responsible for Maintaining of the reclass file and ensure all reclass documents are filled and adequately supported.
• Follow up with Field Finance teams of clearance of Pending advances for over 30days and support in doing advance related reclasses. -Responsible for Nairobi office.
• Support the Finance & Compliance Manager with Month end close on a monthly basis.
• Team management and capacity building of the Nairobi office Finance Officers and holding on for the Finance Officers in Nairobi in their absence
• Support Finance & Compliance Manager and Finance and Compliance Director to ensure compliance with donor, Mercycorps and Government policies and regulations.
• Assist the Finance & Compliance Manager and Finance and Compliance Director in responding to audit inquiries.
• Primary responsibility for maintaining the general ledger software files, including set up and maintenance of new project accounts, regular back up of files, etc
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other financial tasks as required or assigned.

Finance Coordinator – Turkana/Samburu

• Responsible for review and Posting payments in the accounting system on a weekly basis-Field Postings should be scanned for review before posting or physically posted at the field offices. -Responsible for Posting of Maralal and Lodwar offices with support of Finance and Compliance Manager.
• Preparation and upload of Payroll register on Monthly basis in the accounting system and ensuring correct coding for all accounts.
• Support with Monthly amortization of prepaid expenses for Medical Insurance in the absence of staff responsible and the rest of the amortizations incase staff responsible are not present.
• Responsible for preparation and processing of monthly statutory and other payroll deductions by 30^th of every month
• Performs finance review of transactions and supporting documentation within the AAM level assigned.
• Responsible for ensuring that all long outstanding advances are for Maralal and Lodwar offices are cleared on time. This should be done through review of the advance tracker on Monthly basis and follow ups for the long outstanding advances with respective offices Snr Finance Officers
• Support with review and preparation of monthly and quarterly Balance Sheet reconciliations in the absence Finance Coordinator Nairobi.
• Assist the Finance & Compliance Manager and Finance & Compliance Director in responding to audit inquiries.
• Oversee the maintenance of all accounting records, ensuring that records are complete, accurate and safeguarded. Responsible for ensuring that all Finance documents are well maintained and failed and audit ready.
• Responsible for reviewing weekly cash counts and monthly cash counts for the assigned office including ensuring the bank file is up to date and the signatories for respective offices are updated
• Assist in the training and support of the finance officers in field offices, including answering daily questions, training new hires, making field visits, etc. Responsible for Lodwar and Maralal offices
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission
• Other financial tasks as required or assigned.

Finance Coordinator – Isiolo, Marsabit, Wajir & Garissa

• Responsible in Finance review of documents as per the AAM Limit assigned and in compliance with Mercycorps and donor policies and regulations.
• Review and posting of documents in the accounting system for Isiolo, Marsabit, Wajir & Garissa field offices on a weekly basis including posting office journals on weekly basis with support of Finance & Compliance Mnager. All the Field offices postings must be either physically posted or scanned copies reviewed before posting is done.
• Responsible for monthly amortization of expenses (Medical Amortization)
• Responsible for monthly Country Payroll preparation.
• Responsible for Country Finance review of transactions and supporting documentation within the AAM level assigned.
• Responsible for preparation of monthly and quarterly Balance Sheet reconciliations for medical amortization account and remit to the Balance reconciliation.
• Management and capacity building of the Finance officers and Snr Finance Officer in Isilo, Marsabit, Wajir and Garissa
• Responsible for review and ensuring that the bank file for Isiolo, Marsabit, Wajir and Garissa is upto date including monthly review of weekly and monthly cash counts.
• Assist in the training and support of the Finance Officers and snr Finance Officers for Wajir, Isiolo, Garissa and Marsabit including answering daily questions, training new hires, making field visits, etc.
• Assist the Finance & Compliance Manager in responding to audit inquiries
• Oversee the maintenance of all accounting records, ensuring that records are complete, accurate and safeguarded.
• Hold on for the Finance Officers & Snr Finance Officer for Isiolo, Marsabit, Wajir and Garissa in their absence and responsible for their day to day management
• Responsible for following up with Isiolo, Marsabit, Wajir and Garissa Finance Officers/Snr Finance Officers to clear Pending advances for over 30days and support in posting advance related reclasses
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as he or she may be assigned.

Program Support Operations:

• Ensure that MC financial systems are efficient, and funds promptly transferred to the respective offices. Provide regular review of field operations to ensure cost-effectiveness and provide guidance on improved operational practices for value-for-money.
• Travel in all field locations.
• Capacity building of staff on basic bookkeeping and coding.

Staff Management, Professional Development and Team building

• Create a work atmosphere conducive for professional growth and development of personnel at all levels by implementing and ensuring all staff are effectively using the performance planning and management system, establishing performance expectations and regularly providing constructive feedback.
• Contribute to country team building efforts, and ensure the integration of all team members into relevant decision-making processes.
• Capacity building of all staff on all Donor regulations and Compliance.

Organizational Learning 

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Participants and Stakeholders

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.

Supervisory Responsibility

Senior Finance Officers and Finance Officers – based on their field location

Accountability

Reports directly to: Finance and Compliance Manager

Works directly with: Program Directors, Program Managers, Country Finance/Grants Teams, Program Teams, Implementing Partners and HR and Operations departments.

KNOWLEDGE AND EXPERIENCE:

• Five or more years of financial management and accounting experience including at least two years of team management.
• A degree in accounting or a relevant business field is desirable.

• CPA(VI) or equivalent
• Strong computer skills in MS Office programs, particularly Excel 
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail
• Excellent oral and written English skills

Success Factors

The Finance Coordinator will have proven abilities in analytical and reporting skills with sound judgement in regard to budget, financial analysis and manage of program issues. They will have the ability to communicate and interact effectively across diverse program teams and support programmatic objectives with timely and meaningful information. A high professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Finance Coordinator at Mercy Corps