Program Finance and Administration Officer

Technically Reporting to the Senior Cluster Finance and Administration Officer (SCFAO) this position is responsible for Disbursement and Financial Reporting at Programs/project Level through accurate and timely processing of accounting information, minimize disbursements related risk, Fixed Assets Management and Administration, Support Coordination of Internal and External Audits, Management Reporting and Cash Flow Management within the AP


Communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others.

% of time Activity End Results
10% Manage Project Disbursements:

  1. Create invoices in Coupa for all vendor payments and submit to the cluster for payments
  2. Verify payment lists for all Mobile Money Payments before sharing with cluster for payments
  3. Process Staff Advances and business advances in a timely manner for AP staff

Timely payment of Suppliers and Staff at AP level

10% Cash Management:

  1. Preparation of monthly funding requests for AP including partners funding for submission to cluster


Effective Cash Management and Target low achieved at Project level


  1. Participate in preparation of Annual Budgets for the AP while working with technical leads
  2. Support in coding for the AP Budgets


Effective and efficient Project Planning and Budgeting process maintained

10% Assets Management: –

  1. Prepare and Update AP asset register on monthly basis.
  2. Share list of items for disposals at AP Level
  3. Perform semi-annual asset verification at AP level and ensure efficient stores management
  4. Maintain updated record for stores at cluster office



Accurate and up to date Project Asset Register in place

10% Fleet Management;

  1. Custodian of Fuel Cards and Fuel Coupons at AP level
  2. Provide supervision to the driver and ensure fleet management reports are sent on time and MVs and MCs are safeguarded
  3. Provide oversight for generator fuel management
  4. Review log books before submission to the cluster
  5. Oversees repair and Maintenance of MVs and MCs at AP Level



Effective and Efficient AP Fleet Management maintained

5% Administration support;

  1. Oversee office repairs and Maintenance at AP office
  2. Ensure utility invoices are processed in time



Smooth Project office operations `maintained






10% Capacity Building and Assessment;

  1. Carry out financial capacity assessments at AP level for partners
  2. Build capacity of local partners and review and verify partner expenditures and submit expenses to cluster for payment
  3. Build Financial capacity of AP staff


Capacity of project Staff in financial management enhanced

10% Financial Reporting and Accountability:

  1. Preparation of the Financial Reports and ensure timely submission of all the Financial Reports at AP level. PVs, JVs, DVs Etc
  2. Ensure the LDR Policy is complied with for all AP staff and submit encoding for those with no rights.
  3. Perform timely balance sheet items such as staff advances, retention etc
  4. Conduct FFR meetings for AP staff



Timely and accurate Project Financial Reports

10% Audit

  1. Facilitate all audits in Aps, both internal and external.
  2. Implement Audit Recommendations for the AP


Timely implementation of Audit findings. at AP level

5% Financial Reviews and Field Visits

  1. 1-Perform Field Visits and ensure that ongoing activities such as constructions, seminars and items delivered in the communities are used for the intended objectives before payment at AP level
  2. Identify areas of weakness and report to the Cluster Management for fixing



Project activity implementation effectively monitored

10% Procurement;

  1. Raise PRs for admin related activities and follow up with NO procurement department for purchased items at AP level
  2. Support procurement of office stationary and consumables for the AP



Timely project processing and delivery of procurement processes

Required Professional Experience
  • ACCA or CPA – Part Qualification is Required. Preferably CPA (T).


  • Experience: Minimum of one (1) year relevant experience in Finance or Accounting, management of donor funded projects preferably with NGOs.


Required Education,

training, license,

registration, and


  • Minimum Qualification required: Advances Diploma in Accounting. A Bachelor Degree in Accountancy will be an added Advantage


Preferred Knowledge

and Qualifications

  • Excellence in Sun-systems software is highly recommendable.
  • Excellent in other computer skills in Excel, Power-point, Word is an added advantage.
  • Good planning and organizational skills
  • Tactic and diplomacy in dealing with staff-related issues to work environment needs
  • Ability to maintain effective working relationships with all levels of staff
Travel and/or

Work Environment



  • Travel: 30% Domestic travel is required.
  • On call: 10%




Physically fit Language


Kiswahili and English language


Contact (within WV or outside WV) Reason for contact Frequency of contact
Cluster Finance and Administration Office This is Co-worker in the Structure, but centrally located at Cluster officer making it possible to coordinate the cluster affairs together with SCFAO. On daily basis
Senior Cluster Finance and Administration Office This is the Second line Manager by the first Technical Supervisor to the Program Finance and Administration Officer On daily basis
Area Program Ministry Facilitators This is the Program Manager for his/her project implemented within the Area. For smooth operations, this staff needs his/her technical guidance in finance matters On daily basis
Cluster Manager This is the overall Manager for the cluster in which the project will be located together with other projects As and when need arises
Senior Finance Manager This is the person responsible for field financial management stationed at the Head Office. As and when need arises
Finance Director This is the Head of Finance and Support Services and WVT As and when need arises
In consultation with the Senior Cluster Finance and Administration officer, he/she can make decisions on all matters relating to his/her areas of operations –(The AP level) based on the responsibilities defined above.


CORE COMPETENCIES – For all positions, select the top 3 prioritized competencies from below. Click here for a quick overview of our Core Competencies.
☐ Be Safe and Resilient

☒ Deliver Results

☐ Build Relationships

☒ Be Accountable

☐ Learn and Develop

☒ Improve and Innovate

☐ Partner and Collaborate

☐ Embrace Change

For Management positions only, select the top 2 prioritized competencies from below.
☐ Model Self-Management ☐ Engage, Influence, Lead

and Grow Others

☐ Run an Effective

and Agile Organisation

☐ Develop the Organisation

for the Future

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