Finance Manager – Kenya Country Office
TEAM/PROGRAMME: Finance
LOCATION: Nairobi
GRADE: TBC (Competitive Package)
POST TYPE: National
Child Safeguarding:
Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
ROLE PURPOSE:
To lead and manage the finance team in ensuring; the integrity of finance systems, that controls and procedures are robust, timely and accurate production and analysis of financial management information and accurate payroll administration.
SCOPE OF ROLE:
Reports to: Director of Finance
Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programs delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programs of SC UK, SC Canada and SC Finland to create a single operation in Kenya. In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programs with our own. Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. In 2016, Save the Children established a new project office in Madagascar whose operations are managed by the Kenya CO. In total, we employ around 250 staff in both countries and had an operating annual budget in 2016 of approximately US$17.5million.
Staff directly reporting to this post: Financial Accounting Officer (2), Field Coordinators (6), Finance Assistant (1)
KEY AREAS OF ACCOUNTABILITY:
Financial Planning and Decision Making
Assist the FD in management of the NAF by ensuring that costs relates to donors are recharged to SOFS once they are active and activities budgeted in NAF are actioned to ensure optimal usage of the NAF
Facilitates in budget development and need of the finance department
Participates in BVA meetings to ensure that payments , commitments and accruals are well managed in relation to donor expenditures
Analyses financial spend and trends and Advices the SMT on cost efficiency in operations
Provides information to the FD on issues arising from Interdepartmental meetings that relate to budget allocations for various needs for the departments
Reviews Annual budgets , Q1,Q2 budgeting from the field offices for onward transmission to
Back stops for the Budget and reporting manager
Treasury function
Reviews cash forecasts from field offices and Consolidate the country office Cash forecast for submission to SCI Center for funds to be transferred within the stipulated calendar dates
Works with the Regional office and Centre to ensure international payments are made on time
Ensures the CO maintains the stipulated level of cash balances
Contributes to the EARO strengthening measures in cash management
Picking best practices in cash management from other countries for use in strengthening cash management in the country office
Ensures field office cash are maintained within the levels stipulated by the SOD
Coordinates with awards to ensure that in country donor receipts and other receipts are well documented in the Agresso
Developing and reviewing of controls to ensure strong checks and balances
Reviews cash balances from all field offices and makes decision in the event of emergency cash needs
Ensure forex transactions are well recorded and are well planned based on need
In charge of all banks correspondence
Financial Accounting
Ensures that all Payments adhere to SCI and donor policies and are made on a timely basis
Document key gaps in the SCI payment cycle and recommends improvements on a continuous basis
Ensures data quality of all transactions entered into Agresso and lead in data quality improvements in the country office
Ensures Journals and invoice posting are well supported before being entered into Agresso
Promotes awareness of the accounting codes for SCI by sharing tools that make it easy for finance and non-finance to identify appropriate codes
Ensures that every finance staff delivers on the single account reconciliation for all balance sheet accounts
Supports finance and awards team training needs for Agresso and facilitates their capacity building
Ensures proper work flow between departments to ensure that transactions are captured within acceptable timelines
Ensures that Finance department meets soft close and hard close deadlines and that all unusual transactions and unsupported entries are investigated and resolved in a reasonable manner
Facilitates donor reporting by ensuring that all data is captured in Agresso and costs are accrued at close out where applicable
Reviewing financial systems procedures and practices to ensure that it is compliant to SCI policies and donor policies
Maintenance of effective filling of financial documentation and ensure they can be accessed on demand within reasonable time
Internal Controls and Risk Management
Spearheads the maintenance of effective controls by ensuring that transactions adhere to SCI policies
Actioning Mitigating measures in the CO risk register that relate to financial management
Identifies gaps in internal controls document and resolve within acceptable timeliness
Review expenditure procedures, including adherence of procurement processes and in line with the SOD
Developing and updating an Induction pack for SCI finance and non-finance and Induction of new staff into SCI financial procedures
Disseminate ,create awareness and conduct refresher trainings on SCI documents that facilitate effective controls
Conduct field visits to assess effectiveness of controls and support Field Finance coordinators and budget holders in their financial performance
Audit and Compliance
Facilitates the audit by ensuring that documents are availed during audits and feeds into the audit management by the IA function
Implement the audit recommendations from various audits and maintain a tracker of all audit queries
Submission of NGO Board Returns
Ensures statutory deductions are made on time
Submission of KRA annual company returns, quarterly returns
Review SCI procedures and business processes to ensure that they are in compliance with tax and audit requirements
Keep abreast with new developments on tax, legal and NGO board NGO requirements and updates management on the same
Ensures that records with KRA and NGO Board are well documented and filled , ITAX is well utilised and risks is assessed and any measures taken to maintain zero risk with the regulatory bodies
Payroll Management
Ensures that the payroll process is efficient and takes measures to ensure that any gaps are addressed
Reviews the CO and Camp payroll to ensure that tax and other deductions are done accurately
Reviews International PAYE to ensure that it is well documented
Returns are done on ITAX for PAYE and WHT in a timely fashion
Coordinates with Awards for Matrixes to ensure that Payroll expensing is done in a timely fashion once
Supports the field offices to resolve any payroll issues that come up
Financial Reporting
Overall Responsible for balance sheet management of all accounts by ensuring each staff delivers on the reconciliation of their respective accounts
Support the FD in preparation of annual financial statements and schedules and ensures that SCI adheres to M/E and Y/E procedures for audit readiness
Preparation of the MFR and schedules within stipulated timelines and analysis the reports to advice SMT on the financial health of SCI
Reviews Regional office reports on CO financial performance and takes necessary action where performance needs to be improved
Feeds into the Country office MCC in financial management aspects
Provides the regional office with monthly quarterly and other adhoc reports as required
Analyses Regional office reports and pick best practices for adopting in CO
Ensures that all MFRs and supporting documents are well filled both physically and online Citirx file
Prepares liquidation schedules for TG and updated TG Provisions
Ensures prepayments for medical and other staff benefits are expensed in a timely manner
Ensures that Provident provision is captured accurately and paid out timely
Liase with awards, centre and regional office to coordinate clearance of intercountry and member expenses
Staff management, mentorship and development
Facilitate recruitment of new finance staff
Support finance staff to set clear performance objectives and measurable ambitious KPIS that are aligned to the CO finance KPIs
Ensure proper coordination of leave plans to ensure all area offices are adequately staffed at all times
Support staff achieve their potential through effective delegation, capacity building and mentorship
Perform appraisals and feedback for continuous improvement
Facilitate monthly and quarterly finance meetings to build high spirited team
Teambuilding for the finance department
Take corrective action for unacceptable performance
SKILLS AND BEHAVIOURS (our Values in Practice)
- Delivering results (Leading edge)
- Problem solving and decision making
- Applying technical and professional expertise
- Working effectively with others
QUALIFICATIONS AND EXPERIENCE
- At least five year’s progressive INGO experience two of which are in financial management position.
- Bachelor’s Degree, Finance /Accounting (or equivalent certification and experience) and recognized Accounting qualification CPA or ACCA
- Experience of working in an emergency response or set up
- Ability to oversee implementation of new procedures and controls
- Strong interpersonal skills and ability to establish and maintain effective working relations with a team, including cultural sensitivity, assertiveness and negotiating skills.
- Proven skills on managing changes, achieving results, ensuring quality, team building and capacity building.
- Strong computer skills, Excel, Word and Accounting packages
- Ability and willingness to work under pressure as part of a professional team.
- Willingness to travel to field offices occasionally
- INGO experience
- Fluency in English, both verbal and written, preferred
- Commitment to Save the Children values
How to apply:
The application process is now open. To apply for these positions visit the SCI Kenya Website: https://kenya.savethechildren.net/jobs. The system allows CVs & Cover letter as One(1) document. Applicants are advised to indicate their preferred Locations. Applications will be reviewed on a rolling basis.
Save the Children International does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents.
More Information
- Job City Nairobi