Financial Management Training & Automation of Financial Records
International Executive Service Corps
2d ago

Financial Management Training & Automation of Financial Records

Problem Statement

The dairy subsector contributes approximately 8% of Kenya’s Gross Domestic Product (GDP) with annual milk production of 3.

43 billion liters. Kenyan milk production accounts for 3% of the 18% total global production by Sub Saharan African countries.

Although smallholder dairy farmers makeup to 80% of total dairy producers and produce 60 to 70% of total milk in Kenya, they are constrained by low quantity and quality of feeds, lack of reliable statistical information on milk market outlets, poor rural infrastructure, lack of collateral for loans, low technical skills on husbandry practices, and reduced access to veterinary and artificial insemination (AI) services.

Organizing smallholder dairy farmers into producer organizations (POs) helps dairy producers to overcome these constraints.

However, producer organizations face challenges related to poor record-keeping and utilization of unreliable manual system that is high risk and often results in the loss of and incorrect transaction data.

These challenges are due to a lack of the right skills and systems to manage their finances. They also lack knowledge on cash flow, profitability, and liquidity, basic transactions like calculating purchase orders in large quantities, market price, cash management.

Improvement of their financial management systems will also make them more attractive to partners, such as the private sector.

These partners include financial institutions that could provide the POs with funds to scale up their operations or lend to farmers through the producer organization.

Therefore, the Farmer-to-FarmerAccess to Finance Program in Kenya is recruiting a volunteer expert to support a PO to establish strong financial management systems.

The volunteer will train a PO on the basics of financial management and basic accounting principles and support them in using Quick Books.

With sound financial management systems, the producer organization will be able to enhance their bankability and, subsequently, the productivity and profitability of its farmers.

Objectives of the Assignment

  • To conduct financial management training
  • To provide targeted capacity building on the use of QuickBooks for financial management
  • To recommend structures and practices for sustainable financial management
  • Tasks to be Performed : In the U.S. :

    In the U.S. :

  • Review information about the producer organization
  • Hold call with F2F team and PO to discuss assignment objectives and plan
  • Draft training approach and materials
  • In Kenya :

  • Attend orientation with F2F staff in Kenya
  • Hold an introductory meeting with PO to finalize a work plan, assignment schedule and training overview
  • Review and analyze current financial management practices and reporting system of the PO
  • Finalize training plan and materials with the PO to proceed with the assignment
  • Train staff and board of the producer organization.Anticipated training topics include but are not limited to the following : Budget preparation for financial year planning (how to prepare a budget)Preparation of financial statements at the organization level : Income statements, Balance sheets& Cash flow statementGenerating financial reportsCost-
  • Benefit Analysis for Gross profit analysis and enterprise selectionUse of QuickBooks

  • Build capacity of finance staff that will be managing the use of QuickBooks
  • Hold debriefing with the host organization
  • Hold debriefing with USAID
  • Hold debriefing with F2F team
  • Draft final report to include recommendations for ensuring sustainable implementation of finance practices
  • End of Assignment Report and Other Deliverables

  • Training and related materials
  • A final trip report detailing work completed over the course of the assignment as well as recommendations for the host organization
  • F2F Programmatic Pesticide Evaluation Report and Safer Use Action Plan (PERSUAP) Requirements :

    The assignment will not provide any assistance for the use or procurement of pesticides, the volunteer will likely be in the field and may have the opportunity to obtain feedback on the use of pesticides through he will not provide any information or good or bad use.

    The volunteer is not expected to recommend or provide advice on specific pesticide active ingredients or products. For this assignment, the volunteer must do the following for a Type 3 assignment :

  • Review the F2F Environmental Brochure and the F2F Programmatic Pesticide Evaluation Report-Safe Use Action Plan (PERSUAP) and shall comply with requirements described in Section 4 of the SUAP when providing assistance for the procurement or use of pesticides.
  • The volunteer is not expected to provide recommendations for the specific pesticide active ingredients or products, but rather to provide advice, if necessary, on the safe use of pesticides, and to discourage poor practices in pesticide use, transport, mixing, storage, application, and disposal.

    Expertise of Volunteer Requested

  • Finance management specialist with 10 years of practical experience
  • Experience in farm business management
  • Experience in automation of financial records specifically using QuickBooks
  • Demonstrative experience in how to operate basic financial management systems
  • Experience working with small farm businesses in developing countries is a plus
  • Experience working in Kenya and / or the region is preferred
  • Strong leadership and communication skills and the capacity to plan strategically and flexibly
  • Experience delivering group training
  • Sufficiently physically fit, with appropriate medical clearance
  • Writing Skills : reporting requires good computer skills including, but not limited to, working and generating reports with MS Word.
  • Experience with PowerPoint presentations is desirable

  • This is a United States government-funded program. Therefore, for the purpose of achieving desired results in accordance with the work plan and submitting requisite reports, written and spoken fluency in English is required.
  • Ability to work through translators in the field, however, is essential

  • This requires deliberation and sensitivity to cultural issues in communication. Experience with training and mentoring subsistence farmers in Sub-
  • Saharan Africa preferred

  • Good writing and analytical skills, interpersonal communication and presentation skills (adult education skills), ability and desire to teach in both classroom and field settings
  • Volunteer Outreach

    USAID and IESC encourage all F2F volunteers to participate in public outreach. An important objective of the program is to increase awareness of Americans’ good work in developing countries.

    Volunteers should select at least one outreach activity from the list below, to be completed within two months of return to the US :

  • Write an entry for the IESC blog
  • Post a photo, video, or text related to the F2F assignment on a personal website, blog, Facebook page, Twitter, or other social media sites.
  • And send a link to IESC staff

  • Send a press release to a local newspaper(s) in the volunteer’s home town. (IESC can provide a template)
  • Write something for alumni or professional association newsletter, or other publication. (IESC can help as needed)
  • Give a presentation about the F2F assignment to colleagues, students, church groups, rotary club, etc.
  • Send an email about F2F to friends, family, or colleagues
  • Other
  • Description of the Program

    The International Executive Service Corps (IESC) serves as the lead implementer for the Farmer-to-Farmer (F2F) Access to Finance Program (2018-

    2023) to address deficits in the financial ecosystem hindering investment and growth in agriculture for individual farmers, as well as micro, small, and medium-

    sized enterprises through the delivery of volunteer technical assistance. IESC has designed a thematic F2F program to generate sustainable, broad-

    based economic growth and create jobs in the agricultural sector with a special focus on assistance to women and youth. IESC is joined by Grameen Foundation, with outstanding experience in digital finance and technology for the agricultural sector, to provide voluntary technical assistance and address the gaps in the financial ecosystem.

    Funded by the U.S. Agency for International Development, F2F initiatives generate rapid, sustained, and broad-based economic growth in the agricultural sector.

    These programs also promote international goodwill, understanding of U.S. foreign assistance programs, and private involvement in development activities.

    Through the F2F Program, USAID facilitates the delivery of a broad range of U.S. agricultural expertise using U.S. volunteers who work with farmers, agricultural support systems and associations, and agribusinesses, in developing countries.

    The work of volunteers helps improve the quality of the agricultural sector workforce through training and advisory services provided to a wide range of agriculture sector actors.

    Volunteer assignments are designed to improve farm and agribusiness operations and agricultural systems.

    Focusing on Kenya, Tanzania, and Sri Lanka, the F2F Access to Finance Program will work with local partner organizations and volunteer hosts to field pro bono experts from the U.

    S. agriculture, corporate, and banking sectors to address systemic capacity constraints for farmers and lenders in each targeted country and unlock finance for improved agricultural production leading to utilization of agricultural technologies and increased sales and incomes.

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