Stella Kachumbo

South Sudan, Sudan, Tanzania, Mozambique, Somalia, Eritrea, Ethiopia, Djibouti, Uganda and Kenya

Implementing the financial systems, procedures, and routines of the NRC (Norwegian Refugee Council) at National Level by;

• Maintain budget control, monitoring cash flows, and adherence to financial policies, donor requirements, and auditor standards.
• Manage, train and develop finance teams within the Eastern and Southern Africa Region.
• Providing financial analysis and reports to the Senior Management Team.
• Mentoring and training newly recruited Finance Managers.
• Providing additional support during start-up, emergency response phases, and office closures.
• Ensured timely Yearend accounts closure. Led 2022 YE closure for Tanzania CO(portfolio of 38.8M NOK) and Nigeria CO(portfolio of 148M NOK). In 2023 Led YE closure of Djibouti CO (portfolio of 3.9M NOK), Tanzania CO(portfolio of 34.6M NOK), Kenya CO (portfolio of 93.9M NOK) and Ethiopia CO (portfolio of 143.8M NOK)

The job entails being a part of the NRC Fair Share Global Resources team to implement the Fair Shared Cost Allocation (FS) model across NRC.

• Managed to contribute to the rollout of the FS model, supporting preparatory work and follow-up in field locations.
• Managed to lead the FS rollout of Ethiopia and Libya Country offices in 2023 and have a refresher training for Myanmar in the same year.
• Trained key staff and focal points at country and regional offices, while analyzing financial data and providing recommendations to senior management regarding shared cost allocations.
• Serving as the Focal Point for Iraq Country Office who are implementing the model
• Participating in the development of procedures and tools related to the FS model.

• Prepared donor financial reports and any other financial management reports.
• Participated in budget preparation for new proposals and grant applications to ensure compliance with NRC and donor guidelines.
• Ensured that all project’s budgets are uploaded into Agresso system and update the data accordingly.
• Prepared the provision of Payroll, NSSF and income tax in accordance to NRC’s financial procedures.
• Prepared transactions to be posted in Head Office accounts
• Coordinated with independent auditors for reports and tax declarations.
• Communicated financial related matters to all concerned parties and act as the focal person to report projects’ results.
• Coordinated and hold monthly meetings to review financial reports, and budget preparations with field Finance Officers, Project Managers, Area Manager, Head of Programme, Head of Support and Country Director and follow up accordingly.
• Coordinated and be focal point with partners and implementing partners in consortiums
• Ensured optimal allocation of expenses in line with approved budgets and projected expenditures (master budget, consolidated allocation tables, BPO, etc.).
• Assisted the Finance Reporting Manager with preparing monthly reports and performing financial analysis.
• Maintained financial archives in accordance with donor requirements.
• Monitored and controlled funds and expenditures related to local donors.

•Participated in the budget process, including preparation of Master Budget, and ensured that CO shared costs, as well as Regional Office (RO)and Global Shared system and license costs are covered by donor-funded projects in line with NRC Budgeting Instructions.
• Ensured that the accounting procedures are according to NRC procedure.
• Maintained budget control and monitored cash flow according to NRC procedures.
• Supported programme staff in budget monitoring and financial matters.
• Ensured financial verification of the documents (Purchase Requisitions, Purchase Orders, Contracts, Payment Requests, etc.).
• Ensured that financial supporting documents are secured according to NRC procedures.
• Performed accounting procedures as explained in the Financial Handbook, and in compliance with the donor regulations and local regulations.
• Ensured that costs are booked in the correct accounting period, and to allow for up-to-date budget vs. actual monitoring.
• Responsible for Bank and Cash management in line with the Financial Handbook instructions.
• Ensure proper monitoring of budgets and updating the budget holders on the financial situation of their project portfolio at all times.
• Supported the budget holder in proper use of the tools, monitoring and analyzing the projects financial situation.
• Shared total forecast and project spending updates to the Regional Office
• Monitored of all shared costs with the inclusion of Programme salary costs, to have a full picture of a country’s coverage of shared costs over a period of time.
• Ensured that the required authorization is in place.
• Ensured a fair level and allocation of shared costs between donor projects at CO and AO levels.
• Ensured minimization of the risks connected to exchange rate fluctuations, while at the same time
adhere to all laws of the countries of operation as well as any donor regulations.

•Participated in the budget process, including preparation of Master Budget, and ensure that CO shared costs, as well as Regional Office (RO)and Global Shared system and license costs are covered by donor-funded projects in line with NRC Budgeting Instructions.
• Ensured that the accounting procedures are according to NRC procedure.
• Maintained budget control and monitor cash flow according to NRC procedures.
• Supported programme staff in budget monitoring and financial matters.
• Responsible for financial verification of the documents (Purchase Requisitions, Purchase Orders, Contracts, Payment Requests, etc.).
• Ensured that financial supporting documents are secured according to NRC procedures.
• Performed of accounting procedures as explained in the Financial Handbook, and in compliance with the donor regulations and local regulations.
• Ensured that costs are booked in the correct accounting period, and to allow for up-to-date budget vs. actual monitoring.
• Responsible for Bank and Cash management in line with the Financial Handbook instructions.
• Ensured proper monitoring of budgets and updating the budget holders on the financial situation of their project portfolio at all times.
• Supported budget holders in proper use of the tools, monitoring and analyzing the projects financial situation.
• Shared total forecast and project spending updates to the Regional Office
• Monitored all shared costs with the inclusion of Programme salary costs, to have a full picture of a country’s coverage of shared costs over a period of time.
• Verified that the required authorization is in place.
• Ensured a fair level and allocation of shared costs between donor projects at CO and AO levels.
• Ensured minimization of the risks connected to exchange rate fluctuations, while at the same time
adhere to all laws of the countries of operation as well as any donor regulations.

• Forecasting, preparation and review of the regional budget

• Monitoring of the regional budget monthly and reporting of the same

• Proper control of the supporting documents through review of payment requests submitted for processing

• Ensure that cash requested are duly approved before release of the payments and make follow-up for the liquidations of the advances.

• Recording of payments in Agresso and Stanbic NBOL system

• Ensure that proper record of finance vouchers of both cash and bank payments are properly maintained at all times

• Maintenance of the internal control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and travel claims, are duly processed

• Ensure that the data for posting is well organized in the correct post back format for ease of posting

• Ensure that regular cash counts are done properly.

• Verify and ensure that correct coding of expenditure on all payment Vouchers, Purchase Orders and Purchase Requests is done.

• Analyze the Project Summary and send to the RHOF for funds request from HQ

• Monthly clearing and reconciliation of entries from the regional countries

• Preparation of tax and statutory returns

• Compliance and adherence to the organizational set policies and internal controls.

• Resolves collections by examining customer payment plans (insurance), payment history and liaising with credit control department

• Prepare customer statements and reconcile expenses to the general ledger.

• Calculate and post receipts to appropriate general ledger accounts and verify details of transactions, such as funds received and total account balances.

• Compile and sort documents, prepare and post invoices and credit and debit memos

• Defacing of approved payment vouchers

• Preparation of accounts reconciliations

• Work with collections personnel to verify status of outstanding accounts and solicit payments on overdue accounts

• Prepare monthly receivable statements.

• Summarize receivables by maintaining invoice accounts, verifying totals and preparing report.

• Provide backup support to other groups in the accounting department, type periodic reports and perform other general administrative duties.

• Posts customer payments by recording cash and checks transactions.

Posts revenues by verifying and entering transactions into MED 360 system

• Replenishment of petty cash and issuing of the same

• Reviewing of staff travel claims

• Review of payment support documents working closely with the Finance Officer

• Preparation and sorting of inter-country support vouchers

• Defacing of approved payment vouchers

• Preparation of accounts reconciliations

• Compliance and adherence to the organizational set policies and internal controls

• Monitor and record all expenses in line with the approved budget to ensure that correct expenditure costs are charged to the relevant budget codes.

• Ensure payments to supplier invoices are processed within the given timeframe.

• Review all NRC Regional monthly financial vouchers and provide a report for completeness and compliance with the NRC mission policies, plans and procedures.

• Assist end month closure systems (EBRS, Filling withholding Tax)

• Any other duty assigned to me.