Finance and Admin Manager 28 views0 applications

We are currently looking for a Finance and Admin Manager to join our growing team, based in Kenya and Somalia.

Contract duration: 12 months (with the possibility of extension)
Location: Nairobi, Kenya (with frequent travels to project locations in Somalia and other countries in East Africa)
Starting date: As soon as possible

Evidence for Change (E4C)

E4C is a humanitarian research organization dedicated to generating and translating evidence that strengthens humanitarian policy, practice, and decision-making in fragile and crisis-affected settings. We partner with governments, UN agencies, NGOs, donors, and academic institutions to design and implement operational research, impact evaluations, and surveillance systems.

Our People

Our multidisciplinary team includes epidemiologists, nutritionists, public health researchers, statisticians, qualitative researchers, and humanitarian practitioners with extensive experience across Somalia and the Horn of Africa. E4C is highly committed to diversity and inclusion, to enabling and promoting flexible working for our staff, and to supporting continued professional development.

Job Purpose

The Finance & Admin Manager will be responsible for overseeing the organization’s financial management, accounting operations, budgeting, compliance, and financial reporting functions. The role will provide leadership in ensuring that all financial resources are effectively planned, utilized, monitored, and accounted for in line with organizational policies, statutory requirements, and donor/client regulations.

The Finance & Admin Manager will support strategic decision-making by providing timely financial analysis, strengthening internal controls, ensuring compliance, and promoting sound financial stewardship across the organization. The role will also provide oversight on finance administration, payroll management, procurement compliance, and financial risk management to support organizational sustainability and operational excellence.

Key Working Relationships

The Finance & Admin Manager will work closely with:

• Executive Director
• All Departments and Program Teams
• Clients, Partners, Donors, Auditors, and Regulatory Authorities
• External Service Providers and Financial Institutions

Key Duties & Responsibilities

1. Financial Management & Reporting

• Oversee the organization’s accounting and financial management systems to ensure accurate, timely, and complete recording of all financial transactions.
• Prepare and review monthly, quarterly, and annual financial reports and management accounts.
• Produce accurate “Actual vs Budget” financial reports and provide analysis on financial performance, variances, trends, and efficiencies across our various projects.
• Ensure financial reports are submitted within prescribed timelines to management, partners, clients, and regulatory bodies.
• Monitor financial data and key financial indicators and provide strategic recommendations to management.
• Maintain proper financial documentation and filing systems.
• Develop and maintain financial dashboards and key performance indicators (KPIs) to support data-driven strategic and operational decision-making.
• Continuously review and strengthen financial systems, reporting processes, and internal workflows to improve efficiency, automation, and financial oversight.

2. Budgeting, Planning & Forecasting

• Coordinate the preparation of annual organizational budgets, forecasts, and financial plans in collaboration with departmental heads.
• Lead the annual budgeting process and track financial performance of the organisation as well as budget variance analysis of project
• Support budget development for concepts, proposals, projects, and client engagements.
• Monitor budget implementation and advise management on budget performance and utilization.
• Ensure approved budgets are accurately uploaded and maintained within financial systems.
• Provide timely responses to budget queries, revisions, and financial planning requirements.
• Develop and monitor organizational cash flow forecasts to ensure adequate liquidity and effective financial planning.
• Support business development by preparing proposal budgets, conducting cost analyses, and providing financial advice during funding proposal development and donor negotiations.
• Support financial due diligence processes for new partnerships, grants, and funding opportunities.

3. Accounting Operations

• Manage day-to-day accounting functions including accounts payable, accounts receivable, reconciliations, journal entries, and general ledger maintenance.
• Ensure timely bank reconciliations and resolution of outstanding financial issues.
• Monitor cash management processes and ensure availability of adequate operational funds.
• Oversee financial transaction processing and ensure compliance with internal finance procedures.
• Ensure accurate management of multi-currency transactions and foreign exchange reporting where applicable.

4. Internal Controls & Compliance

• Maintain and strengthen internal control systems to safeguard organizational assets and resources.
• Ensure compliance with organizational financial policies, statutory regulations, donor requirements, and accounting standards.
• Support the development, review, and implementation of finance and administration policies and procedures.
• Promote a culture of accountability, transparency, and sound financial management across the organization.
• Ensure compliance with donor financial regulations and reporting requirements, including those of institutional donors, foundations, UN agencies, and international NGOs.
• Ensure compliance with data protection, financial record retention, and other statutory and regulatory requirements.

5. Project & Partner Financial Management

• Monitor project expenditure and budget utilization across all programs and projects.
• Prepare accurate and timely donor/client financial reports in agreed formats.
• Ensure compliance with partner, donor, and client financial regulations and contractual obligations.
• Support project managers and departmental teams with financial analysis and guidance for effective project implementation.
• Build the financial management capacity of project managers and technical staff through training, mentoring, and ongoing financial support.
• Conduct financial due diligence and capacity assessments of implementing partners where required.

6. Payroll & Statutory Compliance

• Oversee payroll preparation where applicable, Consultant payments and administration to ensure timely and accurate salary processing.
• Ensure all statutory deductions and tax obligations are accurately calculated and remitted within required timelines.
• Maintain compliance with tax regulations and other statutory requirements.
• Liaise with external authorities and advisors on tax and regulatory matters where necessary.

7. Risk Management & Audit Coordination

• Support the development and implementation of organizational risk management frameworks and risk registers.
• Identify financial and operational risks and recommend mitigation measures.
• Coordinate internal and external audit processes and ensure timely implementation of audit recommendations.
• Advise management on compliance risks, control gaps, and corrective actions.
• Maintain and regularly update the organizational risk register and monitor implementation of financial risk mitigation measures.
• Support organizational compliance reviews and donor financial assessments.

8. Procurement & Administrative Oversight

• Provide financial oversight and compliance support for procurement processes.
• Ensure procurement activities comply with organizational policies and donor/client procurement regulations.
• Promote value for money, fairness, transparency, and accountability in procurement and contracting processes.
• Review procurement plans and high-value procurements to ensure compliance with donor and organizational requirements.
• Provide financial advice on contracts, consultancy agreements, and procurement decisions to ensure value for money.

9. Strategic & Organizational Support

• Develop E4C’s finance strategy in support of the delivery of its strategic goals.
• Participate in organizational strategic planning, operational planning, and policy development processes.
• Provide financial insights and recommendations to support organizational growth and sustainability.
• Support financial planning and operational development for organizational initiatives, subsidiaries, and special projects.
• Contribute to strengthening organizational systems, efficiency, and long-term financial sustainability.
• Serve as a member of the Senior Management Team (SMT), contributing to organizational strategy, planning, and decision-making.
• Line manage, mentor, and support finance and administrative staff, fostering a high-performing and collaborative team culture.
• Lead the continuous improvement of financial systems, policies, and organizational processes to support E4C’s growth and long-term sustainability.
• Support organizational growth through financial modelling, scenario planning, and strategic investment decisions.
• Undertake any other duties reasonably assigned by the Executive Director consistent with the role.

10. Human Resources & Administration

• Oversee the day-to-day human resource and administrative functions of the organization.
• Coordinate the recruitment, contracting, onboarding, and offboarding of staff and consultants.
• Maintain accurate personnel records, consultant agreements, employment contracts, leave records, and other HR documentation.
• Support the implementation of staff performance management, training, and professional development initiatives.
• Coordinate consultant contracting, timesheet management, deliverable tracking, and payment processing in collaboration with project teams.
• Ensure compliance with organizational HR policies, labour laws, consultant agreements, and statutory employment requirements.
• Manage office administration, including facilities, assets, insurance, service contracts, and office supplies.
• Coordinate travel, accommodation, logistics, and administrative support for staff, consultants, and organizational activities.

Review and strengthen HR and administrative systems, policies, and procedures to improve organizational effectiveness and efficiency.

Qualifications & Experience

• Master’s Degree in Finance, Business Administration, or related field is an added advantage.
• Professional accounting qualification such as CPA(K), ACCA, or equivalent is required.
• Minimum of 5–8 years’ progressive experience in finance and accounting management, preferably within consulting, NGO, development, or professional services environments.
• Experience managing donor/client-funded projects and financial reporting requirements is highly desirable.
• Strong understanding of financial systems, budgeting, compliance, taxation, and audit processes.

Person Specification

Essential

• Extensive experience of leading financial management for organisations in the non-profit sector, with a thorough understanding of charity specific financial obligations.
• Demonstrated experience in reporting to and engaging with management teams and/or board of governance on matters related to financial risk management, including presenting complex financial data, risk assessments, and strategic recommendations.
• Experience of building and managing grant funded project accounting with proportional allocation of staff costs to funds.
• Experience of developing funding proposals with a variety of funders, including institutional funders, foundations and NGO’s
• Experience of setting up and managing payroll.
• Experience in line managing a team including appropriate delegation, performance management, staff engagement and development, and effective coordination of team workload
• Ability to work both autonomously and as pro-active business partner to members of a dispersed team.
• Strong interpersonal and communication skills
• Proficient user of Microsoft Excel, Word, PowerPoint, Outlook and a range of commercial financial software.

Desirable

• Specific experience with international institutional funders, foundations and International NGO’s would be an advantage
• Experience in managing income and expenditure in multiple currencies
• Experience of accounting software

How to apply

Submit your resume and cover letter by email to [email protected], copying [email protected], with the subject as “Finance and Admin Manager” by 31 July, 2026.

Applications will be reviewed on a rolling basis, and early applications are strongly encouraged.

Only shortlisted candidates will be contacted.