ESSENTIAL JOB DETAILS

• Position Title: Project Accountant
• Reference Number: NRS/670/092025
• Employer: International Centre of Insect Physiology and Ecology (icipe)
• Location: Duduville Campus, Nairobi – Kenya
• Contract Duration: 2 Years (renewable based on performance and funding)
• Category/Department: Finance Unit – Business Support
• Estimated Salary Range: KES 80,000 – 150,000 monthly (10% below Nairobi’s market average for project accountants)
• Reporting To: Financial Specialist
• Application Deadline: 30th September 2025

INTRODUCTION

A rare career opportunity has opened for a Project Accountant at the prestigious icipe Duduville Campus in Nairobi. This job vacancy is ideal for early-to-mid-career finance professionals eager to grow in an internationally recognized research organization.

The role is centered on providing high-quality financial management and project accounting support across donor-funded programs. From preparing donor schedules and financial reports to guiding implementing partners on compliance, the Project Accountant plays a critical role in ensuring accountability, transparency, and efficient utilization of resources.

This opportunity is particularly appealing to Kenyan professionals who want to align their accounting expertise with impactful scientific research that transforms lives across Africa.

ABOUT ICIPE

The International Centre of Insect Physiology and Ecology (icipe), founded in 1970 and headquartered in Nairobi, is Africa’s only research organization dedicated primarily to insects and arthropods. The Centre’s holistic approach spans:

• Plant health
• Human health
• Animal health
• Environmental health

icipe translates insect-based research into One Health innovations that impact millions of livelihoods across Africa.

Key Highlights:

• Staff strength: Over 500 international and national employees.
• Operations: Present in 40+ African countries.
• Partnerships: More than 300 collaborations with universities, research centers, and international organizations.
• Vision: Driving a bioeconomy in Africa through research, innovation, and talent development.
• Training: Long-standing programs in doctoral and postdoctoral mentorship nurturing Africa’s next generation of scientists.

The Duduville Campus in Nairobi is icipe’s headquarters, serving as a hub for cutting-edge research, finance administration, and collaborative partnerships.

KEY RESPONSIBILITIES

As a Project Accountant, your duties will include but not be limited to:

• Donor Reporting: Prepare financial schedules and retrieve documentation for timely donor submissions.
• Partner Support: Review financial reports submitted by sub-grantees, provide feedback, and guide partners on compliance with donor rules.
• Advance Liquidations: Process liquidation of partner advances and update records in the financial system.
• Budget Management: Assist with setting up project codes, posting budgets, and making adjustments as required.
• Project Audits: Facilitate audits by retrieving supporting documentation and responding to audit queries.
• Funds Requests: Prepare requests for disbursement of donor funds in line with project needs.
• Financial Reports: Contribute to the preparation of accurate and timely project financial reports.
• Documentation: Maintain updated and accurate project financial records in accordance with policies.
• Compliance: Ensure adherence to icipe’s institutional financial policies and donor requirements.
• Other Duties: Any related financial support tasks as assigned by the Financial Specialist.

QUALIFICATIONS & REQUIREMENTS

• Education:
  • Bachelor’s degree in Accounting, Finance, or a related field.
  • CPA II or equivalent professional qualification.
• Experience:
  • At least 2 years of progressive experience in project accounting.
  • Experience in auditing or financial management is desirable.
• Skills & Competencies:
  • Knowledge of donor-funded project accounting.
  • Strong attention to detail and accuracy.
  • Proficiency in Microsoft Office and financial management systems.
  • Good communication and interpersonal skills.
  • Analytical and problem-solving abilities.

COMPANY CULTURE & VALUES

Working at icipe means joining a multicultural, mission-driven organization that values:

• Excellence in Research: Commitment to innovation in insect science.
• Diversity & Equity: Equal opportunity employer fostering gender equity.
• Collaboration: Teamwork across departments and partnerships.
• Impact: Transforming livelihoods across Africa through applied science.
• Integrity: Upholding transparency and accountability in all processes.

For a Project Accountant, this environment offers growth, mentorship, and the chance to contribute to Africa’s scientific and economic development.

HOW TO APPLY

Interested and qualified candidates should submit:

1. A confidential cover letter.
2. A detailed CV with names and contacts of three referees (including emails).
3. A statement of suitability against qualifications, competencies, and skills.
4. Current and expected basic salary (mandatory).

📧 Apply through:

• Online portal: icipe Recruitment
• Or Email: recruitment@icipe.org

Ensure to quote Ref. No. NRS/670/092025 and position title Project Accountant in the subject line.

Deadline: 30th September 2025

ADDITIONAL ENGAGEMENT

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TAGS

Project Accountant Nairobi, icipe finance jobs, accounting vacancies Kenya 2025, NGO project accounting careers, CPA jobs Nairobi, Business Support Officer Finance

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10 DETAILED ADMIN TIPS TO SUCCEED AS A PROJECT ACCOUNTANT AT ICIPE

1) Master Donor Compliance and Reporting Standards

Donor compliance is the lifeline of NGO project finance. At icipe, a Project Accountant must understand that every shilling spent is tied to a grant agreement with strict rules. Success begins with knowing donor guidelines inside out — whether it’s EU, USAID, Bill & Melinda Gates Foundation, or African Union funding.

Start by building a compliance library: keep digital and hard copies of donor rules, reporting templates, and allowable cost categories. For example, some donors allow travel per diem based on UN rates, while others require actual receipts. Knowing these differences avoids disallowed costs during audits.

Always tag expenses correctly in the financial system using donor codes and project IDs. When preparing reports, reconcile actual expenditure against the approved budget, flagging any variances early to project managers. If a donor prohibits reallocating funds between budget lines without approval, alert your supervisor immediately when such a risk arises.

Finally, maintain an audit-ready culture: keep supporting documents well-filed, cross-referenced, and accessible. Think like an auditor: could you prove this expense was necessary, allowable, and reasonable? By mastering donor compliance, you safeguard icipe’s reputation and ensure uninterrupted funding.

2) Develop a Strong System for Document Management

NGO project audits live and die by documentation. As a Project Accountant, your mantra should be: “If it’s not documented, it didn’t happen.”

Create indexed filing systems both physically and digitally. For each donor report, maintain a folder with receipts, invoices, approvals, and payment vouchers, all cross-referenced to ledger entries. Use Excel tracking sheets that map each transaction to its supporting document.

Digitize where possible. Scan receipts, contracts, and liquidation reports, then store them in donor-specific folders on the shared drive. Name files consistently, e.g., DonorCode_InvoiceNo_Date.pdf. This makes retrieval easy during audits.

For partner reports, insist on full documentation before approving liquidations. Train sub-grantees on what proper documentation looks like: original invoices, signed timesheets, stamped receipts. Keep a “partner compliance tracker” to flag habitual issues.

When an audit comes, you’ll be ready. Instead of scrambling, you’ll simply point auditors to a neatly organized evidence trail. Strong document management is the hallmark of a reliable Project Accountant at icipe.

3) Build Excellent Relationships with Implementing Partners

Many icipe projects involve sub-grants to universities, NGOs, or county-level implementers. Your job is not just accounting, but also building financial capacity.

Approach partners as collaborators, not just compliance subjects. Schedule quarterly financial review calls where you go through their submissions, answer questions, and provide feedback. Share simplified compliance guides — for example, a one-page checklist on allowable costs, per diem rates, and documentation standards.

When liquidating partner advances, don’t just reject reports with errors. Instead, call the finance officer, explain the gaps, and coach them. Over time, they’ll improve, making your workload lighter.

Remember, donor perception of icipe includes partner accountability. If a partner consistently mismanages funds, escalate diplomatically but firmly. Keep detailed records of communications, advice given, and follow-ups. Strong partner relationships ensure timely, accurate reports and fewer audit queries.

4) Master Budget Monitoring and Variance Analysis

As a Project Accountant, you are the bridge between numbers and decision-making. Budget monitoring is not about recording — it’s about interpreting.

Every month, prepare a budget vs. actual (BvA) report for each project. Highlight variances:

• Underspend (e.g., training funds unutilized halfway through the project).
• Overspend (e.g., travel costs exceeding budget due to currency shifts).

Don’t stop at numbers — explain why. For instance, “Underspend due to delayed procurement of lab equipment; expected to normalize in Q3.” Provide actionable insights: “Recommend donor approval for reallocation from supplies to travel.”

Use visual dashboards in Excel or Power BI for clarity. A project manager is more likely to engage with a color-coded chart than a dense spreadsheet.

By mastering variance analysis, you move from being a passive accountant to a strategic advisor who helps icipe scientists and managers make informed decisions.

5) Strengthen Skills in Audit Preparation and Coordination

Audits can be stressful, but with preparation, they become routine. At icipe, audits are frequent due to multiple donors.

Start by keeping an audit readiness binder: contracts, financial reports, partner files, payroll records, procurement documents. Update it monthly, not when auditors arrive.

Coordinate with teams ahead of audits. Send “pre-audit reminders” to partners and colleagues, requesting missing documents. Create an “audit tracker” to log requests from auditors and mark when responses are submitted.

During audits, stay calm and professional. Answer only what’s asked, and support responses with evidence. Avoid volunteering extra information that may confuse the scope.

After the audit, prepare a management response matrix: findings, corrective actions, responsible person, and timeline. Monitor implementation until all issues are closed. A Project Accountant who handles audits smoothly builds trust with both donors and icipe leadership.

6) Leverage Financial Systems for Efficiency

icipe uses financial management systems like SunSystems, SAP, or ERP solutions. A great Project Accountant doesn’t just use these systems — they master them.

Learn how to generate customized donor reports, track advances, and post budgets. Use system coding (e.g., project codes, activity codes) consistently to avoid misclassification. Explore automation features like recurring entries for salaries or monthly overhead allocations.

If you notice inefficiencies, suggest system improvements. For instance, creating a donor-specific chart of accounts can simplify reporting. Document shortcuts and share them with colleagues to strengthen the finance unit as a whole.

By becoming the “go-to person” for system queries, you increase your value to icipe beyond basic accounting.

7) Manage Cash Flow and Donor Disbursement Requests Effectively

Donor funds don’t always arrive on time. As a Project Accountant, managing cash flow is essential to keep activities running.

Forecast project cash needs monthly. Base this on activity plans, procurement schedules, and partner disbursement cycles. Prepare donor fund requests well in advance, attaching accurate expenditure reports and projections.

Always factor in donor rules. Some require at least 70% utilization of the previous tranche before releasing new funds. Track this metric carefully.

Work closely with treasury colleagues to ensure forex risks are managed. For projects funded in USD or EUR, monitor exchange rates, as fluctuations can cause budget gaps.

Effective cash flow management ensures projects don’t stall due to lack of funds — making you indispensable to both scientists and managers.

8) Build Strong Communication and Reporting Skills

Numbers alone are not enough; you must tell the financial story.

When preparing donor reports, ensure clarity: tables for figures, concise narratives for explanations. Use bullet points to highlight key achievements, challenges, and recommendations. Always tie financial reports to project outputs — show how funds translated into impact.

Communicate proactively with program staff. If a scientist overspends on lab consumables, explain the financial implications respectfully and propose solutions. Develop a reputation as approachable and solution-oriented.

Remember, donors judge icipe partly on the quality of its reports. Clear, timely, and insightful communication enhances credibility and secures future funding.

9) Prioritize Continuous Learning and Professional Growth

The NGO finance landscape evolves constantly — new donor regulations, IFRS updates, ERP upgrades. To succeed at icipe, commit to lifelong learning.

Pursue CPA(K) completion or ACCA accreditation. Take short courses on donor compliance, project finance, or data analytics. Participate in icipe’s internal trainings and knowledge-sharing sessions.

Stay updated with IFRS standards, as many donors require IFRS-compliant reporting. Learn Excel advanced functions (pivot tables, macros) for quicker analysis.

By investing in your growth, you prepare for promotion — from Project Accountant to Finance Specialist or Grants Manager. At icipe, where career paths are linked to skill development, growth-minded accountants thrive.

10) Demonstrate Integrity, Professionalism, and Ownership

Finally, the most critical success factor is integrity. As a Project Accountant, you handle donor funds meant to transform African livelihoods. Mismanagement or negligence can erode decades of trust.

Always act ethically — no shortcuts in documentation, no tolerance for “grey expenses,” no manipulation of numbers to please managers. Uphold transparency in all dealings.

Adopt a mindset of ownership: treat every project as if it were your own business. When you see gaps, fix them; when you foresee risks, escalate them. Maintain professionalism in appearance, communication, and work ethic.

At icipe, accountants who combine technical skills with integrity become trusted leaders in the finance unit and beyond.