FINANCE MANAGER ( KENYAN NATIONAL)

Job
from Save the Children
Closing date: 19 May 2017

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.