Finance and Administration Coordinator (FAC) at Danish Refugee Council

PURPOSE
The Finance and Administration Coordinator (FAC) will provide management of and direct supervision to the Support Unit of the DRC Kakuma field office. The current Support Unit has one Logistics Assistant and one Office Assistant, but will expand in the near future to include a Finance Officer, Logistics and Procurement Officer, and a HR and Admin Assistant. The FAC will be responsible for recruitment, on-boarding, and management of this team as funding allows. The FAC will also work closely with the Protection and Livelihoods Team Leaders on ensuring that project implementation is timely, within spending limits, and according to DRC protocols. The FAC may act on behalf of the Area Manager when s/he is out of Kakuma. The FAC will provide overall leadership to the Support Unit and ensure that DRC team members are supported with regard to budgets, procurement, logistics, and welfare.

KEY RESPONSIBILITITIES

• Finance, Reporting and Budget Control
• Compile on a timely basis and monitor key financial performance indicators for the Kakuma field office.
• Maintain cashbooks and ensure timely submission to the DRC Country Office
• Monitor petty cash and conduct weekly cash counts.
• Ensure cash counts are done once per week and at the end of each month before closing cashbooks.
• Monitor cash-flow and ensure timely program cash requests to the Country Office
• Ensure that there are proper supporting documents for all transactions.
• Ensure costs are shared fairly, transparently and consistently according to DRC and donor policies.
• Ensure timely payment of salaries, suppliers, partners, etc.
• Supervise the submission of financial scanned vouchers to the Country Office
• Monitor liability control accounts on a monthly basis and ensure timely clearance of any outstanding balances.
• Preparation of quality financial reports and submission to the Area Manager and Country Office for approval before submitting to the donor on a timely basis.
• Lead the process of reviewing Budget Follow-Up (BFU) Reports with program staff on a monthly basis and ensure that any necessary appropriate action has been taken.
• Closely monitor burn rates and ensure spending is appropriate; inform team members of potential problems in advance, and assist with development of spending plans as needed.
• Assist the Team Leaders in consolidating and revising budgets in the appropriate format.
• Ensure that accurate financial information is provided for the purpose of planning, budget development and expenditure controls.
• Play a key role in the development of proposal budgets, ensuring that support costs are adequately covered
• Regularly monitor funding gaps and ensure that the Area Manager and Team Leaders are informed of these gaps.
• Assist in the development of appropriate plans to fill any funding gaps.
• Ensure that all proposal deadlines are met and that quality work is submitted.
• Participate in grant close-out and kick-off meetings; ensure that budget lines are distributed to appropriate owners for proper implementation.
• Administration and Human Resources
• Directly manage all members of the Support Unit
• Ensure that Key Performance Indicators under Administration and Human Resources are compiled on a timely basis.
• Ensure that all administrative related files and systems are accurately maintained.
• Ensure direct supervision and management of staff in the relevant areas of responsibility
• As needed and as funding will allow, assist with the recruitment, on-boarding, and subsequent management of all Support Unit staff.
• Supervise and evaluate the performance of all support staff.
• Lead regular scheduled meetings with all support staff.
• Ensure effective performance management for support staff.
• Ensure all other staff complete their annual performance on time. Responsible for ensuring these documents arrive in Nairobi on time.
• Ensure that the Support Unit team is working in a harmonized manner and there is consistency in application of policy; identify and implement mechanisms to ensure cooperation, communication and teamwork.

Logistics/Procurement

• Establish and maintain strong internal control for procurements and inventories.
• Verify that logistics and procurement policies are appropriately implemented, documented, disseminated and required compliance monitoring processes are effective.
• Assist Logistics and procurement staff in working effectively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning, identification of operational support needs and transition planning.
• Ensure procurement of goods, services or works are in line with DRC and donors rules.
• Ensure the maintenance of accurate inventory list
• Ensure proper management of stores and stock movement
• Ensure existence of proper systems for fleet management, fuel management, generators maintenance, office and guest houses maintenance and warehouse records tracking
• Ensure that Key Performance indicators under Logistics/Procurement and IT are compiled on timely basis.
• Any other duties as agreed with the Area Manager

Qualifications
Required

• Bachelor of Commerce (Finance/Accounting option); Business management qualification such as CPA, ACCA, CIMA, MBA, or equivalent is an added advantage
• At least 10 years of experience working in the finance and administration department in an operation or with an NGO/INGO, 3 of which at Coordinator level or higher
• Good budget development skills for multiple DRC donors.
• Demonstrated experience in capacity building and mentoring.
• Strong information technology skills
• Fluent in written and spoken English.
• Excellent interpersonal and teamwork skills, working with different groups and nationalities.
• Experience managing a Support Unit team of at least 4 people

Essential Competencies:

• Excellent interpersonal and teamwork skills, working with different groups, partners and nationalities.
• Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principles.
• Flexible, enthusiastic and willingness to learn from others.
• Ability to multi-task and cope with competing demands under tight deadlines.
• Identify priority activities and assignments, adjust priorities as required.
• Ability to establish and maintain good working relationships in a multi-ethnic, multi-cultural and multi-disciplinary environment.

Posting details:
Duty Station: Kakuma Refugee Council, Turkana County
Contract: 1 year renewable contract. This position falls under the DRC Kenya National Salary Scale
Reports to: Area Manager.