Terms of Reference

Posted: 2026-06-13 22:11:33  Deadline: June 21, 2026   Full-time   Salary: Confidential

The Programmes Accountant will support the effective financial management of programme funds by ensuring accurate accounting, budget monitoring, reconciliations, financial reporting, and compliance with donor requirements, organizational policies, and statutory regulations. The role is responsible for maintaining strong internal controls, supporting programme financial planning and reporting, and ensuring accountability and efficient utilization of resources across all programmes.

Key Responsibilities

Process and post programme financial transactions accurately and timely into the accounting system.
Prepare bank, M-Pesa, supplier, receivable, and payable reconciliations related to programme activities and ensure variances are resolved promptly.
Support month end and year end closing activities including accruals and prepayments for programme accounts.
Maintain proper filing and safe custody of programme accounting documents and supporting records.
Ensure all programme accounting entries are supported by adequate documentation and approvals.
Monitor programme expenditures to ensure proper accountability and budget compliance.
Track programme advances, retirements, and field activity accountability documents.
Verify programme payment requests to ensure compliance with finance, procurement, and donor requirements.
Ensure all supporting documents including invoices, GRNs, purchase orders, contracts, attendance lists, activity reports, and approvals are complete before processing payments.
Support enforcement of internal controls and finance procedures across programme departments.
Ensure confidentiality and proper handling of programme financial information and records.
Assist in ensuring compliance with donor agreements, budgets, and funding regulations.
Support preparation of monthly, quarterly, and annual programme financial reports.
Assist in donor reporting, expenditure tracking, and budget monitoring for all programme activities.
Support budget variance analysis and financial data compilation for management and donor reports.
Ensure programme accounting records are updated and reconciled within established timelines.
Work closely with programme teams to monitor burn rates and budget utilization.
Support preparation and filing of statutory deductions including PAYE, SHIF, NSSF, Housing Levy, withholding tax, and other statutory obligations related to programme expenditures.
Assist in preparation for internal and external audits by providing programme schedules and supporting documentation.
Follow up on audit recommendations and support implementation of corrective actions.
Work closely with procurement, stores, operations, HR, and programme teams to strengthen financial accountability.
Support continuous improvement of accounting systems and finance processes.
Provide support to Accounts Assistants where required and promote teamwork within the finance department.

Qualifications

Bachelor's Degree in Accounting, Finance, or a related field.
CPA K qualification required.
Minimum of three (3) years relevant accounting experience, preferably within an NGO environment.
Experience in donor funded project accounting and reporting is an added advantage.
Strong understanding of budgeting, donor compliance, and financial controls.
Proficiency in accounting systems and Microsoft Excel.
High level of integrity, accuracy, confidentiality, and attention to detail.
Strong organizational and communication skills.

Key Competencies

High integrity and accountability.
Strong analytical and problem solving skills.
Excellent organizational and communication skills.
Ability to work independently and meet deadlines.
Strong attention to detail and accuracy.
Ability to work closely with programme teams and donors.

Application Process

Interested candidates should submit a CV (maximum 2 pages), copies of relevant academic and professional certificates and testimonials, and a one page cover letter explaining their interest and relevant skills to recruitment@themaatrust.org with the subject line "Programmes Accountant Application - [Your Name]" by 21st June 2026.

For more information and to view the vacancy on the Maa Trust careers page, visit: https://www.themaatrust.org/post/we-re-hiring

The Maa Trust is an equal opportunity employer. Only shortlisted candidates will be contacted.