Dickson Mutuku Ndonye

• Periodically visiting partners and reviewing their financial and administrative policies and procedures, identify shortcomings and train partners in such areas.
• Contributing to the development of the Annual Plans by taking lead in compiling Organization annual budget.
• Providing financial management advice and assistance to the Programme Managers, including assistance in the interpretation of financial reports.
• Leading in the preparation of Programme Support budget and assist in the preparation of operational plans, ensuring adequate resources for project implementation, and adequate resources to provide support to the projects
• Facilitation of budget uploads onto the system and managing the financial reporting for project budgets
• Development, preparation, and population of annual budgets and reforecasts on existing or redeveloped templates
• Providing technical support to project staff in financial management accounting; provide opportunities for training and orientation in finance and accounting
• Treasury Operations management, Funds disbursement and all Cash flow management.
• Preparing Regional Office Annual Budgets
• Proposal Budgets and support in proposal development
• Overseeing Office annual Audits and preparation of Audit schedules in association with HQ team.
• Ensure the Financial Integrity of the Operation
• Implementing and maintaining accounting and financial internal control systems to provide the appropriate level of security over resources and operations, in consultation with the Regional Finance Director.
• Run, post exchange rate adjustments, and ensure all expense Business Units have correct dimensions
• Reviewing and updating financial policies and procedures.
• Posting monthly payroll journals including adjustments
• Overseeing data processing and ensure the monthly financial cycle is adhered to.
• Managing the financial and compliance aspects of government and ensure that taxes are remitted on time, returns filed as required.
• Managing donor compliance aspects and ensure expenses are incurred consistent with grant agreements.
• Maintaining and fully utilizing computer accounting system features (SUN, Vision).
• Providing support during the internal and external audit and ensure that appropriate measures are taken to address audit findings and recommendations.

• Compiled timely financial reports on donor-funded programmes and ensure that staff and partners are aware of conditions and time restrictions applicable to these funds. If necessary, prepare a monthly schedule to produce financial reports, both interim and final.
• Support finance teams to ensure timely month-end closure
• Oversaw timely invoicing to donors for disbursement of grant funds.
• Reviewed all cash and credit card staff travel return forms for accuracy before posting them in the accounting software.
• Ensured requests for payments and payment vouchers have proper supporting documentation in line with Organization’s policies and procedures
• Ensured payments to suppliers are done promptly.
• Approves all petty cash vouchers and reconciliation weekly.
• Assisted in the annual audit fieldwork process.
• Worked with the cash receipts team member to reconcile variances that occur in the application of cash.
• Generated and distributed bi-monthly receivables reports and monthly reports.

Secretariat Accounting and Finance
• Managed petty cash management and custody (KES, USD, GBP, EURO and SEK), preparing and prompt settlement of statutory and other payroll deductions.
• Ensured compliance with taxation and statutory requirements including preparing and managing VAT and PAYE.
• Participate in the monthly close process; prepare reconciliation schedules per the monthly close checklist
• Run and process timely salary and benefits allocation by the 7th of the month and ensure all unallocated salaries are followed up
• Prepare the end-year accruals and monthly reconciliation of the accruals and making journals where possible.
• Managing the preparation of annual and project audit work papers and other requests as needed
• Maintaining and updating project budget templates in line with the fiscal year
• Managing staff time and overhead allocations spreadsheets
• Leading the development of procedural templates and system software changes as required
• Updating the finance manual annually or pre-audit
• Ensured proper books of accounts are kept and maintaining a sound archiving (Filling & Retrieval) system.
Grants and Contracts Management
• Received and reviewed supporting documents from partners.
• Prepared and submitted to the finance Manager interim and final donor financial reports for review.
• Prepared and circulated monthly monitoring expense vs. budget) report to programme managers as per the set deadline for assigned project codes.
• Monthly reconciliation of grants and intra-organisational transfers in liaison with the HQ team
• Working with the Grants Management team to track and monitor returns/problem payments
• Managing the financial processes and transactions of project grants budgets ensuring coding aligns with the Chart of Accounts
• Run grants receivables and advances to ensure accurate and timely donor invoicing, drawdowns and reconciliation is done on monthly basis
Budgeting
• Assisted project managers and partners in budget phasing and budget realignment.
• Supported the preparation of Detailed Budget Sheets (DBS) for posting to the SUN systems for assigned projects.
• Perform real-time maintenance of the Grants and Budget Ledgers
• Posting monthly overhead journals including adjustments
• Prepared the fund analysis reconciliations and liaising with the Programmes/Grants/Fundraising managers regarding outstanding grant balances
• Preparing accruals, debtor and creditor balance reconciliations and posting adjustments
• Reconciling multi-currency bank accounts GBP, SEK, EUR, USD etc
Payroll Facilitation
• Collect payroll changes by 15th of every month to ensure necessary deductions are taken
• Prepare the payroll journal and monthly reconciliation of the payroll control code
• Prepare salary allocation and approval of timesheets monthly.
• Support with the review of office payrolls after preparation by HR
• Post and pay liabilities on a monthly basis
• Support compliance with all country tax obligations with Africa Region
• File approved payroll reports.
• Extract salary remittance and file as per established system.

 Database Management and Data Entry
 Professional web research
 Transcribing & Presentations
 Freelancing

Programme Support:
› Work with programme and learning Coordinator(s) in review and generation of country specific learning documents to facilitate publication of programme learning documentation
› Manage and provide administrative and financial technical support to specific programme designated countries within Sweden/Norad grant (Tanzania, Ethiopia, Mozambique, Uganda and Zambia) and regional office
Financial support:
› Participate in the review of existing programme budgets and preparation of new budgets when necessary
› Supporting the team with programme contractual matters e.g. review of partner and consultants contracts if necessary
› Reviewing of the Monthly Performance Monitoring Sheet/Financial Reports and highlighting of performance
› Provide support in the preparation of requests for advance including quarterly partner disbursements and updating the country funds disbursement analysis.
› Assist the team in conducting the programme audit
Administrative support:
Support the Sweden/Norad project team in preparation and planning of the regional stakeholders meeting held annually
› Updating the participant list and counter checking the confirmed attendants
› Preparation and sending of the invitation letters
› Taking charge of the logistical aspects of the meeting by supporting the administration team in booking of the participants’ air tickets, taxis, accommodation.
› Supporting in procurement and printing of any learning material to be distributed in the meeting
› Provision of out of office allowances and claims to the participants during the conference
Participated in the programme activities of the HelpAge East, West and Central Africa regional office.

 Assisted in preparing cheques payments for review by the Accountant in compliance with IAS,
HelpAge international and donor policies and regulations and with correct coding,
 Petty cash management and custody,
 Processing payments,
 Preparing and prompt settlement of statutory and other payroll deductions, and preparing of data for posting into SUN system
 Updating assets Register

Payments preparation
Monthly Accounts Preparations
Accounts Reconciliation
Audit preparations
Ensure Compliance with policies and procedures
Reconciliation of Advances