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Finance and Administration Manager NGO Job in Kenya

Our Client is a local faith based Non Governmental Organization whose vision is to reflect compassion to the poor and needy by providing social and developmental services, and supporting the creation of opportunities for economic advancement.

It presently implements several programmes namely; primary and preventive health, economic empowerment, among others.

Finance and Administration Manager 

This position is responsible for the overall financial management (planning, budgeting, accounting and reporting) and human resources and

administration of the organization.

The right candidate must be a born-again Christian.

Overall Objectives (scope)
  • Accurate accounting of financial transactions
  • Bank accounts management on timely basis
  • Planning and budgeting, for the organization
  • Accurate reporting to the director
  • Manage HR function in the organization.
  • Together with the Director, be accountable for the organizations finances and donor compliance
1. Major Duties and Responsibilities:

Financial Accounting
  • Ensure that proper financial procedures and systems are operated and maintained.
  • Responsible for the accounting of all programmes/organization’s finances.
  • Prepare budgets for proposal and budget amendments for the organization programmes and administration costs and do this as a team with the project management teams.
  • Set up, establish and monitor internal controls in the financial aspects of the organization.
  • Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes/ organization.
  • Monitor ongoing levels of expenditure on individual programmes as against budget, and provide timely advice of likely over or under-spends.
  • Reconcile field cash and project expenditure balances.
  • Oversee cash deposit and preparation of Bank Reconciliation Statements
  • Ensure respective programme manager/ officers understand variance implications.
  • Ensure that contractual commitments (e.g. use of vehicles and/or premises) are expressed in forms appropriate for the circumstances of the programme
  • Supervise the accounts and administrative staff.
  • Provide support and advice to the individual programme sites
  • Regularly visit field sites for monitoring and supervision purposes
Financial Reporting
  • Ensure compliance with the organization’s policies and guidelines and donor requirements.
  • Ensure compliance with local regulations in respect of financial and other matters (e.g. Registration, taxation and labour laws)
  • Prepare budgets, amendments and forecasts working with the Director and other Manager(s).
  • Submit financial reports to the director on a monthly basis (banks reconciliation, Financial Management report etc.)
  • Prepare donor financial reports in line with donor reporting requirements.
  • Generally keep under review the financial and reporting systems.
  • Prepare accounts for audit and act on the recommendations of External Auditor(s)
  • Maintain an effective filling system to ensure fast efficient storage and retrieval of financial information.
  • Conduct internal audits for the organization every six months
Human Resources
  • Assist in the development/review of organizational HR staff policy when necessary.
  • Ensure that this HR policies and procedures adhere to local labour law and the organization’s operational manual
  • To advise managers and organizational staff on HR policies and best people management practices including appraisal, orientation of new staff, staff development, discipline and absence in accordance with the organization’s policies and legal requirements.
  • To co-ordinate and support all aspects of the recruitment and selection process of staff, in liaison with line officers ensuring that the organization’s recruitment process and good practice is carried out in all recruitment and selection activity.
  • Specific responsibilities include participation on: job description development, recruitment planning, advertising and short-listing, selection interviews and tests, job offers, salary calculations.
  • Ensure all staff personnel records i.e. contracts, leave records etc are properly maintained and regularly updated
  • Line supervise all relevant Financial, HR and Administrative personnel
  • Supervising the organizational needs of the expatriate staff including flight bookings, obtaining legal documentation, leave allocation etc.
  • Ensure that all necessary legal requirements are met, e.g. obtain vehicle registration, work permits, import licenses etc by liaising with government agencies
  • Ensure safe keeping of all administrative records both electronically and hard copies.
  • Ensure effective and efficient procurement system as per the organization’s/ development partners policies
  • Undertake other managerial responsibilities which include corporate strategy and updating the organizational partner’s data base and communicate to them on a Quarterly basis.
  • Ensure that good communication is maintained within the organization.
  • Oversee the inventory process
  • General office administration i.e. office operations and proper office maintenance.
  • Ensure security of all the organization financial and equipments/ assets is maintained at all in compliance with organizational procedures
  • Adherence to the organizations security policies
  • Train all staff responsible for maintaining the security of the organizations equipment and financial assets; this will be achieved through briefing of the officers at the organizational level.
Perform any other duties as assigned from time to time.

2. Qualifications, Experience and Competencies
  • At least finance-related degree and/or fully qualified member of a recognized Accounting Professional Association and a holder of at least a diploma in HR. (Relevant experience may be considered).
  • Substantial demonstrable understanding and experience of finance management within an NGO at least three years experience working with an NGO as a Finance and Administration Manager
  • Good demonstrable strategic understanding and ability to translate this into appropriate action plans and activities
  • Experience of financial reporting to donors/ development partners
  • Strong demonstrable ability to introduce and manage changes to finance systems, procedures, and practices
  • Knowledge and understanding of HR practices & issues
  • Strong experience of providing a broad range of high quality HR and HR policy advice to management and staff in sites operations
  • Good experience of managing and undertaking a high quality recruitment process
  • Experience of developing and implementing HR policies, procedures, and projects
  • Experience of dealing with employee relations issues
  • Strong communication skills, with excellent written and spoken English
  • Confident and proficient in the use of MS Office with advanced Excel proficiency
  • Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast paced environment with tight deadlines
  • Experience of proactively identifying and addressing issues
  • Must be a team player
  • Computer literate and efficient in accounting systems (e.g. QuickBooks, Sage, PS Financials)
3. Remuneration

KES 50,000-60,000/= Per Month

If you meet the above criteria, and would like to be a part of the team, please send an application with a detailed C.V stating your experience, present employer, present position, current renumeration, testimony in Jesus, list of at least 3 referees, day-time telephone numbers and email address to :- jobs @ on or before Monday, March 22nd, 2010.

Only short listed candidates will be acknowledged

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