Job Title: Finance and Administration Manager
Description of the unit / department: Finance & Administration
Description of the unit / department: Finance & Administration
Background to the Role: Responsible
for providing financial and accounting management in compliance with Trocaire’s
policies and donor requirements and Generally Accepted Accounting Principles
and ensuring the financial integrity of South Kordofan program with regards to
controls, systems and financial reporting
Contract Type: Fixed
term
Contract Duration: 1 year renewable
Grade and Scale: Grade 6 Step 1
Location: Kenya, Nairobi
Responsibilities:
Finance and Governance in Partner
Organisations
- Play a lead role in and or advise the
programme representative/manager on partner training needs in relation to
compliance with donors’ audit and financial management and corporate
governance requirements.
- Review the programme monthly and annual
reporting, follow up to ensure these reports are completed within set
timelines and in line with the requirements of the Trócaire partner
governance & finance manual.
- Contribute to strategy at country level around
partner capacity building, as a member of the programme management team.
Financial Control and Reporting
- Ensure timely & accurate preparation of
monthly management accounts for budget-holders and programme management to
ensure that management can monitor budget utilisation and take appropriate
action on any significant variances.
- Ensure timely & accurate preparation of
reports for Trócaire Head Quarters, Institutional donors and CI Appeal.
- Customise the Trócaire finance & budgeting
manual and programme management tools in view of meeting all local
statutory requirements and other requirements that relate to the local
operating environment.
- Closely monitor all programme activities and
keep the programme representative/manager and international accountant
advised of all situations which have the potential for a negative impact
on internal controls or financial management.
- Finalise year end accounts for the external
auditors and provide any ad-hoc financial reports as required.
- Play a lead role in managing donor and
internal control audits as required and the response and implementation of
any recommendations.
- Maintain an effective & efficient system
of internal controls which comply with Trócaire’s financial guidelines.
- Ensure adequate controls over cash & bank
management are constantly monitored & updated to minimise the risk of
fraud or misappropriation.
- Assist with investigations into alleged fraud
or irregularities.
- Ensure that all financial records &
accounts are compiled timely, accurately and in line with international
accounting standards & donor regulations.
- Ensure that the programme financial operations
comply with legal & statutory requirements e.g. audit & financial
reporting to all relevant national authorities.
- Ensure efficient and effective treasury and
foreign currency management practices are in place.
- Follow up on the fund/Institutional funds
reconciliation process on an ongoing basis until consumption of all
related funds. Ensure that an internal final report is prepared with an
overview of expenditure.
- Work with other financial staff to make sure
that Trócaire realise the highest possible return from any financial
transaction. This includes assessing interest rates on company bank
accounts, and planning the issue of payments so that the maximum amount of
interest is generated from those accounts.
- Assist the programme representative/manager in
the management of the risk process, including acting as control owner over
relevant corporate governance and financial management risks and ensuring
that appropriate controls and mitigations are both in place and regularly
reviewed.
- Ensure confidentiality and security of program
financial information is maintained in line with the organization
financial policy. This will include ensuring that adequate backup
arrangements exist for all the organisation’s data as required
- Review donor reports ensuring financial
information is in line with donor requirements.
Staff and Partner Capacity Building
and Networking
- Provide technical financial management advice
and expertise to the program management and partner finance team.
- Work with the programme partner by advising
and guiding the set-up of accounting systems and procedures that are
required by Trocaire and donors monitor implementation, highlighting any
shortfalls and agree required management actions with relevant staff.
- Identify the need for, and undertake/identify
opportunities for financial training of the partner to ensure an
understanding and awareness of Trócaire’s financial and internal control
procedures as well as compliance for differing institutional donors
- Be able to consolidate different financial
reporting and compliance requirements for one overarching programme and be
able to communicate and implement effectively and coherently at Trocaire
and partner level
- Assist in the induction and orientation of
program staff with particular attention to design of an induction
programme for direct reports and assist where an indirect reporting line
is in place.
- Attend and actively contribute to regional and
global finance meetings as required.
- Liaise with the finance managers of other
INGOs in country as required.
Internal Systems and Processes
- Ensure that the systems in place enhance, as
far as possible, the efficiency & effectiveness of the manner in which
assets are utilised.
- Ensure that the global accounting package
(Agresso Business World) is maintained and utilised in an appropriate
& effective manner.
- In consultation with the institutional funding
officer establish & maintain a donor financial management system in
order to ensure efficient & accurate reporting to donors.
- Closely monitor all financial activities, and
keep the program representative/manager advised of all situations which
have the potential for a negative impact on internal controls or financial
management performance.
Budgeting
- Lead in the preparation and finalisation of
programme budgets, budget reviews, revisions and multi annual plans.
- Review with the management team monthly
reports as available on Agresso Business World and ensure follow up of any
issues or variances arising.
- Review all budget proposals prior to
submission to an institutional donor providing the country programme
manager of an opinion on the ability of Trócaire to meet the financial
contractual obligations.
Other Responsibilities
- Reconcile all balance sheet items on a monthly
basis, in accordance with Trócaire policies & procedures.
- Ensure sufficient funds are maintained in bank
and cash accounts and initiate requests to Head Quarters for additional
funds.
- Any other duties as set out by the supervisor
Person Specification – Essential
Requirements (E)
(E) Qualification
- Internationally recognised professional
accounting qualification (CPA, ACCA)
(E) Experience
- At least five years post qualification
experience in a finance/accounting role. This should include at least
three years’ experience in an overseas position in the NGO sector.
- Must have multi-donor financial management
experience
(E) Skills
- Skills in developing, delivering and
evaluating training for staff members.
- Excellent communication and negotiation skills
(E) Qualities
- Demonstrated ability to work with a participative
style within teams.
- Ability to work on own initiative.
- A commitment to social justice and the ethos
of Trócaire.
(E) Other
- Computer literacy, particularly in Microsoft
Office Programmes such as Word and Excel as well as accounting packages
& other database competencies.
- Ability to work under pressure of deadlines.
- Motivated.
- Good organisational and time management
skills.
- Effective team member.
- Understanding of development issues.
Person Specification – Desirable
Requirements (D)
- (D) Qualification: Graduate qualification in
accounting and financial management
- (D) Experience: Design and delivery of
financial training;
- (D) Skills: Experience working with navision
financial management software
How to Apply:
Trócaire recruitment and selection process reflect its commitment to People in Aid Code of Good Practice.
Trócaire recruitment and selection process reflect its commitment to People in Aid Code of Good Practice.
Prospective applicants must be
committed to safeguarding children and adults against all forms of exploitation
and abuse by signing Trócaire’s Safeguarding Programme Participants Policy.
Interested applicants, who meet the above requirements, should send their CV and cover letter to the Human Resources Officer through the following email address: hr@trocaire.or.ke with the subject of the email as Finance and Administration Manger by 2nd January 2015.
Interested applicants, who meet the above requirements, should send their CV and cover letter to the Human Resources Officer through the following email address: hr@trocaire.or.ke with the subject of the email as Finance and Administration Manger by 2nd January 2015.
Applications will be reviewed as they
come and only shortlisted candidates will be contacted.
