African Virtual University - Chief Accountant

Terms of Reference

1.0. Introduction

The African Virtual University (AVU) www.avu.org is a Pan African Intergovernmental Organization established by charter with the mandate of significantly increasing access to quality higher education and training through the innovative use of information communication technologies.

A Charter, establishing the AVU as an Intergovernmental Organization, has been signed so far by eight (8) African Governments - Kenya, Senegal, Mauritania, Mali, Cote d’Ivoire, Tanzania Mozambique, and Democratic Republic of Congo. The AVU has its headquarters in Nairobi, Kenya and a Regional office in Dakar Senegal with Host-Country Agreements and Diplomatic Status with the two governments.

The AVU Business Plan 2009-2014 has two main thrusts:

(a) Educational and support services provided on a fee basis; and

(b) Not-for-profit development services.

The, Not-for-profit development services, aims at building the capacity of AVU Partner Institutions (PIs) with an objective of increasing access to quality education through the following activities: updating and developing content; Open Educational Resources (OER) Development; AVU Capacity Enhancement Program (ACEP); set up/upgrade ODeL centers; developing professional networks through Communities of Practices; Research and Development; and Quality Evaluation and Benchmarking.

Some of the Not-for-profit development services were delivered from 2005 to 2011 through the AVU Multinational Project I funded by the African Development Bank (AfDB) and implemented in 10 African countries.

The AfDB is funding a second phase of the Multinational Project which will build on the first phase and will extend its benefits to more countries.

The overall objective of the AVU Multinational Project II is to strengthen the capacity of the AVU and a network of 27 institutions to deliver and manage quality ICT integrated education and training opportunities in 21 African countries.

The project has the following activities:

(1) Establishment of new Open Distance and eLearning (ODeL) Centres and/or upgrading of exiting AVU Learning Centres as well as Internet connectivity provision at AVU Partner Institutions;

(2) Development and/or improvement, and delivery of four ICT integrated Programs: AVU Capacity Enhancement Program (ACEP); Teacher Education, Computer Science, and Peace and Conflict Resolution;

(3) Gender Mainstreaming

(4) Research and Development;

(5) Promotion and development of Open Education Resources (OERs); and

(6) Enhancement of AVU Capacity .

The AVU Multinational project II will be implemented in 27 AVU Partner Institutions in the following 21 countries: nine (9) Francophone African Countries: Benin, Burkina Faso, Burundi, Cameroon, Democratic Republic of Congo, Mali, Mauritania, Niger, Senegal; four (4) Lusophone African Countries: Angola, Cape Verde, Guinea Bissau and Mozambique; and eight (8) Anglophone African Countries: Gambia, Ghana, Kenya, Namibia, Nigeria, Rwanda, Sudan, and Tanzania.

To successfully implement these project activities the AVU wishes to engage a Chief Accountant who will undertake all financial, accounts and administration activities related to the AVU and to the project.

2.0. Scope of Work

The Chief Accountant will report to the Rector, and be responsible for the efficient and cost effective management of the finance, accounts; administration unit of the African Virtual University, with a special focus on the AfDB funded Multinational Project II.

Key Responsibilities

• Financial planning and control, including the preparation and submission of timely and accurate financial accounting reports;
• The proper management of AfDB funds in strict adherence to the donor grant agreements;
• Managing the cash flow, including preparation of regular cash flow forecasts and ensuring timely submission of funding requests to donors;
• Preparation of the annual budget, annual report and long term financial projections for review and approval by the AVU Board of Directors;
• Delineating, in accordance with the AVU Finance Policy, a Financial Strategy with guidelines for implementation;
• Timely and accurate completion of internal and external financial audits;
• Compliance with national statutory requirements;
• Ensuring safe custody of fixed assets by maintaining an accurate asset register and appropriate level of asset insurance;
• Providing financial analysis and appropriate advice to Management
• The effective management of the Administration
• Any other task that may be asked by the supervisor

Specific task related to AfDB funds

• Responsible for preparation of timely and accurate accounting and financial management information necessary to control the project and meet both internal and statutory reporting requirements.
• Assists in the development, monitoring and maintenance of procedures and processes within the management framework to ensure that project decisions are financially optimized
• Accounting for all Project transactions, assets and liabilities
• Posting of the projects daily transactions to all the books of accounts
• Reconciliation of the project cashbook to the bank statements, returns and payment.
• Preparation of all project related monthly and annual tax returns
• Preparation of statutory returns including Withholding tax and filing the same with Kenya Revenue Authority
• Preparation of the payroll
• Preparation of periodic payable and/or receivable reports for the project.
• Review payments to contractors, suppliers and consultants & advise the Project manager.
• Ensure the prompt issuance of withholding tax certificates.
• Ensure proper control over the cash flow, so that the project is not financially embarrassed.
• Check and authorize posting of the transactions to all the books of account.
• Preparation of the projects trial balance and draft accounts for internal and external audit.
• Ensure all projects financial records are brought and kept up to date.
• Review the reconciliation of the cashbook to the bank statements.
• Handle relationships with bankers, project contractors, suppliers etc
• Authorize payments from project petty cash and review petty cash reimbursement requests, including checking the reconciliation.
• Take the primary liaison role with the auditors, including any special audit for project activities.
• Oversee Kenya Government interface work permits, visas on behalf of the project.
• Oversee availability of project related office supplies and the management of the store.
• Supervise the project administrative assistant to oversee all workshop related activities lay on the line.

3.0. Qualifications

• A minimum of a Bachelors Degree in Commerce, Accounting, Financial Management or Business Administration from a recognised university;
• Possession of an internationally recognized professional accounting qualification (CPA or equivalent);
• Over 5 years post qualification relevant experience working in a Non – Governmental Organisation, public sector, private sector, university or multinational organisation;
• Knowledge of computerised accounting systems and working knowledge of Apogee accounting software is an asset
• Knowledge of procurement procedures, especially donor related is an added advantage
• Proven experience of funding and reporting requirements of multilateral partners such as the World Bank, CIDA (Canada) and the African Development Bank is an added advantage
• At least 2 years experience heading an accounting unit in the public or private sectors will be an added advantage;
• Knowledge of financial issues in the African tertiary education environment will be an added advantage;
• Languages: Must have strong communication skills (written and spoken) in English. A proficiency in French or Portuguese is an added advantage.
• Computer Skills: Microsoft Word, Power Point, Excel, MS Project, Internet Skills.

4.0. Deliverables and Expected Outcomes

• Proper usage of project’s funds by ensuring that all payments to suppliers and contractors have been procedurally procured.
• Proper and acceptable financial reports to donors
• Improved payment relationship between the AVU and the PCU members, suppliers and consultants.
• Updated financial records and reports
• Reconciled cash book and bank balances
• Un-qualified project audit reports
• Comprehensive expenses schedules

5.0. Modalities of Work

• This is a full time employment

6.0 Reporting

The officer will work under the coordination of the AVU Rector or such other person as the client may designate from time to time in writing.

7.0 Payment

The salary will be commensurate with the qualification and experience of the successful candidate

The African Virtual University (AVU) is an equal opportunity employer

The successful candidate will be appointed for 2 years renewable

Application must include detailed curriculum vitae with a telephone number, an email and residential address, names and contact addresses of three professional references Applications should be sent to Ms Catherine Wangeci at cwangeci@avu.org with a copy to rector@avu.org

The successful candidate will be based at the AVU Headquarters in Nairobi, Kenya

The closing date for this application is December 10th 2011 at 18:00 East African Time (UTC/GMT + 3)