Farm Africa Risk & Compliance Officer Jobs in Kenya
Purpose of the Role
The purpose of this role is to provide risk and compliance expertise on Farm Africa’s (FA) Master Card funded Programme titled: Aquaculture Futures: Sustainable Jobs for Kenyan Youth. The programme aims to tap the potential offered by the aquaculture sector for entrepreneurship and employment, building knowledge and capacity so that young people, especially women, are attracted by the opportunities and growth potential offered by working in aquaculture and mariculture.
The risk and compliance officer will be responsible for performing compliance checks on the overall programme systems, processes and trainings to support Farm Africa and Programme
partners in meeting donor, statutory and organizational requirements. He/she will ensure that donor rules and regulations are fulfilled, provide adequate information and awareness to staff and partners on donors’ rules and regulations, and compile, document and make accessible for all relevant donors and government agencies.
The post holder shall organize grant management meetings, facilitates donor and statutory audits, performs regular compliance checks both on FA and partners operations, and make follow ups on the required action points. This role is critical as it focuses in managing risk arising from non-compliance, and maintainingBgood external donor and government relationships.
Key Tasks and Responsibilities
Donor, statutory and organizational compliance
Make regular follow-ups on changes in donor rules and regulations and advice the Programme manager and Project Finance Managers on necessary compliance/ adaptability mechanism with the financial processes.
Ensure that the financial transactions are processed in line with the most up to date local laws.
Report to Programme manager whether statutory obligations are settled within due dates and any compliance risks for failure on timely payment/s.
Ensure the partner allocations are done in accordance to the contracts and donor guidelines.
Review the in-country Finance, HR, and other manuals and advice the programmes managers and respective departments on any necessary changes, as appropriate.
Check implementation of country specific policies such as authorization limits, cash holding limits, cash movements, staff work advance payments, use of bank payment instruments, etc.
Maintain and keep track of donor fund requests including preparation of fund requests to donors as per the timelines.
Liaise with the finance and program managers in ensuring timely submission of donor and organizational reports.
Liaise with the programme finance managers and field team in ensuring government reports are submitted timely.
Liaise with respective programme finance managers to ensure all grant files are stored both in soft and hard copies as per Farm Africa’ standard grant filing system.
Focal person for facilitating all system reviews and due diligence exercise by donors.
Perform risk assessment with regard to partners’ financial compliance and report timely
on the outcomes.
Perform regular partner support visits and maintain issues log to make follow-ups on issues identified during the visit; and share the agreed action points with all concerned copying the Programme Manager.
Compliance and Audits
Regularly, using sampling techniques, review financial documents and check compliance with the applicable donor and statutory guidelines.
Maintain ‘Audit Control’ file up to date with all the necessary internal and external policies and procedures, including but not limited to delegation of authorities, exceptions, SMT memos, special approvals, and others.
Facilitate annual statutory, donor, and internal audits and address all the comments
liaising with the finance team and Programme Manager.
Maintain issues log and tracking sheets based on audit Terms of Reference (ToRs) and findings to follow up action points with all concerned as per the agreed deadlines.
Regular review of vehicle logbooks, inventory records, distribution lists and report on
findings to the relevant departments.
Regular review of staff files such as staff contract files, timesheets, payroll, etc and report on findings to all concerned.
Regular review of programme HR files documents such as staff contract files, timesheets and payroll and report on findings.
Review the risk matrix and advise on relevant mitigation measures.
Ensure Farm Africa’s anti-fraud policies are adhered to all the time.
Financial system; Budget & financial reporting and Finance documentation:
Liaise with the finance managers to ensure that appropriate financial systems and controls are in place to minimize risk.
Check that that management responses to audits performed are communicated on time and that audit recommendations are implemented.
Participate, when necessary, in reviewing of donor budgets and final financial reports before submission to the UK office for further reviews. This includes, compliance checks for formats used, eligibility, additional documentation required, risks analysis, and reconciliation of facts and figures between the budgets/ reports and project
proposals / narrative reports.
Maintain bank signatory list and update the bank accounts status in the tracking sheet.
Ensure that bank signatories leaving FA are removed and new ones are added in the bank system timely and seek written confirmation from the banks for the list of active signatories at least on a calendar quarter basis.
Lead on the full process assessment for potential Partners including capacity building
plan (on finance components) where required and ensure that the plan is implemented.
Facilitate timely processing of payments for all partners following the right procedures and securing approval as per Delegation of Authority including reconciliation of partners’ advances.
Training on risk and compliance
Provide compliance orientation to budget-holders, which will enable them in making informed decisions in compliance with applicable laws.
Organize trainings and workshops to the Programme team on donor rules and regulations and any new government policies and directives.
Other Duties:
Representative in relevant special task forces and committees.
Undertake any other relevant duties as may reasonably be assigned by the line manager.
Education, qualifications & other knowledge
BA in the area of finance/accounting, Law and
related fields Risk certification or equivalent
professional qualification.
Excellent communication skills in English
language(both written and verbal)
A sound understanding of administration
procedures
Good understanding and firm belief in gender
equality
Experience
Minimum of 5 years similar experience in
NGOs.
INGOs experience is more preferable.
How to Apply
For more information and job application details, see; Farm Africa Risk & Compliance Officer Jobs in Kenya
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