HEAD OF FINANCE AND ADMINISTRATION (HFA) KENYA/SOMALIA REGIONAL OFFICE
Closing
date: June 6, 2021
CEFA – the European Committee for Training and Agriculture (Comitato Europeo per la Formazione e l’Agricoltura) is an Italian NGO, which was established in 1972 and is currently active in 10 countries across Africa and Latin America. CEFA lays its foundation on the principles of solidarity and cooperation between the different regions of the world in the name of Justice, Human rights and peace. CEFA believes in the development of communities and local institutions, aiming to improve families’ living conditions and communities’ economies through capacity building, awareness raising and advocacy for the protection of vulnerable person’s and their fundamental human rights.
Objectives
and general characteristics
The HEAD OF FINANCE AND ADMINISTRATION (HFA) is in charge of the overall
administrative and financial management of the Kenya/Somalia Regional Office.
- (S)he
supports the Regional Coordinator and Project Managers to ensure a proper
financial management of the Country missions and the projects.
- As a key
member of the Regional Coordination Team, the post holder will be required
to ensure the regional finance management, HR management and
administration are in line with internal HR policies and guidelines and
local legislations.
- (S)he
ensures program quality and compliance to the internal and donor’s
standards
- S(He)
supports and coordinate the procurement/logistic department, marketing and
funding processes of the program, through management of funding proposals
(BFU, forecast) and of timely and accurate financial reports.
- (S)he
supports the Regional Coordinator and the Project Managers in the
preparation of agreements setting the relationships between CEFA and its
partners or other organizations for the implementation of the projects.
Moreover (S)he ensures the correct administrative application of the
agreements, including the handover procedures.
- (S)he
reports to the Regional Coordinator and Administrative Desk in HQ
Areas
of Responsibility
Administrative
Organization
· In accordance with the Regional Coordinator and following the internal
procedures, (s)he recruits, supervises and evaluates the administrative and
support staff, ensuring that the local staff assigned to him/her meet the
requirements of professionalism and reliability necessary for the performance of
their work.
· (S)he ensures the application of the general organizational guidelines,
policies and procedures adopted by CEFA at the Regional office and at the field
offices . To this aims, (S)he supports the Regional Coordinator and Project
Managers providing adequate technical assistance and appropriate monitoring to
the field administration and finance, also through regular field visits as
required.
· (S)he ensures in every area of management the respect of the local law.
Book-keeping,
Finance and Budgeting
· (S)he ensures the preparation of the annual financial report and its
certification. (S)he is the contact person for the external auditors and
ensures the flow of information to the HQ.
· (S)he ensures the proper management of the bank accounts and contracts
with local banks.
· Based on information provided by the Regional Coordinator and Project
Managers, (s)he ensures the preparation and management of cash flows and budget
follow up for the Regional Office costs and supports the project Managers in doing
the same for each project.
· S(he) Checks and approve all fund requests coming from the PMs against
the available budget and send them to HQ by the 29th of every month
· S(he) elaborates and follow up Project Audits and General CEFA Audit.
· (S)he supports the RC and PMs in the development and revision of detailed
proposal budgets.
Project
management
· (S)he ensures the preparation of financial reports according to the
contracts signed with the Donors and CEFA’s internal procedures
· (S)he supports the Regional Coordinator in preparing the budget for new
projects, and the project managers for budget revision for on-going contracts.
· (S)he supports the Regional Coordinator and Project Managers in
monitoring the expenses by providing them with periodic follow up and
forecasts.
· S(he) prepares and update on a monthly basis the Country cash flows
(Kenya and Somalia) identifying the resources to cover structure and support
staff costs from the different project budgets and share it with the Regional
Coordinator and HQ
· (S)he supports the Regional Coordinator and Project Managers in planning
the annual financial reporting and in identifying the project financial needs
(this information will be consolidated in the country Cash-Flow).
Human
resources management, legal compliance
· (S)he prepare/revise staff contract in cooperation with the Regional
Coordinator and Project Managers and ensure compliance with the local
legislations and CEFA Policies and Procedures.
· S(he) manages directly all the Regional Office support staff
(procurement/logistic) and conduct performance appraisals and periodic reviews
as per CEFA policies and procedures
· (S)he ensures compliance of the legal obligations related to CEFA
presence in the country like the NGO registration with relevant ministries,
predispositions of agreements with Authorities and Local Partner, obtaining
work permits or other matters for expatriate staff or volunteers.
· (S)he reviews the contracts for signature highlighting to the Regional
Coordinator any points of concern or discrepancies from the Countries’ law
· (S)he ensures the proper administration management of local and
expatriate staff (including Visas, work permits, annual returns etc) in
accordance with local legislation and CEFA procedures
· (S)he ensure the management of the health scheme for all staff according
to CEFA HR Policy
Purchasing and Logistics
· (S)he oversees the administration, supervision and management of assets
acquired by CEFA.
· (S)he Analyzes all the projects’ procurement rule and general conditions
and ensure that CEFA’s procedures are in line with them.
· (S)he oversees contracts stipulation and purchase transactions of goods
and services complying strictly with donor and CEFA requirements, both at
project and Regional office level.
Management
Control
· S(he) makes sure that all administration and financial procedures are
followed by all admin, logistic and program staff.
· (S)he ensures the elaboration of the country budget on the basis of
information provided by the Regional Coordinator and Project Managers and the
preliminary financial statement in due time according to the format provided by
HQ.
· (S)he ensures the preparation of periodic internal expenses follow up for
internal use in line with CEFA requirements.
· (S)he ensures the systematic monitoring of the accountancy to enable a
proper process of management control.
· (S)he undertakes quality assurance: periodic monitoring of all CEFA
accountants in Kenya and Somalia through internal audit to all the projects
using the European Administrative Toolkit and other tools.
· (S) he trains admin/logistic staff on anticorruption, and risk management
and reduction procedures.
The HFA is available to perform any additional duties required by the
Regional Coordinator and HQ Administrative Desk in line with the profile.
Mandatory
Requirements
· University level degree in public administration, business, economics,
financial management, or another relevant field
· A minimum of five years of financial management, grants management, or
similar experience At least three years of demonstrated successful experience
in an equivalent position in international relief and development organization
· Perfect knowledge of Kenya’s system and legal requirement for payroll,
taxes, NGO board requirements, labour law, audit and all other administrative
requirements for an INGO in Kenya
· Demonstrated effective verbal and written communication, negotiation
skills, multi-tasking and organizational skills.
· Proven ability to manage and monitor a diverse staff in multiple
locations
· Familiarity with major institutional donor’s financial management
requirements
· Demonstrated ability to work in stressful environments and under
pressure.
· Fluency in English language.
· High proficiency with Microsoft Office Suite, particularly Excel
· High proficiency with QuickBooks software
Desired
Requirements
· Possession of MBA or Master in a related field is a strong plus
· Experience in logistics, procurement and security matters is a strong
advantage.
· Previous work experience in Kenya and/or Somalia is a plus
· Experience in working in conflict-prone environments a plus.
· Knowledge of Italian language is a plus
How to
Apply
Interested and qualified
persons, with the required experience are invited to submit their application
to risorseumane@cefaonlus.it ; cc: vacancies@cefakenya.com
Email subject: HFA
KENYA-SOMALIA
Application to include
ALL of the following:
· CV, including 3
reference contacts (please include the last employer)
· Cover letter (1 page
maximum)
Please note only
shortlisted candidates will be contacted.
Due to the urgency of filling
this position, the applications received will be revised on a rolling basis and
the Management can close the vacancy before the indicated deadline as soon as
the suitable candidate is identified.