Job Title: Director of Finance and Administration
Industry: NGO
Location: Chogoria
Gross
Salary: Kshs 250k – 350k
Our
client is an NGO dealing with community development in the areas of health,
micro-enterprise and capacity building outside of Nairobi.
They
are seeking to hire a Director of Finance and Administration who will be
responsible for providing strategic leadership in business and financial
planning, monitoring, management and reporting, including the development of
policies, systems and processes that would safeguard the financial resources
and lead to the attainment of set goals and objectives.
Key
Responsibilities
Finance
Department Oversight
· Responsible for oversight of all finance activities of the organization (i.e.: cash & bank management, cash flow management, internal controls management, budgeting, reporting, tax issues and government compliance, payment processing and payroll, document management, inventory management etc).
· Supervise
the senior finance associate and the risk/compliance financial analyst
· Coordinate
monthly requests of funds, based on budget and cash flow projections, to ensure
that specific programs have all the necessary funds for the operations as
required
· Review
and consolidate monthly financial reports to ensure accuracy and to provide
regular feedback to senior management and the Board by the 10th of each month.
· Ensure
all financial plans, invoices, reports, and other financial documents and
transactions are accurate, timely, and consistent with the organization’s
guidelines and regulations.
· Verify
that appropriate segregation of duties exists to ensure effective support of
office and field operations, and to protect the integrity of the organization’s
financial and administrative operations
· Prepare
financial documents for auditing, ensure that accounts are audited yearly by
assigned company and facilitate in the best way possible the audit process
· Ensure
that all the procurement procedures are respected and are operational in
project offices in accordance with procurement principles
· Responsible
for the organization’s resources (staff, financial and material etc) and that
they are being utilized with good care and according to the spirit of the
organization
· Ensure
that stock and equipment management is effectively maintained and utilized
· Maintain
inventory tracking system and perform periodic reviews
· Coordinate
vehicles management, maintenance program, insurance and status monitoring
· Work
closely with the fundraising and grants coordinator/team
· Work
closely with the Micro-Enterprise and Public Health departments in regard to
financial matters
· Work
closely with the internal and external auditors
Budget
Management
· Be part
of the Board’s finance and budget committee
· Help in
the preparation of the annual budgets and forecasts with the finance and budget
committee
· Collaborate
with the program managers, coordinators and senior management in preparation of
initial programs’ budgets
· Provide
training in budget preparation to programs’ heads as need be
· Prepare
and monitor budgets to ascertain that spending occurs as planned and that
variances are anticipated, noted, corrected and explained as necessary
· Ensure
that key program personnel are aware of budgetary resources and are able to
monitor their budgets respectively
· Perform
financial review of purchase requests, purchase orders, and payment requests to
ensure compliance with the organization’s procurement policies, procedures and
donor’s grants and contracts requirements
· Monitor
burn rates, advise on spending projections, maintain and update the status of
obligated funds
Financial
Reporting
· Prepare
and revise finance and operations guidelines in order that they adhere to the
organization and legal requirements
· Prepare
monthly, quarterly, semi-annual reports, and consolidated annual fiscal
reports, and any other required donor submissions
Human
Resources, Administrative & IT Management
· Work
and supervise the HR officer to ensure that the human resource functions such
as:
1. Recruitment
& On-boarding,
2. Learning
& Development Guidelines,
3. Retention
Strategy,
4. Regulatory
oversight & Legal Compliance,
5. People
Management Strategies are properly resourced, structured, and well implemented
· Work
with the HR officer to properly establish proper administrative procedures and
guidelines for the organization in terms of administrative management &
information technology
· Support
to develop, prepare and implement safety and security policies and procedures
to establish a safe working environment
· Prepare
and submit various administrative reports
· Perform
other duties as assigned
General
· Contribute
to maintaining teamwork, discipline, sound work relationships and productivity
· Encourage
a work environment of mutual respect where team members strive to achieve
excellence
· Ensure
that proper communication channel is maintained between all offices and
relevant people
· Keep
sound and effective relation with local partners and authorities
· Ensure
the Organization is well represented in the community that it serves
Requirement
and Qualifications
· Master’s
degree in Finance, Business, Accounting or a relevant field
· Bachelor’s
degree in Finance, Business, Accounting or a relevant field; professional
qualification in accounting desired
· CPA (K)
and member of ICPAK or any other recognized professional accounting
qualification
· Minimum
of seven years of experience managing finance for an NGO; in-depth knowledge of
NGO financial management, rules and regulations
· Minimum
of seven years of experience managing, in increasing roles of responsibility,
finance, procurement, administration, logistics and/or human resource-related
matters for an NGO
· Proven
ability to prepare multi-year budgets, donor financial reports and NGO audits
· Strong
analytical, leadership and interpersonal skills; demonstrated ability to lead
and work effectively in team situations as demonstrated by the ability to work
both independently and within a team
· Assess
priorities and manage a variety of activities with attention to detail
· Exceptional
written, oral, interpersonal, and presentation skills and ability to
effectively interface with senior management
· Excellent
oral and written communication skills in English
· Expert
computer skills in Microsoft Office applications, including Word, Excel,
PowerPoint and Outlook
· Very
good knowledge of using QuickBooks and/or any other major accounting software
used by NGOs
· Ability
to demonstrate traits of being a team player with colleagues; both senior and
junior through respect and understanding
· Experience
as a leader, coach, mentor and staff trainer to develop the financial skills of
colleagues
· Proven
leadership and capacity in negotiation and conflict management
· Demonstrate
experience to provide technical assistance to the organization and conduct
training with diverse levels of expertise
· Superior
management skills; ability to influence and engage direct and indirect reports
and peers
· Ability
and willingness to be very flexible and accommodating in difficult and changing
working circumstances
· Personal
commitment to gender equality, child rights and social inclusion
How to
Apply
If
you are up to the challenge, possess the necessary qualification and
experience; please send your CV only quoting the job title on the email subject
(Director of Finance and Administration – NGO) to
vacancies@corporatestaffing.co.ke before 15th January 2023