Finance & Operations Manager at International Foundation for Electoral Systems (IFES)

Position Summary

Reporting to the Director of Operations & DCOP, the role will provide oversight on all financial management and operations functions of the IFES Kenya program and ensure all financial and operations processes are functioning effectively and efficiently.

S/he will plan, execute and evaluate all activities of financial management of various projects’ financial and accounting processes and be responsible for creating, reviewing, updating and enforcing compliance of the projects’ financial/administrative policies and procedures.

The role will oversee all administration and procurement duties of the field office, support the development and analysis of budgets and prepare periodic reports as required.

Finance & Operations Manager Job Key Responsibilities

Finance

• Work closely with finance staff to ensure that financial management and reporting is accurate and well documented.
• Ensure the transfer of money between head-office, field office and partners.
• Monitor cash flow, and ensure that sufficient funds are always available in the bank.
• Assist with the development and enforcement of proper internal controls with respect to cash management.
• Ensure field expense reports and periodic reports are submitted to HQ within the stipulated deadlines.
• Provide training to staff in finance and other related areas as appropriate for proper maintenance of books of accounts, inventory and fixed assets records.
• Supervise preparation of annual returns of IFES (both payroll and company) and ensuring compliance with local laws at all times.
• Assist with budget analysis and developing pipelines.
• Keep abreast and updated on local regulations and laws and advice IFES as and when needed, while ensuring that the office manuals are updated accordingly.

Grants Management

• Provide supervision and support to grants staff.
• Monitor sub grantees’ compliance with USAID rules & regulations.
• Deliver training on an ad-hoc, formalized and workshop basis to sub-grantee staff.
• Ensure the sub-grantees can submit regular and accurate Financial Reports using the format provided by IFES.
• Review sub-grantee’s Financial Reports on a timely basis, to ensure the effective and transparent use of funds.

Operations

• Supervise operations staff to carry out general office administration duties; filing of office documents, maintaining proper vendor database, ordering and maintaining office supplies/stationery, maintenance of office equipment e.g. photocopier, printer, telephone system, etc.;
• Responsible for maintaining local staff leave schedules and ensuring accuracy;
• Ensure records management of IFES is up to date and in good order;
• Maintain office insurances and ensuring renewals are done on time, while also losses are reported on time;
• Ensure staff medical insurance is operational and settle any dispute that may arise;
• Mentor and train the administrative staff to build their competencies.

Person Specification

• Demonstrated financial management and accounting skill
• Good analytical skills with good attention to detail
• In depth knowledge and experience with USAID financial management, and reporting requirements.
• Working knowledge of US government contracting procedures, regulations, policies is required, including CFR and OMB circulars.
• Proficiency in Microsoft Office and QuickBooks is required.
• Excellent oral and written communication skills.

Minimum Qualifications for the Finance & Operations Manager Job

• Bachelor’s degree in commerce, accounting, financial management or any other related field.
• CPA(K) qualification
• Minimum 4 years work in similar position preferably in an INGO.
• Experience managing/working in an administration and procurement function.
• Previous work experience in a field location for an INGO will be an added advantage.