Finance and Operations Coordinator 23 views2 applications

Position: Finance and Operations Coordinator
Location: Nairobi, Kenya
Reports to: Country Manager

Salary Range: Kes 180,000 – Kes 200,000 per month
Organization: RefuSHE Kenya
Contract Type: Full-time

ABOUT RefuSHE

RefuSHE is a nonprofit organization dedicated to supporting refugee girls and young women in Kenya. We provide comprehensive support services, including safe shelter, education, case management, legal assistance, and advocacy, to empower refugee girls to rebuild their lives in safety and dignity.

POSITION SUMMARY

The purpose of the Finance and Operations Coordinator role is to lead financial and operational management for RefuSHE, including ensuring compliance with internal and donor requirements, managing implementation of the organizational budget, developing and rolling out financial and operational controls and systems, tracking expenditure, and overseeing financial reporting, accounting and auditing processes.

KEY RESPONSIBILITIES

Financial and Fixed Assets Management

• Manage budgets, forecasting, and resource allocation to meet strategic goals.
• Working closely with the Finance team, and programs staff, to prepare monthly cash requests for approval by the Country Manager and subsequent processing
• Ensure timely and quality submission of all donor reports.
• Oversee financial reporting, accounting, and auditing processes.
• Manage the external audit process and ensure timely implementation of audit recommendations.
• Ensure all required audits are carried out on time, in line with RefuSHE internal regulations and donor compliance requirements, and that both external and internal audit recommendations are implemented in a timely manner.
• Manage the external audit process by liaising with the auditors to ensure that all documents and other requirements are in place.
• Oversee the management and tracking of all financial assets within the organization.
• Ensure accurate and up-to-date records of fixed assets and inventory items.
• Maintain systems for asset management and inventory control.

Grants & Budget Management:

• Oversee development and management of grant budgets across all departments
• Monitor and report on grant budget performance.
• Ensure compliance with donor requirements and organizational policies for grant expenditures.
• Prepare and manage the overall organizational annual budget.
• Condct regular budget reviews and adjustments as necessary.
• Provide financial analysis and reporting to support strategic decision-making.

Bank Account Authority:

• Maintain signature authority for RefuSHE bank accounts.
• Approve financial transactions and ensure proper documentation.
• Ensure compliance with financial policies and procedures for all banking activities.

Operational Management:

• Enhance, develop, and implement operational policies and procedures to ensure efficient and effective operations.
• Improve systems, processes, and best practices.
• Develop and maintain good relationships with vendors and suppliers, and act as the focal person for contractual engagements
• Negotiate contracts to obtain the best pricing.
• Maintain good supply chain management processes, including inventory management and sourcing of suppliers.
• Oversee the Safety and Security of RefuSHE premises, ensuring all Standard Operating Procedures are followed

Day-to-Day Management:

• Manage day-to-day operations and the finance team and operations department.
• Ensuring that RefuSHE processes remain legally compliant with regulations and standards, and internally implemented policies
• Maintain and enforce health and safety guidelines.

Performance and Productivity:

• Monitor the performance and productivity of employees and teams.
• Provide coaching, training, and feedback to improve performance.

ERP System Management: Manage the ERP system functionalities as a super user in Finance & Operations

Internal and External Relationships:

• Develop and manage strong working relationships internally and with external donors and partners.

Staff Recruitment and Development:

• Liaise with HR and the Country Manager in developing job descriptions for new finance department staff positions.
• Ensure approved finance staffing needs are met and capacity enhancement is actioned.
• Contribute to the recruitment process for finance staff and senior staff in other departments.

QUALIFICATIONS & SKILLS

Education:

• Bachelor’s degree in finance, accounting, business, procurement or another relevant subject.
• Holder of CPA-K/ACCA/CIPS qualification.
• Member in good standing of the Institute of Certified Public Accountants of Kenya (ICPAK).

Experience:

• 5 years professional experience in finance and operations, including at least 2 years in a supervisory position.
• Experience in a nonprofit setting is preferred.

Technical & Behavioural Skills

• Budget preparation and financial monitoring.
• Data analysis and forecasting methods.
• Knowledge of US Generally Accepted Accounting Practices (GAAP) and principles as relevant to nonprofit entities.
• Proven ability to use metrics to drive decisions and achieve strategic objectives.
• Leadership skills with the ability to delegate, motivate and inspire team members.
• Fluency in English with excellent writing and presentation skills.
• Proficient in the use of MS Office and financial management software (e.g. ERP).
• Able to cope with overlapping tasks and deadlines.
• Conscientious and self-motivated.
• Excellent interpersonal skills, and the ability to communicate well with other staff members at all levels of the organization.
• Strong problem solving and creative skills.
• High level of integrity and dependability with a strong sense of urgency and results-orientation.
• Able to operate in a multicultural, multilingual environment, with a wide range of stakeholders.
• Flexible approach, able to produce high-quality outputs (e.g. budgets, reports) at short notice
• and adapt to changing circumstances.
• Experience of managing grant funding preferable.
• Knowledge of corporate financial law and risk management practices preferable