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Finance and Administration Manager Job in Kenya

Vacancy: Finance and Administration Manager 

Partners for Health and Development in Africa (PHDA) is an international NGO working to increase access to health for the disadvantaged communities in Africa through systems strengthening, research, program development and partnerships. 

PHDA is sponsored by the University of Manitoba, Canada and is currently implementing the University programs in HIV Key populations programming and Research in Kenya. 

PHDA has a vacancy for Finance and Administration Manager who will manage the finance and administration for a group of projects under PHDA. . 

We are looking for a self-motivated finance savvy person with the requisite administrative experience and is excited to work in a rapidly growing organization that offers opportunities for career development. 

Reporting to the Head of the Programs and working closely with the Chief Executive Officer and other project leads, the Finance and Administration Manager will have the following responsibilities:- 

Finance and Accounting:-
  • Oversee the preparation and keeping of the project books of account; including monthly project financial reports and financial forecasts for decision making to facilitate forward planning of project operations.
  • Manage the preparation of the statutory annual accounts and ensure timely filing of annual and other statutory returns related to assigned projects.
  • Manage and maintain all project financial records, assets, liabilities, structures in accordance with PHDA rules and regulations and donor reporting standards
  • Manage and maintain accurate cash flow forecasts. Offer timely review of cash position for project accounts to ensure sufficient funds are on hand for disbursement.
  • Manage the projects’ cash flow by preparing regular cash-flow projection and requesting funds transfers from University of Manitoba as necessary.
  • Maintain relationships with suppliers and other stakeholders to ensure healthy organization operations.
  • Analyze and track implementation of contracts with various partners, providing routine report on implementation lapses and the financial consequence of each.
  • Manage the financial reporting and audit requirements to ensure that internal and donor requirements are met, this will include the preparation of financial statements, budget narratives and funds requests on a timely basis in compliance with statutory requirements
  • Manage project Administrative function in an efficient, cost effective manner.
  • Oversee Procurement and Travel/Logistics functions for the TSU project
  • Oversee adherence to office budgets, determining solutions to admin concerns raised by projects, and leading negotiations/relationships with / project Partners.
  • Oversee the maintenance of an asset register, ensure the facility is managed properly, and ensure proper and cost effective maintenance of insurance policies in conjunction with PHDA management
  • Work with program leads to develop appropriate consultant agreements.
  • Safe keeping of partners’ agreements, lease agreements, donor agreements and consultants/business contracts
Grant Management:-
  • Management of institutional donor contracts and budget all inclusive of budget construction rules, reporting, administrative and financial negotiation.
  • Ensure compliance of sub grantees to PHDA‘s financial and administrative rules and obligations.
  • Support project leads and CEO in development of partnership/Sub Award agreements.
  • Report and communicate on sub grantees on a monthly basis and on quarterly basis upon carrying out of field visits.
Qualifications and Experience
  • Minimum university degree in Commerce, Accounting or Finance and CPA (K)
  • Minimum five years relevant experience in a busy financial environment
  • Experience in managing donor contracts, and donor fund accounting within NGO settings
  • Working Knowledge of Sage pastel software/ Computerized accounting is essential
This position requires high integrity, good interpersonal communication skills, ability to multi task, a focus on results and proactive in finding solutions around finance and admin work 

How to apply: Applications from qualified and interested candidates should be sent by e-mail to

 If email is not possible, a hard copy can be sent via post to the following address: CEO PHDA: PO Box 3737 – 00506, Nairobi, Kenya. 

Applications should consist of an updated CV with current daytime telephone contact and a cover letter indicating the position applied for in the subject header and stating the expected salary. 

All applications must be received no later than December 16th, 2014. 

Only shortlisted candidates will be contacted.

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