Grants Accountant Job at Farm Africa

JOB TITLE: Grants Accountant
REPORTS TO: Programme Finance Coordinator (functionally to the Finance Manager)
STAFF REPORTING TO POSTHOLDER: None
LOCATION: Nairobi with regular field travel (35%)
DURATION & HOURS: Full–time & fixed term, renewable based on performance and
availability of funds.

PURPOSE OF THE ROLE
The Grants Accountant will play a crucial role in managing financial resources related to
grants and ensuring compliance with donor requirements. This position will involve
budgeting, financial reporting, and maintaining accurate records of grant expenditures.

KEY TASKS & RESPONSIBILITIES
Financial Management
Ensure compliance with the financial regulations, policies, and guidelines set forth by Farm
Africa and the donor, including adherence to budgetary constraints, reporting
requirements, and other stipulations.
Prepare the annual and reforecast budgets for the select projects, as guided by the
Programme Finance Coordinator.
With close guidance and assistance of the Programme Finance Coordinator, advise on
and prepare budget revisions for the programme.
Ensure accuracy of the project financials and advising the budget holder on programme
implementation status.
Prepare programme budget monitoring report, and share with the budget holder,
highlighting areas of concern and guiding appropriately on remedial actions.
With close guidance and assistance of the Programme Finance Coordinator, prepare
donor reports and liquidity requests for the programme
Actively participate in programme quarterly planning and progress meetings.
To effectively stay abreast of donor policies, procedures, rules and regulations together
with contractual obligations.
Conduct regular monitoring visits to implementing partners and provide capacity building
and technical support.
Generate financial analysis on the programme financials to aid management in decision
making.
Provide timely response and feedback on grant financial issues and respond to budget
variance analysis in consultation with the programme team.
Review field financial documents, and implementing partners’ documents regularly to
ascertain the level of financial internal controls.
Continuously monitor budget commitments for the programme and advise the Programme
Finance Coordinator and the budget holder on any significant occurrences.
Ensure that programme’s income is received as contractually stipulated, preparing funds
requests on a timely basis and in conjunction with the Programme Finance Coordinator.
Ensure that programme funds are utilised in line with the donor’s regulations and the
organisation’s procedures.
Participate in strategic planning workshops, regular meetings and ad hoc programme
teams’ sessions, and assist with induction and training of new members of staff where
necessary.
Accounting and Payments Management
Provide general oversight of the programme bank accounts and cash flow ensuring that
there is always sufficient funds for operations.
Review Staff Working Advance requests and subsequent retirements to ensure the
expenditures are allowable and in compliance to the organization’s and donor guidelines.
Review payments, ensuring that each payment or transaction is in compliance with the
basic standards contained in the Farm Africa finance policy and procedures manual.
To ensure up to date and accurate financial transactions are captured in the system by
reviewing held journals before posting to SUN System.
To assist the Programme Finance Coordinator in reviewing bank, cash and SWA account
reconciliations, on need-basis and prepare other assigned account reconciliations on a
monthly basis.
To maintain up to date, neat and adequate filing systems for the programme’s accounting
documents, and ensure that the time taken for document retrieval is kept to a minimum.
Payroll Administration and Cost Recovery Management
Process payroll for the programme staff, ensuring accuracy and compliance with relevant
laws and regulations.
To ensure up to date and accurate payroll financial transactions are captured in the system
i.e. SUN Systems
Ensure accurate withholding, filing and remittance of statutory taxes and staff deductions.
Maintain a monthly schedule of the staff Cost Recovery budgeted against time allocated,
supported by TORs and evidence of work done.
Partners and Sub-grantee Management
Maintain an up-to-date partner register containing information on the total grant
commitment, funds disbursed and expenditure reported for each implementing partner.
Facilitate the disbursement of grant funds to implementing partners accurately and in a
timely manner.
Ensure that partners submit their financial reports on time and in the correct format and
give advice where weaknesses in financial management are identified.
Support the grantees to improve their capacity through training and regular visits.
Obtain and file a copy of the external audit report for all partners on an annual basis.
Others;
Facilitate grant and statutory audits by preparing audit schedules, and addressing issues
raised during the audits.
Participate in quarterly planning and progress meetings.
On a periodic basis, deputise the Programme Finance Coordinator in his/her absence.
Form part of, the Farm Africa Kenya Country Team and contribute to the overall
development of the Farm Africa mission.
To participate in national and global Finance Team meetings.
To complete an annual appraisal with the Programme Finance Coordinator.
To participate in workshops organised by the Farm Africa Kenya/UK offices.
Undertake any other tasks as requested by the senior team.

PERSON SPECIFICATION
Essential Desirable
Education & Qualifications
Bachelors’ degree in accounting, finance or
other relevant discipline.
Professional qualification in Accounting/
Finance (CPA/ACCA finalist)
Professional qualification in Accounting/
Finance (CPA/ACCA finalist)
Strong analytical, presentation,
communication and problem-solving skills.
A minimum of 5 years in grants
management

Experience
A demonstrable understanding of grants
management, project budgeting, financial
reporting and donor reporting
In-depth knowledge of accounting principles
and practices, especially related to grant
accounting.
Experience in payroll processing and filing
of statutory returns
Experience in dealing with partners and subgrantees
SUN Systems competency or equivalent

Skills & Abilities
Financial training techniques
Computer literacy, including proven
experience with excel & word processing
and spreadsheets.
Integrity and commitment to ethical
standards.
Willingness and ability to travel outside work
station.
Ability to work under pressure and meet
tight deadlines.
Detail-oriented with a commitment to
accuracy and compliance.

Our Values
Investing in smallholder farming is the number one way to combat poverty in rural Africa.
Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment
and developing businesses in rural Africa.
• EXPERT: Expertise and insightful evidence-based solutions are at the heart
of everything Farm Africa does.
• GROUNDED: Our teams and partners work closely with local communities,
engaging them in every level of decision-making.
• IMPACTFUL: We deliver long lasting change for farmers, their families, and the
environments they live in.
• BOLD: We model innovative approaches and are not afraid to challenge
strategies that are failing.