Organisation: Marie Stopes Kenya
Job Title: Finance Manager
Duty Station: Support Office, Nairobi
Reports To: Finance Director
Liaises With: Cmt, Smt, Project Managers And Other Team Members.Job Title: Finance Manager
Duty Station: Support Office, Nairobi
Reports To: Finance Director
Salary: Kshs 250,000-300,000.
Job purpose:
The Finance Manager is a key member of the Senior Management Team and is responsible for the sound planning and management of the organisation’s finances with the aim of helping to achieve long term financial sustainability.
He / she will play a critical role in managing resources
effectively, internal & external reporting as well as maximizing the
organization’s results-based focus.
The Finance Manager will work in close collaboration with other
managers and will be required to travel within Kenya to achieve objectives.
Overall Responsibilities Of The Post:
1. Financial Management / Control and Statutory Compliance
Objective: To ensure that MSK income and expenditure are tightly controlled and in compliance with national statutory requirements. Planning and management decision making are undertaken on the basis of sound financial information and advice.
- Oversight
of all Finance and Accounting activities, including responsibility for
financial & management reporting, donor reporting, designing and
implementing systems of financial control throughout the organization, budgeting
and forecasting.
- Responsible
for the effective performance & control of all finance functions
including cash receipts, billing & accounts receivable, cash
disbursements & accounts payable, payroll, general ledger,
grant/contract invoicing, bank reconciliations, cash flow, and preparation
of financial statements.
- Provide
monthly and quarterly management reports, including financials and key
metrics, to the Country Management Team, Board of Directors, & MSI
London including other reporting as required.
- Develop
systems for timely and accurate donor reporting that meet both donor &
MSI reporting requirements
- Design
& implement systems of financial control throughout the organization
both within SUN, but also through maintenance & development of
policies and procedures in the Support Office, in the field and in all
clinics.
- Responsible
for the supervision and development of the Finance Team including
provision of appropriate training and support.
- Preparation
and monitoring of the annual and quarterly budget development process in
collaboration with the Senior Management Team.
- Maintain
accurate and up-to-date financial forecasts and cash flow projections
- Monitor
actual-to-budget variance analysis and reporting
- Oversee
the preparation of the annual audit, review of audit reports and
preparation of tax reports and Returns to NGO board.
- Fulfil
a company secretarial function, ensuring the timely and accurate
fulfilment of all local and statutory reporting requirements including
audit, tax and company filing requirements
- Lead
the implementation of the upgrade to the SUN financial system
- Manage
the overall accounts and take direct responsibility for ensuring that
these are timely are properly maintained and capable of being fully
explained at all times.
- Ensure
that all national statutory requirements are observed: keeping up to date
with relevant changes in labour laws and fiscal legislation and making
sure that these are incorporated into MSK’s policies and procedures.
- Ensure
that the highest levels of internal controls are in place: minimising the
potential risk to Marie Stopes Kenya’s assets by continuously monitoring
standards and the adherence to these. Take action to improve these
internal controls as necessary.
- Liaise
with the Auditors to facilitate successful completion of the annual audit
and statutory accounts and draw any recommendations to the attention
of the SMT.
- Report
serious or inconsistent anomalies to the Country Director.
- Undertake
financial planning, leading the financial aspects of the annual business
planning process and contributing actively to strategic planning.
- Prepare,
present and monitor the annual budget in line with strategic and business
plans
- Provide
regular, timely, accessible and needed information to the SMT and guide
and support them to take account of this to inform management decision
making
- Provide
SMT with creative ideas for minimising costs and maximising revenues.
- Participate
in quarterly performance reviews with SMT and provide support and feedback
- Review
monthly performance of Centre Managers from a budgetary control aspect and
working with the Clinical Services Director help Centre Managers in
critically assessing opportunities to improve clinic income and reduce
costs so as to improve sustainability.
- Prepare
and present annual cash flow projections, monitor monthly on a cost centre
basis and advise SMT of any action required.
- Ensure
that optimal prices are achieved for the procurement of all goods and
services and take overall responsibility for stock control and cost controls
across the organisation.
- Ensure
that overdraft limits are not exceeded and keep track of all payments and
receipts.
2. Team leadership
Objective: A motivated and productive MSK Finance team and financially well informed MSK managers.
Objective: A motivated and productive MSK Finance team and financially well informed MSK managers.
- Performance
manage Marie Stopes Kenya’s finance assistants (currently four at support
office level) to include recruitment, induction, appraisal, motivation,
and discipline in line with MSK policies and procedures.
- Ensure
that skill requirements are identified and the Finance Team members
receive appropriate training and development
- Provide
financial induction, training and guidance to the management team and
clinic teams.
- Manage
the overall work process of a Finance unit by ensuring effective work
assignments, supervision and development to ensure availability of
competent and well motivated staff.
3. External financial reporting
Objective: External Development Partners, MSI and other key clients are satisfied with the standard of financial reporting
Objective: External Development Partners, MSI and other key clients are satisfied with the standard of financial reporting
- Submit
monthly, quarterly & annually financial reports to MSI London
according to agreed timetable.
- Assist
Grant and Compliance Manager to submit financial reports in donor
specified format according to agreed timetable.
- Assist
Grant and Compliance Manager to ensure budget proposals to donors maximise
contribution to overheads. .
- Assist
Grant and Compliance Manager to monitor the allocation of donor restricted
income and expenditure to ensure that donor reports are accurate.
- Coordinate
financial aspects of External Development Partners visits and develop
their awareness of MSK management information systems.
4. Systems management
Objective: Marie Stopes Kenya support office has efficient and effective systems and databases
Objective: Marie Stopes Kenya support office has efficient and effective systems and databases
- Ensure
MSK’s systems are operational at all times.
- Ensure
that all systems are adequately backed up and updated, if necessary with
the support of an external organisation.
- Take
responsibility for maintaining user administration and security on all
systems.
- Take
responsibility for ensuring the MSK mail server is fully functioning and
operational.
5. Other duties.
Develop and maintain contacts with banks, development partners and other NGOs.
Represent MSK at meetings with External Development Partners as needed.
Perform any other additional duties assigned as necessary to you by the Finance Director
Performance Indicators
The performance of the Finance Manager will be regularly appraised by the Finance Director and will be judged after the end of the probationary period by:
Develop and maintain contacts with banks, development partners and other NGOs.
Represent MSK at meetings with External Development Partners as needed.
Perform any other additional duties assigned as necessary to you by the Finance Director
Performance Indicators
The performance of the Finance Manager will be regularly appraised by the Finance Director and will be judged after the end of the probationary period by:
- Financial
reports to External Development Partners and MSI are accurate and timely.
- SMT
have timely, accessible and needed financial information and guidance to
use in decision making
- Statutory
obligations are fully complied with
- Successful
audits are conducted and audit recommendations are minimal
- Finance
team undertake their roles effectively
- Timely
and correctly provide financial information to Finance Director &
Country Director.
Qualifications and minimum requirements:
- University
degree in accounting or Finance from a recognised university
- CPA
(K) or equivalent
- At
least 5 years post qualification experience in a position of financial
management responsibility in a NGO environment.
- Must
be computer literate and the relevant accounting software for example
quick books.
- Knowledge
of donor rules and regulations.
Personal Attributes
- High
integrity, self-driven and able to set own work schedule with rigorous
deadlines.
- High
level of professional, people management and customer care skills.
- Ability
to initiate and complete assignments and to work under demanding
circumstances with minimal supervision.
- Strong
organizational, supervisory, problem-solving, interpersonal,
communication, team building and negotiation skills.
- Significant
experience in financial management, budgeting, and operations management
experience either in the commercial or NGO sector
- Professional
and independent working style, highly motivated and well- organised with
the ability to work manage multiple tasks and projects at a time
Applications quoting the position title with detailed CVs with
contact details of 3 referees should be submitted to:
People and Development Dept using pd@mariestopes.or.ke
On or before 30th April, 2013
NB: Please clearly indicate on the subject the position applying for ‘Finance Manager’
Marie Stopes Kenya is an equal opportunity Employer