Background information about the job or company (e.g., role context, company overview)

The African Population and Health Research Center (APHRC) is a premier research-to-policy institution, generating evidence, strengthening research and related capacity in the African research and development ecosystem, and engaging policy to inform action on health and development. The Center is Africa-based and African-led, with its headquarters (HQ) in Nairobi, Kenya, and a West Africa Regional Office (WARO) in Dakar, Senegal. APHRC seeks to drive change by developing strong African research leadership and promoting evidence-informed decision-making (EIDM) across sub-Saharan Africa.

Responsibilities or duties

1. Project Budgeting, Expenditure, and Financial Management

• Collaborate with project managers and principal investigators to develop and manage project budgets.
• Support proposal development by preparing accurate, compliant budgets for APHRC programs.
• Contribute to the preparation and consolidation of the Center’s annual program budgets.
• Forecast financial requirements for ongoing and upcoming projects.
• Monitor project burn rates and support program teams in planning and improving expenditure performance.
• Ensure expenditures remain within approved budgets, donor guidelines, and organizational policies.
• Analyze budget variances and provide clear, actionable financial insights and recommendations.
• Ensure accurate cost allocation and maintain adequate fund balances across all projects.
• Review expenditures to confirm that only eligible costs are charged and reported.

2. Grants, Fundraising, and Partnership Management

• Input and manage budget data in donor portals and internal Enterprise Resource Planning (ERP) systems.
• Prepare and/or review partner budgets to ensure alignment and accuracy.
• Conduct due diligence for partners and support the development of sub-awards in line with Good Financial Grant Practice (GFGP) standards where applicable.
• Facilitate inception meetings and workshops, outlining key contractual terms, reporting requirements, burn rate expectations, and audit obligations.
• Define roles, responsibilities, reporting templates, and timelines with partners and program teams.
• Monitor partner performance against milestones, review deliverables, and facilitate disbursements in accordance with approved technical and financial reports.
• Track project progress, reporting, and invoicing timelines; initiate grant modifications such as no-cost extensions where needed.
• Maintain and update donor communication records, highlighting risks and mitigation actions.
• Support project close-out processes, including submission of final reports and completion of closeout requirements.

3. Financial Reporting, Invoicing, and Donor Engagement

• Prepare accurate, complete, and timely financial reports in line with donor and organizational requirements.
• Review project and program reports to ensure alignment with internal financial systems and expenditure data.
• Submit financial reports and donor invoices within agreed timelines, and actively follow up with funders to ensure timely payments.
• Respond to donor queries and engage with funders on financial matters, including expenditure reviews and reporting discussions.

4. Compliance, Audit, and Financial Controls

• Ensure compliance with financial regulations, donor requirements, and APHRC policies.
• Review and approve financial transactions (procurement, travel, advances, and payments) for compliance.
• Review partner financial reports and supporting documentation to ensure accuracy, accountability, and adherence to requirements.
• Maintain proper documentation and records to support audit trails.
• Support and participate in project and organizational audits, ensuring financial data is accurate, reconciled, and audit-ready.

5. Timesheet and Financial Systems Management

• Manage staff timesheet processes to ensure timely completion, accuracy, and system uploads.
• Provide training and ongoing support to project teams on financial systems and processes.
• Manage grant-related data within ERP systems, ensuring completeness and accuracy.

6. Communication, Collaboration, and Risk Management

• Proactively collaborate with project teams, researchers, partners, and stakeholders to address financial issues and provide guidance.
• Communicate financial information clearly to both financial and non-financial audiences.
• Identify and assess financial risks across projects and develop mitigation strategies.

Qualifications or requirements (e.g., education, skills)

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field.
• Must be a Certified Public Accountant (CPA III/CPA Finalist) or Chartered Certified Accountant (ACCA) equivalent.
• Proficiency in Navision (MS Dynamics).
• Ability to work independently, set priorities, juggle tasks, and meet strict deadlines.
• Ability to foster a collaborative and supportive work environment.
• Excellent interpersonal and organizational skills; demonstrated ability to follow assignments through to completion.

Experience needed

At least 3 years of relevant post-qualification working experience in an international NGO.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

APHRC is an equal opportunity employer that is committed to creating a diverse and inclusive workplace. All employment decisions are made on the basis of qualifications and organizational needs. Reasonable accommodation may be provided to applicants with disabilities upon request to support their participation in the recruitment process.

As part of our safeguarding and protection framework, successful candidate(s) will be subject to robust reference checks, including verification of past conduct related to safeguarding, and workplace behavior.

Applicants are not required to make any payments to anyone during any stage of the recruitment process.

• Collaborate with project managers and principal investigators to develop and manage project budgets.
• Support proposal development by preparing accurate, compliant budgets for APHRC programs.
• Contribute to the preparation and consolidation of the Center’s annual program budgets.
• Forecast financial requirements for ongoing and upcoming projects.
• Monitor project burn rates and support program teams in planning and improving expenditure performance.
• Ensure expenditures remain within approved budgets, donor guidelines, and organizational policies.
• Analyze budget variances and provide clear, actionable financial insights and recommendations.
• Ensure accurate cost allocation and maintain adequate fund balances across all projects.
• Review expenditures to confirm that only eligible costs are charged and reported.
• Input and manage budget data in donor portals and internal Enterprise Resource Planning (ERP) systems.
• Prepare and/or review partner budgets to ensure alignment and accuracy.
• Conduct due diligence for partners and support the development of sub-awards in line with Good Financial Grant Practice (GFGP) standards where applicable.
• Facilitate inception meetings and workshops, outlining key contractual terms, reporting requirements, burn rate expectations, and audit obligations.
• Define roles, responsibilities, reporting templates, and timelines with partners and program teams.
• Monitor partner performance against milestones, review deliverables, and facilitate disbursements in accordance with approved technical and financial reports.
• Track project progress, reporting, and invoicing timelines; initiate grant modifications such as no-cost extensions where needed.
• Maintain and update donor communication records, highlighting risks and mitigation actions.
• Support project close-out processes, including submission of final reports and completion of closeout requirements.
• Prepare accurate, complete, and timely financial reports in line with donor and organizational requirements.
• Review project and program reports to ensure alignment with internal financial systems and expenditure data.
• Submit financial reports and donor invoices within agreed timelines, and actively follow up with funders to ensure timely payments.
• Respond to donor queries and engage with funders on financial matters, including expenditure reviews and reporting discussions.
• Ensure compliance with financial regulations, donor requirements, and APHRC policies.
• Review and approve financial transactions (procurement, travel, advances, and payments) for compliance.
• Review partner financial reports and supporting documentation to ensure accuracy, accountability, and adherence to requirements.
• Maintain proper documentation and records to support audit trails.
• Support and participate in project and organizational audits, ensuring financial data is accurate, reconciled, and audit-ready.
• Manage staff timesheet processes to ensure timely completion, accuracy, and system uploads.
• Provide training and ongoing support to project teams on financial systems and processes.
• Manage grant-related data within ERP systems, ensuring completeness and accuracy.
• Proactively collaborate with project teams, researchers, partners, and stakeholders to address financial issues and provide guidance.
• Communicate financial information clearly to both financial and non-financial audiences.
• Identify and assess financial risks across projects and develop mitigation strategies.

• Proficiency in Navision (MS Dynamics).
• Ability to work independently, set priorities, juggle tasks, and meet strict deadlines.
• Ability to foster a collaborative and supportive work environment.
• Excellent interpersonal and organizational skills; demonstrated ability to follow assignments through to completion.

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field.
• Must be a Certified Public Accountant (CPA III/CPA Finalist) or Chartered Certified Accountant (ACCA) equivalent.