Finance and Administration Officer - Kenya & Ethiopia

Who we are

Terre des Hommes Netherlands (TdH-NL) prevents child exploitation in developing countries, rescues children from exploitative situations and ensures that these children can continue their development in a safe environment. TdH-NL is a rights based organisation. The United Nations Convention on the Rights of the Child (UNCRC) is the cornerstone of all our programmes.

What we do

TdH-NL focuses its long-term development work on (Worst Forms of) Child Labour, Child Migration and Child Trafficking, (Commercial) Sexual Exploitation of Children and Sexual and Reproductive Health and Rights of Children (including Child Abuse and Child Marriage) and on Child Protection in Humanitarian Crisis. For each of these forms of child exploitation, TdH-NL develops and implements programmes, through local partners in twenty countries in Asia, Africa and Europe.

Our approach

TdH-NL addresses the above mentioned issues through five types of interventions: prevention of the worst forms of child exploitation, prosecution of those who perpetrate crimes against children, promotion of a safe and conducive social/economic/legal context for children, provision of services to ensure safe and enduring reintegration of child victims; and partnership & participation to strengthen civil society in the promotion of children’s rights and include meaningful participation of children.

This position within the organisation

The post holder, to be based in Nairobi, shall work within the Kenya and Ethiopia team under the supervision of the Country Manager (CM) Kenya based in Nairobi as the line manager, and report functionally to the Regional Finance and Administration Manager (RFAM) based in Nairobi. He/she will work closely with the programme implementation and administration staff in both countries.

Objective of the position

To implement, coordinate, realise and evaluate the financial and administrative policy and processes concerning the operations and programmes in the country and to execute the AO/IC (administrative organisation and internal control) processes within the country office. The financial and administration officer advises and guides the country manager, project partners and other stakeholders on financial management as well as urges them to take action when needed.

Specific Objectives

1. To ensure improved and sound day to day running of the country office.
2. To ensure sound financial systems in place and sound and timely reporting.
3. To ensure enhanced audit planning and reporting for partners and the country office.
4. To ensure financial quality of projects and assistance to beneficiaries and sufficient qualitative financial information to management and other stakeholders.
5. To ensure an efficient and effective HR system, standards and procedures in line with national laws and therefore a satisfied workforce in the TdH-NL country office.

Responsibilities and Tasks:

Country Office Administration & ICT

• In consultation with the country manager, coordinate the day-to-day management of the office and office assets and consumables, as per established TdH-NL procedures.
• To ensure TdH-NL operations and activities are compliant with laws, regulations, and other statutory requirements of the government, its agencies and instruments.
• To advise on appropriate administrative systems and procedures in the country office.
• To be responsible for an efficient and effective coordination of the finance and admin support staff.
• To be responsible for security of office, staff and assets.
• To facilitate sound data entry systems for the country office and TdH-NL partners in-country; and take appropriate and timely action in consultation with the Head Office in case of ICT issues.
• To frequently update the data system at the regional office and ensure all important documentation is also available at the regional office.
• Finance
• To be responsible for the preparation and monitoring of operational budgets, in consultation with CM and RFAM.
• To be responsible for all financial (cash and cheque) transactions of the operational budget as per established procedures, as well as maintain up-to-date accounts, including filing and safekeeping of documentation.
• To be responsible for compiling and submission of timely and complete monthly financial reports of the country office operational budget.
• To provide clear analytical information and advice to the management at country and regional office to support informed decision making.
• To be responsible for timely submission each month to the regional office of monthly finance reports as well as quarterly cash requests.
• To be responsible for compliance to all bank requirements.
• To review partner contract budgets and provide informed advice to management, as well as periodically (at least quarterly) review budget performance and provide analytical advice as well.
• To coordinate with the regional office on all finance related issues (partner contracts and office operational budgets).
• Audit
• To prepare yearly plan of audit schedule for partners and submit to the regional office (RO).
• To facilitate in the selection process for auditors for partner audits.
• To secure approval of audit engagement and budget from RO prior to audit fieldwork.
• To coordinate the progress of audit and ensures timely submission of the draft and final report after country manager’s approval, to the regional office.
• To ensure maintenance of audit reports and documentation at the country office and follow up of recommendation with the Project Partners.
• To assist in office audits undertaken by the regional office or head office.
• Capacity building of partners
• To make at least quarterly supervisory support visits to all programme partners, to review financial reports and planning, as well as any other support or monitoring activities as may be appropriate.
• To apply TdH-NL tools (PCATs) in organisational assessment, and identify together with TdH-NL programme staff and project partners areas for further improvement on finance and administration management.
• To ensure that programme reports are delivered on time and are of good quality, according to TdH-NL standards. This includes supporting the use by programme partners of the TdH-NL online reporting system (PMEasy).
• To maintain good relationships with project partners, guiding them, giving capacity building training in finance and administration and giving direction as may be appropriate.
• HR Administration
• To advise country and regional office on any changes, development and policies of the government relating to employment contracts and statutory benefits.
• To advise country and regional office on employment and consultancy contracts.
• To assist the regional management and country management in any HR related aspects.
• To be responsible for the hiring and firing of auxiliary staff, in consultation with the Country Manager.
• Other
• To carry out any other duties that can reasonably be asked of this position.

This position requires frequent travelling to Ethiopia as well as within Kenya.

Profile required for position

Qualifications

• Relevant University degree up to at least Bachelors level.
• CPA graduate.

Knowledge and experience

• Practical experience in financial administration - planning/budgeting, execution, controlling, documentation and reporting (grant management cycle).
• Minimum of five (5) years relevant working experience in a similar non-profit organisation.
• Practical knowledge and competence in use of ICT systems and accounting software.

Competencies

• Focus on results
• Cooperation
• Acting entrepreneurial
• Accuracy and attention to detail
• Analytical
• Planning and organising
• Communication - written and verbal

Our offer

We offer a challenging and responsible position in a result driven, professional organisation staffed by individuals dedicated and determined to prevent and fight child exploitation. We offer a competitive salary in accordance with the labour market, together with a comprehensive package of secondary benefits, including pension scheme contribution, health insurance, child education allowance, travel allowance, etc.

HOW TO APPLY:

Please send your motivation letter and curriculum vitae by e-mail to Regional Finance and Administration Manager at recruitment.africa@tdh.nl clearly demonstrating how you meet the qualifications for this position by 5th April 2016 at 5pm East Africa Time. The subject title to your email must read ‘Vacancy - FAO Ethiopia & Kenya’. References are required and will be verified.

Note that due to the expected large response only shortlisted candidates will be contacted.For more information about this position, you can contact the Country Manager Kenya at recruitment.africa@tdh.nl

Kindly note that this position is open to Kenyan nationals only.

Preferred starting date: No later than 20 May 2016.