Finance and Administration Manager
Purpose and General
Overview
The Finance and Administration
Manager oversees and mentors the Finance and Administration team that support
the CSSF programme in the three cross boarder countries. More specifically, the
position is responsible for:
- The
smooth running of the component of the programmes that are implemented
through local Partners and Interpeace, including compliance, training,
capacity building and internal audit
- Reporting
to donors
- Oversight
of all audits in the region
- Management
of existing financial systems and recommendations for improvement/enhancement
of the systems
- Oversight
of the Administration function and responsible for the day to day running
of the programme.
The Finance and Administration Manager works closely with Programme colleagues to deliver coordinated, coherent and compliant financial management for the CSSF Programme. The position also interacts frequently with auditors, providing information and justification for financial management in the region. S/he also works closely with implementing partners to oversee, monitor and build their capacity for financial management.
The Finance and
Administration Manager travels may be required to travel regularly within
countries where the programme will be implemented.
Key objectives
- Accounting
and finance software is up-to-date and in line with Interpeace
systems requirements
- Financial
monitoring of the programme, providing spends, forecasts and flagging up
any risks.
- Preparation
of donor reports in timely manner, by setting up automated reports using
system tools
- Organization
of financial preparatory workshop with partners when new projects have
been granted and in advance of their commencement
- Regular
visits to partners office are conducted for internal control and capacity
building
- Produce
financial reports that are accurate and timely, and communicate
appropriate financial information
Duties and
responsibilities
Specific Duties
Oversight of Finance
- In
coordination with the small grants advisor, undertake Partnership
Management; Assessment for potential partner organisations, monitoring and
capacity building of the partners and manage the small grants component of
the programme.
- Monitor
timely submission of Partners’ financial reports, oversee the monthly
review and monitor the resolution of issues arising from the reviews
- Train
and coach Finance and programme colleagues on Interpeace Financial Rules
and Procedures and specific contractual requirements imposed by donors.
Monitor the country programme ensuring compliance with internal and donor
regulations
- Oversee
the programme accounting, including the monthly review of Balance Sheets
accounts.
- Coordinating
with the Team leader to discuss current issues, upcoming deliverables and
other issues as they arise.
Budgeting
- Prepare
project budgets with Programme and Finance Officers, amend as necessary
and then submit to Regional Finance Manager for review and feedback before
the final version of budgets are submitted to donors. Monitor that the
review and approval process is documented, and documents submitted to
potential donors are filed on SharePoint.
- In
collaboration with the Regional HR Manager, analyse compensation packages,
taxation requirements, and human resource policies to ensure that
Interpeace has fully accounted for the full cost of local staff
compensation and benefits and is compliant with local laws.
- Ensure
that the approved donor budgets are coded in accordance with the
Interpeace Chart of Accounts (CoA), to help facilitate subsequent donor
reporting.
- Prepare
annual project budgets and the annual budget for the project for inclusion
in the annual Interpeace PoW&B, in discussion with Programme
colleagues and with the Regional Finance Manager approval. These must be
based on realistic estimates of likely funding for each year.
- Assist
Finance Officers to develop and implement finance reports (budgeting and
forecasting) within the framework of Interpeace financial reporting
systems, in liaison with Programme colleagues.
Financial Management and
Systems
- Ensure
approval of expenses before payment, in line with approved budgets, for
the programmes being implemented.
- Cash
management – oversee management of the cash for the programme to ensure
adequate support within the set cash limits.
- Oversee
funds transfers to the Partners to make sure they are funded in a timely
manner, in accordance with approved budgets and to ensure the smooth
implementation of Interpeace’s programmes.
- Review
and the programme and Partner Cash Transfer Requests (CTR) – monitor that
these are in line with approved budgets and are prepared and submitted in
a timely manner in order to ensure smooth running of the programmes.
- Review
existing financial systems and procedures used in the country and
recommend modifications to enhance these as needed, in order to improve
delivery. Ensure that staff members working in the programme understand,
follow and are trained in these procedures.
- Visit
the Partners to perform capacity assessments and internal audits and
reviews as required, to ensure compliance with Interpeace and donor
requirements. Coordinate and supervise any subsequent training that is
provided as a result of the capacity assessment.
- Monitor
that the local Partners financial rules and procedures are harmonised with
those of Interpeace. Ensure that new Partner finance teams are trained on
QB-Quick Books, accounting procedures, record keeping, and reporting
procedures.
- Ensure
that Interpeace and partners support documents are uploaded on
FSD-Financial Supporting Documents system.
Financial Monitoring,
Reporting and Audit
- Oversee
the production of accurate and timely financial management information
(both succinct and comprehensive) to assist both the programme and partner
Finance and Programme colleagues to manage the finances of the programme.
This includes Actual v/s Budgeted spending at both the Partner level and
at the consolidated programme level. Review and enhance reporting and
ensure there are built in checks to verify accuracy.
- Monitor
the funding available to each programme (especially when this is impacted
by exchange rate movements), both for the current financial year but also
over the life of multi-year projects and advise Programme and partner
colleagues when fx changes necessiate a budget revision.
- Provide
summarised financial reporting to the Regional Finance Manager on a
monthly basis.
- Ensure
donor reports are submitted in accordance with donor requirements.
- Maintain
an overview of the finances of the programme and review this on a regular
basis with Finance and Programme colleagues in coordination with the
Regional Finance Manager.
- Provide
financial training to Programme Managers and Officers when needed.
- Coordinate
Partner and project donor audits for the region in line with stipulated
statutory requirements, terms of reference and donor regulations. Ensure
that a timetable outlining the tasks that need to be completed is prepared
in discussion with the Finance team and then used to monitor preparations
leading up to the audit.
- Lead
the implementation of the audit Management Letter recommendations as
directed by the Regional Compliance officer and the Regional Finance
Manager in a systematic manner
Administration function
- Supervise,
coordinate, and support the administrative function, which includes travel
and accommodation, logistics, facilities management, and inventory.
- Manage
the office rental lease and office expenses incl. electricity, water, etc.
Management of Personnel
and Resources
- Creates
an enabling work environment that fosters learning and innovation, where
staff members can achieve their potential, demonstrating gender-responsive
and non-discriminatory behaviour and attitudes
- Mentors
and coaches staff members, monitors, evaluates and documents the
individual performance of direct reports through a staff development lens
- In
collaboration with the Global Operations Unit, establishes and implements
necessary measures that respond to the health, wellbeing and safety and
security needs of the staff
- In
close collaboration with the HR unit, recruits, motivates, develops,
inspires, and builds a high performance and cohesive finance and
administration team.
Other
- Responsible
for liaison with national authorities and local partners and donors on
matters related to finance.
- Responsible
for identifying areas of financial and operational risk within both
Interpeace and Partners and taking a lead in mitigation measures e.g.,
identifying training needs and capacity building of staff, to increase
knowledge and therefore reduce risks.
- Provide
feedback on the Interpeace financial rules and procedures and help to
enhance and refine these.
- Perform
other duties related to finance and administration as called upon.
|
Qualifications: |
Candidates with relevant
qualifications, experience, a tertiary degree, and fluent in English and
French, are invited to apply. Relevant experience and qualifications may
include:
Education
- Tertiary
degree and a professional qualification in finance such as Chartered
Accountant, Certified Public Accountant, Master of Business Administration
or equivalent.
Experience
Understanding of and
experience in financial management within the context of Non-Governmental
Organizations (NGOs).
Competencies
- Advanced
knowledge of financial and fiduciary concepts, including an ability to
develop and manage complex budgets; create and interpret financial
statements and reports; and develop/manage cash flow projections.
- Advanced
knowledge and understanding of management principles as they relate to
multi-cultural and complex organizations
- Accounting
knowledge and operating capacity for Sun Systems, QuickBooks, and other
financial management systems
- Advanced
written and oral communication skills in English
- Computer
literacy in all MS Office applications.
- Ability
to work within tight deadlines
- Commitment
to supporting local peace building initiatives.
- Familiarity
with CSSF funding.
Interpeace Competencies
- Collaboration
and Weaving
- Communication
- Drive
for results
- Adaptability
and Continuous Learning
How to Apply
Interpeace values
diversity among its staff and aims to achieve gender equality both through
gender parity at all levels of the organisation and the promotion of a gender
dimension in all its work. We welcome applications from women and men, and
those with disabilities.
Please note that due to
high volume of applications, ONLY short-listed candidates will be contacted.
Qualified candidates are
invited to submit their application as
early as possible, and no later than 23 December
2022, 23:59
pm, Nairobi time via the following link: Finance and Administration Manager (naturalhr.net)
Please note that only
candidates who are nationals or holding a valid residence permit in the duty
station will be considered for this position.
https://www.interpeace.org/jobs/finance-and-administration-manager/
