Financial Accounting, Reporting, and Control: Manage the country office financial systems and advise the SMT/ELT on strategic financial decisions to make WRK a leading institution in stewardship, business and best practice HR Administration: Ensure HR policies and operational structures are in place and are facilitative of operations of WRK business in compliance with tax requirements, labor laws governing the labor market and the general good practice of the HR mandate General Administration: Lead Managers in understanding and executing in compliance with best practices in the conduct of administrative roles including procurement policies, IT policy, asset management and the general conduct of WRK business.
Role & Responsibilities:
- Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
Strategic planning:
- Development, implementation and
monitoring and review of the overall strategy, cascade of that strategy
into functional/operational strategies or plans; engagement of staff in
strategy implementation through performance management; annual, mid-term
and quarterly strategy implementation reviews; nurture, develop and
sustain effective relationships with other management members.
- Development of an organizational culture
that reflects WRI-K’s values, promotes accountability and high
performance, and enables staff to deliver outstanding results for
beneficiaries and donors.
- Advise the Country Director to enable
strategic investments of funds
Planning and Budgeting:
- Management/administration of Country
Office resources and its sub-offices including:
- The formulation of country work programme
and resource allocation
- Providing effective support and guidance
during planning and allocation exercises;
- Monitoring implementation of donor
agreements and resource utilization
- Oversee the finance function in the
Country Office, including planning and budgeting, financial accounting,
financial control, financial systems, and reporting
- Develop annual budget and ensure that
budgeted activities match with detailed implementation plans
- Develop plans to meet funding and
programming needs (includes diversification of funding resources)
- Undertake budget revisions and
realignment to match the changes that have taken place
- Identify and effectively manage all key
financial risks related to delivering programs
- Manage financial aspects of budget
development for new proposals
- Fulfil all financial reporting
requirements for internal and external stakeholders
- Ensure that effective systems are put in
place, and regularly reviewed, to allow adequate financial management and
control over assets, funds, equipment, property, and facilities
- Ensure appropriate and adequate emergency
finance and grants procedures are detailed in the Country Office Emergency
Preparedness Plan in order to enable rapid scale up
- Ensure sub-offices receive adequate
support to operate efficient accounting systems, including timely receipt
of monthly budget variance analysis, timely answers to queries and
scheduling tasks and deadlines.
Financial Accounting, Reporting,
and Control:
- Manage the country office financial
systems and advise the SMT/ELT on strategic financial decisions to make
WRK a leading institution in stewardship, business and best practice
Specifically –
- Manage the Country Office financial
systems and provide monthly updates on budget variance analysis
- Ensure systems are in place for the
control of all assets, funds, equipment, property, and facilities
- Ensure that effective systems are put in
place, and regularly reviewed, to allow adequate financial management and
control including:
- Coordinate Annual accounts and tax
statement preparation
- Accounting and management information
systems
- Expenditure procedures, especially around
procurement
- Documentation of all controls and
procedures
- Monitor accurate and timely submission of
financial reports and attachments to members, donors and government
regulatory agencies
- Coordinate submission of audit reports,
respond to findings and recommend resolutions or action plans
- Lead and participate in the development
of finance policies and procedures to be able to maintain a
well-financially controlled environment in both development and emergency
contexts
- Monitor completion of financial reports
for grants/contracts. Ensure proper accounting and closing of books upon
receipt of completed reports and documents from various sub-offices
- Provide guidance to finance and
non-finance staff and coordinate efforts to ensure compliance with donor
requirements
Treasury Management:
- Ensure organization treasury management
policies are complied with local laws and donors
- Estimate funds request on a timely basis
to ensure resources are in place for carrying project activities
- Cash and cash flow management and control
in particular gain/losses on currency exchange;
- Ensure Country Office treasury operations
are adequately managed to keep adequate liquidity
- Monitor fiscal exchange policies and
update local policies accordingly
- Availability of funds for sub-offices and
the Country Office Audit
- Keep track of statutory and donor
specific audit requirements and initiate them on time.
- Lead in managing audit process with
External Auditors ensuring smooth audit and provision of required
documents
- Ensure proper archiving of records and
adherence to Month End and Year End procedures for purposes of audit
preparedness
- Plan and conduct internal audits with
coordination of the Internal Auditor
- Participate in Audit Entry and Exit
WRI-K’s meetings and implement recommendations before the next audit.
- Implement audit recommendations from
various audits and maintain a tracker of all audit queries
Grants management:
- Provide strategic support within the
Senior Management Team/Execuitve Leadership Team (i.e. SMT and ELT
respectively) on all aspects of award management including award
contracting, donor compliance and pipeline management
- Support the development and
implementation of the Country Office funding strategy, making
recommendations and flagging issues to the SMT/ELT as appropriate.
- Ensure accurate and up to date
information on the award portfolio is readily available to SMT/ELT
- Ensure the CO has a clear framework for
master budget development, cost allocation, monitoring of award budgets,
phasing and forecasting, in particular ensuring alignment between the
master budget and funding tracker
Donor compliance:
- Ensure all donor requirements are met and
there is a complete audit trail of the implementation and reporting for
all awards.
- Ensure that key contributing staff has a
clear understanding of donor requirements and expectations at the
agreement, kick off, implementation, amendment, reporting, close out and
audit stage of grants.
- Ensure that key processes are in place so
that formats, eligibility, compliance, reporting, receive optimum
attention at the various stages of the grant life cycle with a view of
securing donor satisfaction.
- Ensure potential issues and amendment
requests are flagged promptly to donors.
- This may include developing business
cases where donor waiver/derogation requests need to be more thoroughly
articulated or negotiated.
- Work with internal and external auditors
as necessary.
Reporting:
- Lead preparation of monthly and annual
financial analytical reports
- Provide monthly budget versus actuals
reports to all budget holders and ensure formulation and resolution of
interventions to minimize budget versus actuals variances.
- Ensure monthly budget versus actuals
adjustments are posted timely.
- Highlight variances, provide analyses and
recommend resolution or reallocation of resources
- Ensure accurate and timely submission of
financial reports as per donor requirement HR & Administration
Oversight
HR Administration:
- Ensure HR policies and operational
structures are in place and are facilitative of operations of WRK business
in compliance with tax requirements, labor laws governing the labor market
and the general good practice of the HR mandate Specifically:
Review & approve monthly
payroll report .
- In liaison with the finance department,
monitor and ensure prompt monthly returns on staff advances, NSSF, NHIF,
PAYE and HELB loan repayments.
- Review personnel files for all staff,
ensuring all documentation is complete.
- Collect and maintain information on
commercial, private and inter agency training schedules and institutions
(course schedules, curricula and cost) and propose relevant training to
appropriate staff.
- Support the HR Coordinator in responding
to routine/records human resource queries from staff.
- Provide guidance to World Relief on
Kenyan tax and labor laws,and ensure organizational compliance.
- Provide support in continuous review of
existing World Relief Kenya hiring guidelines and the Human Resources’
Standard Operating Procedures for World Relief.
- Working with supervisors, ensure that
each WRK staff member completes personal development goals that include
personal and professional growth.
- Assess training needs among staff and
initiate/facilitate training events, as appropriate.
Performance Reviews and Problem
Solving:
- Develop and implement a schedule for end
of probation and annual evaluation of staff performance.
- Ensure end of probation confirmation
letters are provided to each staff member.
- Provide advisory support to the
leadership in relation to handling of employee grievances and disciplinary
matters.
- Ensure proper tracking of resignation,
disciplinary action and /or termination.
- Ensure that exit interviews by HR
Coordinator are conducted and documented for all departing staff.
- Provide guidance on implementation of
performance management systems in the organization.
- Provide HR training to managers and
supervisors.
- Develop and implement HR Strategy plan to
support overall organization development and monitor and review HR related
audit recommendations.
- Oversee implementation of staff benefits,
safety programs, employee relations and compensation with respective
supervisors.
General Administration:
- Lead Managers in understanding and
executing in compliance with best practices in the conduct of
administrative roles including procurement policies, IT policy, asset
management and the general conduct of WRK business. Specifically:
- Ensure managers understand vehicle use
policy and it is enforced to all users
- Contract for storage facilities as needed
- Review the purchasing and acquisition of
goods and services needed by the project in multiple locations, for
continuous operations of relief and development activities.
- Establish and maintain effective
relationships with various government departments essential to the
purchase and importation (and licensing where applicable) of all essential
project goods and supplies.
- Maintain an accurate inventory of all
office operations and project equipment and its source/purchase. Insurance
cover and maintenance/repair issues are properly addressed.
Communication/IT:
- Supervise the network administrator to
ensure smooth functioning of network communications-sat connectivity,
email services, help desk response, pc/printer troubleshooting and
telecommunications systems.
- Ensure that the information management
systems and processes meet the needs of the country programs, regional
office, and WR HO.
- Coordinate communications for the country
program. Periodically evaluate communication needs to ensure timely
&relevant communication with all staff.
- Primary contact with the landlord
concerning all matters pertaining to facilities maintenance& upkeep.
Human resources and administration Ensure effective employee lifecycle and
administrative products and services namely
- Strategic human capital management,
resourcing, early integration and development,
- Performance management, learning and
development.
- Talent management, remuneration and
benefits management.
- Change/project management,
- Enhanced employee relations
- Health, safety, security and welfare,
Estate/property management,
- Front office operations for all WRI-K
Offices. Supply Chain / Logistic
- Ensure adequate transportation exists to
facilitate the functions of the area and field offices; ensure all legal,
insurance and maintenance issues are properly addressed.
- Review all vehicle records, including
service records, accident reports, use logs, ensuring that copies of
registration and insurance documentation for each vehicle should be
accessible in the main operational locations, as well as with the
vehicles.
- Design a vehicle use policy, and ensure
all drivers are properly trained and compliant
- Provide technical and strategic support
in supply chain to ensure “value for money”.
- Manage the procurement of programmatic
and non-programmatic goods and services
- Ensure procurement of goods and services
in accordance within timescales set and agreed with budget holders to
support programs
- Provide technical and strategic support
in supply chain to ensure “value for money”.
- Develop, implement and review procurement
strategy and policies and manage and drive best practices and operational
efficiencies for the benefit of the Institute.
- Ensure monthly supply chain management
reports, trackers, analysis are prepared to support strategic objectives
- Support managers in implementing polices
and processes on matters related to buying, sourcing, transport/fleet
management, asset management, facilities management, systems development,
risk management, warehousing and distribution of supplies.
Asset management
- Ensure that the office asset register is
well maintained
- Ensure that all assets have been issued a
unique identification number and tracked on a central Asset Register
- Ensure regular updating of the asset
register whenever transfers, disposal, changes in condition and
procurement take place with details of that transfer, disposal etc.
- Coordinate a full physical verification
of asset register at least once a year to verify that assets are in place
and in good condition.
Warehousing:
- Ensure effective control and
documentation support for the procurement coordinator.
ICT systems management
- Provide supervision for the
Communications and IT Officer to execute roles as described in the
officers’ JD.
- Ensure innovation to make IT an enabler
for the achievement of WRM’s strategic priorities
- Supervise timely and value for money IT
related purchases;
Staff management:
- Manage the corporate services team;
define expectations, provide leadership and technical support as needed,
and evaluate direct reports regularly
- Ensure the recruitment, training, and
promotion of staff as appropriate and ensure availability of appropriate
professional development opportunities for staff
- Manage the performance of all staff in
finance and administration through:
- Effective use of the performance
management system including establishment of measurable objectives,
periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other
developmental opportunities;
- Recognition and rewards for outstanding
performance;
- Documentation of performance that is less
than satisfactory, with appropriate performance improvements/ work plans
Qualifications:
- At least 7 years’ experience at manager
level; or 4 years at manager level and 3 years at senior manager level in
a busy organization in finance, grants and administrative services
management
- Demonstrated experience in strategic
level engagement for NGO sector in Finance and Administration for
institutional development with strong business acumen and the ability to
contribute to strategic decisions
- In-depth knowledge of human resources
management and employee relations;
- Experience in managing a budget of over
$2.5 million annually
- Progressive responsibility in
administrative services or programme support operations
- Strong organizational and management
skills including problem solving Excellent experience of computerized
accounts packages/ERP systems, Excel, QuickBooks, etc
- Excellent understanding of business and
financial planning including strategic modelling
- Excellent analytical skills – ability to
analyze complex financial data and design and produce effective management
information
- Excellent understanding of financial
systems and procedures and experience with major donors such as USAID,
ECHO, DFID, NORAD, UNICEF, GIZ, WFP etc.
- Knowledge of IT system management (added
advantage)
- Proven and significant experience in
procurement and contract management, including an ability to review
procurement demands and trends, and to develop procurement strategies
- Experience with strategic sourcing,
developing category strategies and running tenders
- Valid driver’s license, and access to a
vehicle preferred
Requirements
- Mature and personal Christian faith
- Committed to the mission, vision, and
values of World Relief
- Desire to serve and empower the Church to
impact vulnerable communities
- Able to affirm and/or acknowledge World
Reliefs Core Beliefs , Statement of Faith , Christian Identity and
National Evangelicals For the Health of The Nation document
- Masters Degree in Finance, Accounting,
Business Administration (with finance major), public administration and
professional certification in accounting following a bachelors degree,
including CPA certifications.
- Up to 25% domestic and/or international
travel required
How To Apply