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Director of Finance and Administration Job in Kenya

icipe — African Insect Science for Food and Health is an intergovernmental organisation funded by governmental aid agencies, UN organisations and private foundations to carry out research and training in environmentally sound and sustainable management of arthropods for improving health and agricultural productivity in the tropics.

icipe has 400 staff to support its research and capacity building programmes located at various sites in Kenya and Ethiopia.

icipe wishes to urgently recruit a suitable person to fill the position of Director of Finance and Administration.

This is an international appointment with a salary and benefits package in USD.

The position is tenable in Nairobi, Kenya at the icipe Duduville campus.

This is a three-year contract that is renewable based on performance.

A competitive compensation package will be offered to the right candidate.

Overall purpose of the job

This position performs a variety of duties resulting in maximum return on investment of all financial, human and operational resources, including planning, organising and directing all aspects of accounting, budget and finance units.

This also includes the development/administration of policies and procedures relating to finance, accounting, internal controls, budget process, audits, organisational structure, financial information system development and the security of all financial systems.

Specific Duties:

A. Financial management
  • Oversees and manages the Centre’s assets. Develops, directs and ensures sound accounting and cash management procedures and policies for the Centre.
  • Establishes, coordinates and monitors accounting systems to track overall operations.
  • Responsible for the oversight of Investment Policy, including regular and frequent assessments of counterparty risk.
  • Reviews, analyses and makes recommendations on grants, donations, inventory, and general operating procedures to assure maximum return on financial and human resources in consultation with the Director General.
  • This includes identifying fixed costs, profit and cost centres, and conducting break-even analysis.
  • Invests and monitors the Centre’s funds as appropriate and within the guidelines/mandates set by the Centre and its Governing Council.
  • Recommends to Management and the Governing Council low-risk investment policies to maximise investment returns.
  • Develops internal control systems and investment procedures to safeguard and enhance the Centre’s assets.
  • Develops appropriate systems, procedures and guidelines on conversion of assets into operational use.
  • Protects company assets by establishing, monitoring and analysing internal control systems. This includes enhancing the annual budgetary process, and implementing systems that help minimise likelihood of human errors, inconsistencies, and misappropriation of funds.
  • Oversees and manages the timely and accurate preparation of all financial documents for Management and Governing Council Reports, for the Centre’s Annual Report, and other such documents, in coordination with the Heads of Department, Project Leaders and Senior Management.
  • Examines and verifies periodic financial statements to ensure completeness, accuracy, timeliness, and conformance with appropriate guidelines.
  • Manages long- and short-term cash needs.
  • Maintains relationships with financial institutions in conjunction with Senior Management to guarantee the best rate of return.
  • Maintains adequate sources for the Centre’s current borrowings from commercial banks and other lending institutions.
  • Invests the Centre’s funds as appropriate and within the guidelines set forth by the funding documents or financial procedures.
  • Assures adequate placement, training, and evaluation of accounting personnel resulting in an atmosphere that encourages motivation, innovation, teamwork and high performance.
  • Manages and evaluates performance of personnel and ensures quality of service to internal/external customers and technical expertise.
  • Coordinates, develops and maintains long-range strategic plans of the Centre. 
  • Assesses the financial and informational requirements implicit in these plans and develops alternative ways in which financial and informational requirements can be achieved.
  • Oversees and maintains sound accounting practices, procedures, and policies for the Centre.
  • Establishes and maintains filing and record retention system for the accounting department.
  • Develops, directs and monitors the Centre’s budgetary procedures. Provides strong leadership and guidance to all budget managers in developing, amending and monitoring budgets within established guidelines.
  • Oversees and manages Centre’s annual audited financial statements. Coordinates and manages all external audit activities, including negotiating fees and compliance with all donor and legal obligations.
  • Organises and follows-up on auditor’s needs and reports any substantial financial and/or operational improprieties directly to the Audit Committee and the Governing Council.
  • Liaises with donors, collaborators, etc. to ensure their requirements regarding reporting.
  • Ensures accountability and transparency are fulfilled.
  • Ensures financial compliance outlined in donor agreements.
  • Reviews, analyses, recommends and implements technological enhancements that contribute positively to the bottom line.
  • Oversees and manages the Sun System accounting system activities.
  • Researches and recommends new business opportunities.
  • Performs acquisition analysis to determine cost-and-benefit of expansion, or reduction of overall operations.
  • Represents the Centre and advises in icipe financial interests, particularly those which might occur as a result of icipe’s participating in joint ventures or other capital investments.
  • Assists other Directors with developing and implementing an ongoing business plan.

B. Human Resource, Technology and Administration
  • Responsible for all administrative aspects of icipe, including but not limited to, administrative staffing, facilities, IT/telecommunication systems, database management and procurement.
  • Directs the Human Resource/Personnel function of icipe, including employee policy handbook, performance appraisal, grievance procedures, discipline, policy and procedure, benefits administration and payroll.
  • Provides strategic analysis and advice to the Director General and the Governing Council ensuring ample security of institutional materials, assets and information.
  • In liaison with the Director General and Director of Research, plays a significant role in long-term implementation, planning, and leading initiatives geared toward institutional operational excellence.

C. Other functions:
  • Improves and maintains technical competencies by reading professional literature, attending seminars, building professional networks and participating in specialised studies, as appropriate.
  • Improves and maintains professional competencies, including knowledge of applicable laws and regulations, advances in financial management and information systems, general procedure and guidelines, etc.
  • Maintains a clear understanding of how each law and regulation applies to the day-to-day responsibilities of the position.
  • Maintains a thorough knowledge and understanding of general business, office and departmental procedures, including all Centre policies and procedures as they apply to this position.
  • Serves as Chief Risk Officer, including coordination with a robust Internal Audit function.
  • Serves as Chief Financial Advisor, anticipating issues and reporting directly to the Director General.
Requirements / Qualifications:
  • A  university degree in finance, business or other related area (Masters in Business Administration degree from a recognised university and Chartered or Certified Public Accountant designation are a plus).
  • Advanced analytical and financial skills required, including ability to analyse and solve problems efficiently and effectively.
  • Ten years of accounting experience, five of which were continuous and in a managerial position.
  • Experience must include international finance management, and policy analysis and development.
  • Experience with international development, research institutions, or donor organisations, is preferred.
  • Excellent computer skills, including spreadsheets, databases and knowledge of financial information systems software, required. Familiarity with Sun Systems and Microsoft Office applications highly desirable.
  • Excellent command of the English language, and good communication skills, both written and verbal.
  • Ability to effectively present financial information to personnel at all levels of the organisation, Governing Council, the donor community, and others.
  • Ability to speak French preferred.
  • Excellent leadership and management skills necessary, including ability to communicate visions and directives, and to motivate staff to meet goals and objectives. High level of organisation and planning skills essential.
  • Willingness and ability to train staff and engender team building.
  • Ability to work effectively under pressure, meet deadlines, maintain a high degree of judgment, especially when working with information that is confidential in nature.
  • Ability and willingness to contribute constructively to the management team.
  • Ability to react to change productively.
  • Must be able to handle multiple tasks that have sensitive completion dates and times.
  • Well organised, attentive to detail and maintains a hands-on approach.
  • Ability to analyse and solve problems. Ability to interpret a variety of instructions presented in written, oral, diagram or schedule form.

Disposition

Excellent interpersonal skills required, including ability to interact effectively with staff at all levels as well as colleagues; donors and funders, IGO, NGO, UN Agency personnel; and individuals with diversified backgrounds and nationalities.

Reporting

This position reports to the Director General. On a daily basis, this position interacts with donors, suppliers, and all senior levels of staff.

Supervision

This position supervises: Finance and Administration Managers – HR Manager, Legal Officer, Finance Managers, ICT Manager, Guest House Manager, Security Manager, Business Managers.

The selected candidate should be available to start as soon as possible.

How to Apply

All applications must arrive via email on or before March 25, 2014 or until the position is filled.

Interested applicants should submit:

(a) a confidential cover letter,

(b) detailed CV with names and addresses of 3 referees (including e-mail addresses, fax numbers), and

(c) a one-page write-up on how you consider yourself suitable for the job, to dfa.applications@icipe.org


icipe is an Equal Opportunity Employer

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