Job Title: Administration & Finance Manager
Job Ref: IFDC-IPNI
Open to Kenyan Nationals Only
IFDC focuses on increasing
productivity across the agricultural value chain in developing countries.
This is achieved by the creation and
transfer of effective and environmentally sound crop nutrient technology and
agribusiness expertise implemented in partnership with various Governments,
private sector institutions and other stakeholders.
It is in this context that we are
presently implementing Projects with IPNI and wish to recruit for an Admin
& Finance Manager to support IPNI activities.
IPNI and Organizational set-up: The
International Plant Nutrition Institute (IPNI) is a global non-profit,
science-based organization with focus on agronomic support to increase
agricultural productivity.
IPNI has active programs in Africa,
Australia/New Zealand, Brazil, China, Eastern Europe/Central Asia and Middle
East, Latin America-Southern Cone, Northern Latin America, North America
(Canada and U.S.A.), South Asia, and Southeast Asia. IPNI supports the global
fertilizer industry and is recognized world-wide in providing leadership in
agronomic research.
The IPNI program in sub-Saharan
Africa was started in 2010, and works with various institutions including the
private sector, national agricultural research and extension systems,
Universities, International Agricultural Research Systems and other
stakeholders to implement research and training programs to enhance
agricultural performance in Africa.
Objective: The overall purpose of this post is to support the IPNI Africa Region Director in the establishment and maintenance of a fully and efficiently functional office in terms of programme administration, financial and budgetary management, HRM and logistic support.
The position will provide leadership
and oversight to the administrative and financial operations of IPNI Africa and
act as the Director’s principal resource person in the preparation of HQ and
Donor reports.
The ideal candidate should have
strong leadership skills, and posses professional qualifications and experience
to lead accounting and administrative duties of the IPNI office to ensures the
correct and effective management of financial resources, in accordance with
IPNI’s procedures, guidelines and policies.
IPNI aims to work towards acquiring
independent institutional status and Accreditation with the Government of the
Republic of Kenya in the shortest possible time.
In the meantime, the appointee will
require the wit to juggle with and protect the delicate interests of all
Project collaboration partners as IPNI progressively acquires legal status and
rolls out of this arrangement.
The position is tenable in Nairobi,
Kenya.
Specific Responsibilities:
The immediate responsibility of the
appointee will be to review IPNI’s finance and administration management
systems, structure and operation environment in Africa and support the
development of a new program management system for the institution.
The appointee will also need to:
- Carefully review all the IPNI and hosting
institution policy tools including Governance policies and structures,
current operational strategy (Strategic Plan), Financial management policy
and accounts manuals, Account codes for nature of transaction and by
project,
- Understand the concept on which IPNI Africa
funds are managed within IPNI as a global institution. This includes
budget/project envelopes, mechanisms for donor accounting and reporting
etc.
- IPNI and hosting institutions human resource
policies and standard documentation, Standard Operating and Administrative
Procedures Manuals
Financial Management
- Develop and implement sound financial systems,
policies and procedures that ensure adequate controls are in place in
order to maintain proper books of accounts and to safe guard the assets of
the IPNI Africa Program.
- Design and coordinate implementation and
maintenance of financial operations and management information systems.
- Establish precise and complete expenditure
controls, ensuring that all commitments are properly approved and that all
expenditures are appropriately supported and are within budget
allocations.
- Ensure compliance with organizational
financial policies as well as statutory financial requirements
- Prepare monthly and annual financial reports
for IPNI and donor agencies.
- Coordinate with relevant program and support
staff on the management of issues that include but are not limited to:
Preparing monthly, quarterly and annual expenditure plans.
- Any other tasks which are necessary to further
the work of IPNI Africa’s financial management.
Administration
- Do situation analysis and stock-take the
office environment and the hosting arrangements with the IFDC, ICIPE, and
GoK with a view to ensuring that IPNI always gets value for its resources
in the arrangements.
- Will represent the Director in Hosting
agreement and office accommodation and facility negotiations and
arrangements.
- Maintain oversight on procurements, design and
print necessary stationery, and set up offices for basic functionality;
telephone installations, computers, furniture etc. Also register IPNI
Nairobi with UNDP-IAPSO for cheap procurements of project vehicles and
equipment.
- Manage personnel matters dealing with staff
issues such as, administering and management of contracts, working
conditions, conflict resolution etc.
- Assist with the preparation of legal
agreements for employees and outside contractors.
- Maintain effective working relationships with
the IPNI’s hosting institutions.
Key Competencies and Qualifications:
- Minimum: a University Degree in Finance,
Business Administration with HR related Discipline. Fully Qualified
Accountant with an international accounting body qualification or MBA is
an asset.
- At least 5 years of relevant working
experience with international research and development organizations.
- Strong computer literacy with high competencies
in excel and knowledge of accounting software.
- Ability to effectively manage a variety of
internal and external relationships, including relationships with donors.
- Good knowledge of international donors
procedures and security management.
- Excellent organizational skills with strong
attention to details.
- Ability to work with minimal supervision,
under pressure and ability to respect deadlines.
- Strong analytical, communication, and team
building skills.
Application Details:
Prospective candidates must submit a
letter of motivation and detailed CV, together with the names of at least two
referees by email to the Director, International Plant Nutrition Institute,
Africa Program. Email: szingore@ipni.net; ssa@ipni.net.
Closing date for application is 15 February
2015.
Date for commencement of duties is 1
March 2015.
The remuneration package, including
benefits will be competitive and commensurate with experience and
qualifications.
The initial position is expected to
be on a full time contract position for two years.
Closing Date for Application: 15 February, 2015
Closing Date for Application: 15 February, 2015