Vacancy: Finance and Operations Manager
The Finance and Operations manager (FOM) is responsible for the financial, logistical, human resources and administrative operations for the East, Central and Southern Africa Regional office.
The Finance and Operations manager (FOM) is responsible for the financial, logistical, human resources and administrative operations for the East, Central and Southern Africa Regional office.
Responsibilities
Finance
- Ensure sound financial management for the
office in compliance with donor requirements; manage monthly financial
reporting, bank reconciliation, cash flow analysis and management,
accounts / banking management, processing expense vouchers, check expense
claims foraccuracy, prepare requisition and payment voucher forms for
payment of bills, and prepare checks and wire transfers for
signature;
- Ensure timely submission of all monthly wire
transfer requests
- Prepare the Annual operating office budget.
- Ensure adherence to the financial policies,
procedures and practices; ensure compliance with governmental contracts,
sub-contracts, and donors agreements;
- Work closely with the regional office in Dakar
to facilitate annual audits; identify and coordinate audit process with
local audit firms;
Human Resources
- Develop and maintain Human Resources files for
regional staff and Country Directors; Ensure that all files contain
contracts, CV’s, Job Descriptions, Performance plans, tax information,
personal bio forms, VISA and work permits if applicable, etc.
- Prepare and ensure the accuracy of the monthly
office staff payroll that includes all applicable tax and benefits
deductions, and allowances; Ensure that the payroll is submitted on time
each month; Monitor timesheet submission and accuracy and ensure that the
staff and Country Director leave requests are tracked processed and
regularly updated in HR files.
- Manage payroll taxes for Office Staff –
primary contact with tax consultants and provision of all necessary
documents to ensure timely and accurate tax filing in compliance with
Kenyan Law;
- Set up employees benefits for the Regional
office staff including pension, medical insurance, severance package and
any other packages;
- Manage timesheets records for Regional
Directors; following up on submission to Headquarters; Maintain database
for timesheet submission records;
- Assist in the recruitment process for Kenya
and regional staff; liaise with recruitment firms, short-listing of
candidates, interviews scheduling; ensure consistent implementation of a
staff orientation process;
- Supervise the performance of the office
Administrative Assistant; provide regular coaching, mentoring and guidance
to build capacity and accountability; monitor task performance for
delegated administrative activates; conduct an annual review of
performance in compliance with performance management policy;
Administration
- Manage Kenya Visa, alien cards, and Work
Permits for International staff; Ensure timely submission and follow-up as
needed;
- Manage travel arrangements for International
and Local staff, consultants and visitors (routing, ticket and hotel
booking, visa application, computation of travel expenses), including
relationship with travel agents;
- Draft contracts, letters, documents as
directed by Regional Director;
- Manage facilities, vehicles, logistics
(transport, hotel and conference planning management, courier services,
etc.) and security; Address any maintenance and repair issues within the
facilities.
- Develop and manage an office
supplies/equipment management process that ensures adequate stock of
supplies to prevent stock-outs;
- Review and manage service contracts with
suppliers for required administrative services – including international
staff resident lease agreements, repair/maintenance, water, electrical,
office supplies, etc. to avoid disruption of services and supplies; ensure
that all service contracts are procured in compliance with the procurement
policies;
- Develop and maintain a records management
system that provides guidance to staff with regard to file and records
management, meets donor requirements for records and archiving, and
requires regular archiving of documents at secure locations (i.e. access
security and security against records damage due to climate conditions);
- Collaborate with ministries as appropriate for
monitoring administrative matters (customs clearing, tax exemption,
investment programs, application for permanent visa, memorandum of
understanding, etc.);
- Establish a close working relationship with
Regional Office on operations issues related to the office;
Procurement
- Manage the procurement process in compliance,
policy and requirements; maintain updated vendor lists and vendor
performance files;
- Supervise and ensure internal
controls/compliance within the different procurement processes – bid
solicitation/review/approval, purchase orders, documentation of
goods/services received;
- Supervise and ensure the consistency of
procurement records management; create and comply with standard records
file list for all procurement activities – Purchase Request Forms, Request
for Quotes/Bid Solicitation documentation, bid submissions, bid selection
and approvals, receipt of goods and services;
Internet and Communication Technology
- Together with regional and local IT support
ensure regular server security management – regular data back-ups, virus
updates, and to problem solve IT issues within the office-connectivity,
router, software and hardware issues, power supply, etc.;
- Ensure that all Computers and peripherals
(i.e. scanners, printers, etc.;) are protected from electrical supply
surges;
- Develop/update a computer replacement plan
that can be used to inform budget planning;
- Manage telephone systems together to ensure
proper tracking and billing for phone calls; Manage the use of cell phone
airtime and post-paid accounts through the development and maintenance of
a database;
Property Management
- Ensure that all property/equipment is
registered – include equipment descriptions, specifications, serial and
model numbers, Purchase Order Number, value, and budget source codes,
inventory label number;
- Develop and maintain the property management
database/inventory spreadsheet; update the database for each new purchase
of equipment;
- Supervise quarterly inventories to reconcile
database entries with physical counts of property within the office;
document and track property movements within and between offices and
document each physical count against the property inventory database;
- Ensure inventory records and database are
maintained in both hard and electronic copy; Document all property
dispositions and ensure that disposition of property is in compliance with
and donor requirements;
- Develop and manage office property management
process description; standardize process across all county offices;
Qualifications
- Master’s Degree in Business
Administration, Accounting, Business Management, or related field;
- CPA (K)/ACCA;
- Minimum 5 years’ experience in managing
support operation services – Administration, Human Resources, ICT,
Vehicles, Property Management, and Procurement Processes; previous
experience managing multiple operating services with international NGO’s
is preferred;
- Demonstrated experience in managing HR
administrative services;
- Practical Experience developing/revising
and/or adapting operations policies and procedures;
- Well established and practiced organizational
and planning skills;
- Computer Literate and Proficient in Microsoft
Office including Microsoft Word, Excel, and Outlook; Familiarity in
computerized accounting/finance systems (QuickBooks) an advantage;
- Ability to work well both independently and as
part of a team;
- Ability to manage multiple tasks
simultaneously;
- Experience with international organizations,
NGOs and other local development agencies an advantage.
- Experience with staff security and safety
issues is desirable;
- Good oral and written communication skills in English language; High language proficiency in both English and Kiswahili.
If you meet the minimum
qualifications, send your application with subject line ‘’Finance &
Operations Manager’’ to jobs@hcsafrica.com