Finance & Administration Manager

PURPOSE OF THE ROLE

As a member of management, to support the Country Director (CD) and other members of the senior management team (SMT) on the best use of financial resources so that Feed the Children "FEED" is managed and developed in accordance with prudent and effective financial policies and procedures, embedding best financial and accounting practices in the systems.

OBJECTIVES OF THE ROLE

• The Finance & Administration Manager is responsible for all aspects of accounting, financial and administration management of Feed the Children.
• S/he will be responsible for all "FEED" accounting functions, accurate financial record keeping, detailed and accurate reconciliation of financial documents and office management.
• S/he will be responsible for managing all bank statements, inventory records, invoices, documentations of all balance sheet accounts, and prepare financial statements and reports.
• The job-holder will be expected to make recommendations as well as assist the Senior Management Team with the interpretation of financial reports and departmental budgets, working closely with "FEED" Heads of Departments to implement effective financial management systems.
• The job-holder will work closely with the Regional Director, Africa and Chief Financial Officer at the HQ in Oklahoma and will also take the lead in managing an effective administration function and giving financial advice to the Senior Management Team (SMT).

SUMMARY OF MAIN DUTIES:

• To support the SMT in the development of a long term organizational funding strategy for the programme.
• To ensure the development, implementation, and management of robust financial systems and procedures for "FEED", ensuring adequate internal controls and efficient use of financial resources.
• To support program managers in building credible donor budgets, effective tracking of income, budget monitoring, and timely and accurate reporting to donors.
• Developing and documenting financial procedures to ensure full accountability.
• Overseeing donor contracts management so as to ensure the effective tracking of grants, budget monitoring, timely reporting to donors, and to advise managers on funding gaps.
• Review and analyze the current inventory and procurement manual and control systems and procedures, and, if appropriate, to recommend measures to be taken to strengthen specific areas.
• Provide financial, technical support to all managers and budget-holders so that they give to "FEED" efficient and prudent financial management.
• Review, analyze and ensure "FEED’s" current compliance with all local laws (e.g. Income Tax, VAT, Pensions, Trustees, Import Duties, Insurance, etc), and all leases and other contracts and, if possible advice the Country Director and Regional Director on possible liabilities and risks.
• To identify the existing financial management strengths and weaknesses and advice the Country Director and Regional Director on how to improve the systems when necessary.
• To ensure that financial reporting to Donors and Head office is accurately and efficiently carried out in accordance with the finance diary.
• Submitting monthly electronic cash transfer request to Head Office after consulting with the Country Director.
• To identify training needs of the finance and support staff, develop and strengthen capacity on various professional fronts.
• Ensure compliance with statutory and organization financial audit.
• Manage payroll, leave records and benefits systems for staff based on HR policies
• Sending out monthly summaries to all Managers regarding departmental budgets’ updates and holding regular meetings with them to provide financial leadership.
• Ensure professional supervision of administration functions including procurement, day to day office management, information sharing, human resource support, IT support, field logistics including fleet operations, and maintenance of office equipment and tools.
• Administering service contracts and ensuring all adhere to the legal requirements.
• Managing parcels sent from head office, other country offices and local post letters.
• Set up and manage standard operating procedures for the administration function.
• Work with the Country Director to coordinate visitors and events in the country office.
• Willingness to handle any other duties assigned by the Country Director and Regional Director.

MINIMUM PERSONAL SPECIFICATIONS:

• A Bachelor’s degree in Commerce or Accounting and Certified Public Accountant qualification required. Masters will be an added advantage.
• At least 8 years accounting experience, 3 of which should be at the level of Senior Accountant.
• Excellent computerized Accounting experience and knowledge of QuickBooks.
• Excellent long-term track record in budget management.
• Experience of finance, budgeting, financial reporting and administration preferably within NGO setting.
• Proven prudence and integrity in the management of staff and financial resources.
• Dependable member with proven ability to lead, motivate and work among managers.
• Experience of exercising financial responsibility, budget control and effective and efficient resource management.
• Willingness to travel occasionally to the field.
• Good communication skills, tact, patience and diplomacy.
• Proven ability to think strategically, set SMART goals and priorities for the organization.
• Good knowledge of local procurement and HR laws and procedures.
• Understanding of programming and willingness to participate in program events.
• Commitment to FEED values and mission, including a commitment to serve the organization and beneficiaries.
• High ethical standards: Personal integrity, trustworthy, and honesty.
• Transparency: Lack of hidden motives and offering full information required for decision making.

HOW TO APPLY:

If you meet the requirements mentioned above please send your application and detailed CV tohr@feedthechildren.co.ke by 9th February 2015. Please note only shortlisted candidates will be contacted.