Marie Stopes International FINANCE MANAGER

ORGANISATION : MARIE STOPES KENYA

JOB TITLE : FINANCE MANAGER

DUTY STATION : SUPPORT OFFICE, NAIROBI

REPORTS TO : FINANCE DIRECTOR

LIAISES WITH : CMT, SMT, Project Managers and other team members.

SALARY : KSHS 250,000-300,000.

Job purpose:

The Finance Manager is a key member of the Senior Management Team and is responsible for the sound planning and management of the organisation’s finances with the aim of helping to achieve long term financial sustainability. He / she will play a critical role in managing resources effectively, internal & external reporting as well as maximizing the organization’s results-based focus. The Finance Manager will work in close collaboration with other managers and will be required to travel within Kenya to achieve objectives.

OVERALL RESPONSIBILITIES OF THE POST:

1. Financial Management / Control and Statutory Compliance

Objective: To ensure that MSK income and expenditure are tightly controlled and in compliance with national statutory requirements. Planning and management decision making are undertaken on the basis of sound financial information and advice.

• Oversight of all Finance and Accounting activities, including responsibility for financial & management reporting, donor reporting, designing and implementing systems of financial control throughout the organization, budgeting and forecasting.
• Responsible for the effective performance & control of all finance functions including cash receipts, billing & accounts receivable, cash disbursements & accounts payable, payroll, general ledger, grant/contract invoicing, bank reconciliations, cash flow, and preparation of financial statements.
• Provide monthly and quarterly management reports, including financials and key metrics, to the Country Management Team, Board of Directors, & MSI London including other reporting as required.
• Develop systems for timely and accurate donor reporting that meet both donor & MSI reporting requirements
• Design & implement systems of financial control throughout the organization both within SUN, but also through maintenance & development of policies and procedures in the Support Office, in the field and in all clinics.
• Responsible for the supervision and development of the Finance Team including provision of appropriate training and support.
• Preparation and monitoring of the annual and quarterly budget development process in collaboration with the Senior Management Team.
• Maintain accurate and up-to-date financial forecasts and cash flow projections
• Monitor actual-to-budget variance analysis and reporting
• Oversee the preparation of the annual audit, review of audit reports and preparation of tax reports and Returns to NGO board.
• Fulfil a company secretarial function, ensuring the timely and accurate fulfilment of all local and statutory reporting requirements including audit, tax and company filing requirements
• Lead the implementation of the upgrade to the SUN financial system
• Manage the overall accounts and take direct responsibility for ensuring that these are timely are properly maintained and capable of being fully explained at all times.
• Ensure that all national statutory requirements are observed: keeping up to date with relevant changes in labour laws and fiscal legislation and making sure that these are incorporated into MSK’s policies and procedures.
• Ensure that the highest levels of internal controls are in place: minimising the potential risk to Marie Stopes Kenya’s assets by continuously monitoring standards and the adherence to these. Take action to improve these internal controls as necessary.
• Liaise with the Auditors to facilitate successful completion of the annual audit and statutory accounts and draw any recommendations to the attention of the SMT.
• Report serious or inconsistent anomalies to the Country Director.
• Undertake financial planning, leading the financial aspects of the annual business planning process and contributing actively to strategic planning.
• Prepare, present and monitor the annual budget in line with strategic and business plans
• Provide regular, timely, accessible and needed information to the SMT and guide and support them to take account of this to inform management decision making
• Provide SMT with creative ideas for minimising costs and maximising revenues.
• Participate in quarterly performance reviews with SMT and provide support and feedback
• Review monthly performance of Centre Managers from a budgetary control aspect and working with the Clinical Services Director help Centre Managers in critically assessing opportunities to improve clinic income and reduce costs so as to improve sustainability.
• Prepare and present annual cash flow projections, monitor monthly on a cost centre basis and advise SMT of any action required.
• Ensure that optimal prices are achieved for the procurement of all goods and services and take overall responsibility for stock control and cost controls across the organisation.
• Ensure that overdraft limits are not exceeded and keep track of all payments and receipts.

1. Team leadership

Objective: A motivated and productive MSK Finance team and financially well informed MSK managers.

• Performance manage Marie Stopes Kenya’s finance assistants (currently four at support office level) to include recruitment, induction, appraisal, motivation, and discipline in line with MSK policies and procedures.
• Ensure that skill requirements are identified and the Finance Team members receive appropriate training and development
• Provide financial induction, training and guidance to the management team and clinic teams.
• Manage the overall work process of a Finance unit by ensuring effective work assignments, supervision and development to ensure availability of competent and well motivated staff.

1. External financial reporting

Objective: External Development Partners, MSI and other key clients are satisfied with the standard of financial reporting

• Submit monthly, quarterly & annually financial reports to MSI London according to agreed timetable.
• Assist Grant and Compliance Manager to submit financial reports in donor specified format according to agreed timetable.
• Assist Grant and Compliance Manager to ensure budget proposals to donors maximise contribution to overheads. .
• Assist Grant and Compliance Manager to monitor the allocation of donor restricted income and expenditure to ensure that donor reports are accurate.
• Coordinate financial aspects of External Development Partners visits and develop their awareness of MSK management information systems.

1. Systems management

Objective: Marie Stopes Kenya support office has efficient and effective systems and databases

• Ensure MSK’s systems are operational at all times.
• Ensure that all systems are adequately backed up and updated, if necessary with the support of an external organisation.
• Take responsibility for maintaining user administration and security on all systems.
• Take responsibility for ensuring the MSK mail server is fully functioning and operational.

1. Other duties.

• Develop and maintain contacts with banks, development partners and other NGOs.
• Represent MSK at meetings with External Development Partners as needed.
• Perform any other additional duties assigned as necessary to you by the Finance Director

PERFORMANCE INDICATORS

The performance of the Finance Manager will be regularly appraised by the Finance Director and will be judged after the end of the probationary period by:
• Financial reports to External Development Partners and MSI are accurate and timely.
• SMT have timely, accessible and needed financial information and guidance to use in decision making
• Statutory obligations are fully complied with
• Successful audits are conducted and audit recommendations are minimal
• Finance team undertake their roles effectively
• Timely and correctly provide financial information to Finance Director & Country Director.

Qualifications and minimum requirements:

• University degree in accounting or Finance from a recognised university
• CPA (K) or equivalent
• At least 5 years post qualification experience in a position of financial management responsibility in a NGO environment.
• Must be computer literate and the relevant accounting software for example quick books.
• Knowledge of donor rules and regulations.

Personal Attributes

• High integrity, self-driven and able to set own work schedule with rigorous deadlines.
• High level of professional, people management and customer care skills.
• Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision.
• Strong organizational, supervisory, problem-solving, interpersonal, communication, team building and negotiation skills.
• Significant experience in financial management, budgeting, and operations management experience either in the commercial or NGO sector
• Professional and independent working style, highly motivated and well- organised with the ability to work manage multiple tasks and projects at a time

How to apply:

Applications quoting the position title with detailed CVs with contact details of 3 referees should be submitted to:
People and Development Dept using pd@mariestopes.or.ke
On or before 30th April, 2013
NB: Please clearly indicate on the subject the position applying for ‘Finance Manager’
Marie Stopes Kenya is an equal opportunity Employer