Position: Finance Officer – Short Term
Period: Approximately 8 months
Scope: Projects
Location: Nairobi, Kenya, Hivos East Africa
Hours: Fulltime
Reports to: F2BM Finance Manager
Application deadline: Applications Received on a rolling basis
Introduction
Do you have substantial knowledge and experience in the field of finance in the non-profit sector? Do you have experience working on Donor funded programs? We are seeking a committed detail-oriented Finance Officer to support our finance team during a critical program closure phase. This role is essential to ensure a smooth, compliant, and timely financial closeout.
About Hivos & Free to Be Me
Hivos is an international organization that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Counterbalance alone, however, is not enough. Our primary focus is achieving structural change. This is why we cooperate with innovative businesses, citizens and their organizations. We share a dream with them of sustainable economies and inclusive societies.
Free to Be Me is an ambitious, daring and innovative program that helps build and maintain a vibrant LGBTIQ+ movement that is confident and capable to lobby and advocate for their human and economic rights. The program is led by an alliance of three consortium members – Hivos (the lead party), ILGA World and Positive Vibes – and three technical partners. Together the alliance coaches, accompanies funds and trains LGBTIQ+ persons and organizations to influence norms and attitudes, generate (public) support, and promote laws, policies and regulations that recognize, respect and protect LGBTIQ+ people’s human and economic rights.
The program is being implemented in 12 countries in Africa, the Middle East and Southeast Asia.
The program is funded by the Dutch Ministry of Foreign Affairs, under the Power of Voices program, which is part of the Strengthening Civil Society subsidy framework. Implementation of the five-year program ends this year, December 2025. Free to Be Me, is currently at an interesting juncture as it is in its final year of implementation.
Job Context
Hivos is looking an experienced Finance Officer who can be a valuable member for the F2BM Program to support in delivery of results on programs. The FO is also part of the Hub EA finance community to ensure finance processes and procedures are rolled out at regional level in a consistent and standardized manner.
The candidate we’re looking for must also be able and willing to support partners in strengthening their financial administrative knowledge and capacities. She/he/they ensures contracts with partners are signed, progress and deliverables are met, concerns and challenges are raised, and payments are made on a timely basis.
The FO works closely with program colleagues in maintaining open channels of communication with contracted partners to ensure program delivery and support. Close collaboration and direction can be expected from several finance colleagues, both within and out of Hub EA region. The FO is responsible for upholding Hivos’ values and principles and translating them into practice.
Your responsibilities
Key Priority: Program Closure
Finalizing expenditure reports and reconciliations
- Liaising with program and operations teams for timely closure actions
- Supports partners in developing and realigning financial plans and budgets as needed
Supporting closure audits and donor financial reporting
- Prepares financial reports for external auditors and donors and coordinates project audits from start to finish, including being available to answer questions and communicate directly with partners on requests.
- Participates or leads queries or investigations related to identified cases of partner irregularities and
Systems support (All Solutions)
- Enters all relevant financial data into the project administration system
- Ensuring all transactions are properly documented, recorded and archived
Managing final partner financial reports and closeout processes
- Prepares contracts with partners, in coordination with the project officer and in line with agreed plans
- Administers funding-streams, and monitors implementation of partner budget contracts and of ‘rights and obligations’ to comply with Follows-up on partner reporting cycles and prepares internal and external financial program and project statements.
- Assesses financial reports and supporting documentation of partners, and ensures compliance with donor and Hivos guidelines and requirements
- Holds regular meetings with partners to ensure financial requirements and other risk-based grant management procedures are being met, and any project-affected issues are discussed and resolved.
- Closeout of partner contracts, administratively in the All Solutions systems, including archiving as per Hivos regulations
Local Compliance
- Liaise with relevant authorities and financial institutions to ensure Hivos is compliant with local tax and legal regulations.
Office management & other support
- Supports non-program related tasks as may be requested by Hub EA Finance if required.
- Financial administration duties including supplier payments and reconciliations; staff advances management; Posting transactions on the All-Solutions finance system and project & balance sheet monthly reconciliations
- Supports other programs when there is work overload and covers absences for other finance staff within Hub EA as needed.
- Other tasks as requested by RFM and project FM.
Your profile
- Degree in finance, accounting, business economics or related / similar field.
- A holder of CPA, ACCA or related certification.
- Affinity with finances and administration: accounting, business economics and project/ program finance management.
- Excellent critical analysis skills.
- Minimum of five years working experience.
- Extensive experience working with partner grant-management, donor funded; project financial monitoring & management and compliance experience.
- Previous experience with supporting or leading an audit required.
- Work experience in complex operational environments and with a range of external stakeholders.
- Previous/current work experience in an international environment, with an international organization is a must.
- Able to work with colleagues and stakeholders from a diverse background, and cultures.
- Job skills: collaborative & communicative, proactive, structured and organized, flexible, can work independently & remotely with teams, able to meet deadlines, able to multi-task, strong team player & culturally sensitive.
