Trocaire on behalf of its partner
Bishop Gasis Relief and Rescue Foundation is advertising for the role of Finance and Grants Manager.
Background
to the role: This is a new position that has come
up following strategic decisions taken by the board that have led to
re-alignment of roles to address certain gaps within the organization.
The
role is aimed at positioning the organization to manage the increasing
portfolio of institutional/government funding.
Key
Duties and Responsibilities
A.
Leadership and Capacity Development
·
Provide strategic input and financial
management advice/assistance to the Senior Management Team (SMT) on all critical
decisions affecting the organization.
·
Provide strong and positive
leadership to the finance department ensuring competent and motivated staff are
hired and retained, providing efficient delivery of services.
·
Coordinate professional and personal
development of finance staff through adequate orientation, on-the-job coaching,
identification of learning, training needs and opportunities (e.g. in
accounting, Navision, grant management, risk management, leadership, etc.); and
succession planning.
·
Actively participate in the
operations management team meetings.
·
Facilitate management and other
non-finance staff especially project/program staff in understanding and
interpretation of financial statements.
·
Ensure finance policies and
procedures are understood by SMT, program management team and other technical
staff as appropriate.
·
Develop strong networks internally
and externally (other NGOs, banking entities etc.) through effective
communication, relationships for the benefit of the organization.
·
Adhere to key policy documents –
vision, mission, staff code conduct among others
·
Contribute to the development of the
organizational strategic direction and priorities.
B.
Planning, Budgeting, Analysis and Grant Management
·
Coordinate the financial planning and
budgeting process: provide leadership in preparation of the annual budget and
consolidating all program/project budgets into the overall organization budget
according to prescribed formats and standards.
·
Coordinate with program/project
management staff closely in the preparation of proposal budgets as well as any
budget revisions as necessary, ensuring all the necessary costs are included in
grant budgets.
·
Prepare annual detailed core office
management support/administrative/overhead budget; ensuring the budgets incorporate
core staff structure, and infrastructure for the organization.
·
Develop/maintain a system of tracking
all funding raised by the organization ensuring all the relevant key
information pertaining to each grant/funding source such as project no. project
description, start date, end date location total commitment per agreement,
total amount received plus other information is captured.
·
Develop/maintain all donor compliance
checklist with key compliance regulations, requirements and specific time
lines.
·
Ensure all grant files are maintained
with all key documentation related to the grant/funding: Key documents should
include but are not limited to the following:
a. Grant agreements and amendments
b. Approved Proposals and grant
budgets
c. Interim and final donor financial
reports
d.
Key correspondences with donors
·
Provide management with support in
financial analysis and forecasting/projections that provide the ability to
forecast scenarios, keeping the management updated on the funding situation at
all times including projected funding/cash deficits.
C.
Fiscal accounting, compliance, monitoring and reporting
·
Coordinate the submission of timely,
accurate and complete relevant financial reporting to the SMT for internal
management use and in line with donor requirements.
·
Ensure adherence to set policies,
procedures and guidelines as stipulated in the organisational Financial Manual
and other documents, including – but not limited to: cash management, grant
compliance, planning & budgeting, year-end closing, funding carry-forward,
accounting and reporting.
·
Establish and maintain cash
management systems that ensure the availability of cash/funds for project
implementation and other office cash needs.
·
Monitor actual expenditure against
budgets enforcing discipline to ensure adherence to budget provisions.
·
Initiate corrections and budget
revisions where necessary in a timely manner.
·
Review the reconciliation of actual
cash/funding received against signed donor agreements and follow up on any
outstanding out-standing items.
·
Provide regular analysis of
Project/Grant financial reports and timely feedback to Project/Grant managers
for program/project decision making.
·
Follow up on implementation of audit
findings and determine what support is needed to ensure complete implementation
of all audit findings.
D.
Stewardship
·
Provide cost analysis and make
recommendations for determining effective resource utilisation at all levels of
the organisation
·
Contribute to the development of
appropriate policies and procedures that promote cost efficiency and
stewardship collaboration other key operations staff.
·
Develop / update and implement a
robust capital assets & equipment management policy – ensuring that the
organisational assets are properly utilised and safeguarded.
E.
Financial Risk Management and Controls
·
Define and implement efficient and
effective internal control systems including, policies and procedures that
provide appropriate levels of security and control over organisational assets,
resources and operations.
·
Manage the financial systems and
controls and ensure they are in place to avoid significant finance audit risks
at an institutional and project/program levels.
·
Coordinate management responses to
institutional and project financial audits, and ensure that related audit recommendations
are implemented in a timely manner at all levels.
·
Take lead in the statutory and
program audits to ensure that adequate audit documentation and checklist are
provided to the auditor in timely manner to facilitate smooth audit processes.
·
Manage Financial Risk ensuring
appropriate controls are in place to mitigate against principal financial risks
·
Develop and ensure the implementation
of anti-corruption and fraud policies, and strategies.
Persons
Specification – Essential Requirements
·
Internationally recognised
professional accounting qualification (CPA, ACCA)
·
A degree in finance and/or accounting
from a recognised university. An advanced degree in accounting/finance/business
administration will be an added advantage.
·
At least five years post qualification
experience in financial management and supervisory experience as the head of
the finance function/department preferable in the humanitarian/NGO sector
·
Must have multi-donor financial
management experience and donor grants including government
·
Skills in developing, delivering and
evaluating training for staff members.
·
Good communication and negotiation
skills
·
Demonstrated ability to work with a
participative style within teams.
·
Proactive and able to take initiative
in addressing work related challenges.
·
Good organisational and planning
skills **
How
to apply:
Interested
candidates should send their applications with the subject Finance and Grants
Manager to Human Resources Officer , BGRRF on recruitment@doe-nairobi.org and
copy hrkenya@trocaire.org .
Applications
will be reviewed as they come and only shortlisted candidates will be contacted
Closing
date: 08 Dec 2016