Never pay for any CBT, test or assessment as part of any recruitment process. When in doubt, contact us
Equal Access is a nimble organization that year-on-year scales our work and geographic reach. In 2018, we expanded an innovative approach we designed to instigate peace and transform extremism by creating Alternative Messaging Hubs that close the gap filled by violent extremists with messaging that aims to empower and convey the strength of community members forwarding peaceful solutions.
Position:
The Finance and Operations Manager (FOM) is a key member of the operations team. He/She will play a pivotal role in overseeing adherence to EAI’s finance and procurement manuals, donor policies, contract requirements and limitations, financial and procurement policies, procedures, controls, and reporting systems. The individual ensures compliance of all operational reporting functions, oversees cost and general accounting, accounts receivable/payable, payroll, risk management, and partner’s relationships, audit backup documentation, and directly supervise and support the project’s Administrative Assistant.
In addition, the FOM will ensure that labor contracts, policies and procedures are set up in accordance with local labor laws, EAI and donor requirements. The FOM will provide technical assistance to staff in implementing and complying with financial procedures to ensure compliance with the Government of Kenya, the State Department and US Government, and EAI’s policies and regulations. S/he will serve as the financial liaison to EAI HQ, as well as to the Government of Kenya as well provide HR support when needed.
Reporting & Supervision:
The FOM will report to the Project Director based in Nairobi, Kenya
Specific Financial Responsibilities:
- Responsible for overall financial management in compliance with USG/State Department rules and regulations and local law.
- Prepare and review month end closing financial reports and vouchers and ensure timely submission of financial reporting to EA HQ.
- Manage bank accounts, and the transfer of money between HQ and field office to ensure that enough funds are always available in the bank
- Develop and manage systems of internal controls for funds and property.
- Manage monthly accounting functions, including bank reconciliations, monthly cash reconciliations, and cash flow statements and ability to account and manage multiple programs simultaneously.
- Review all petty cash transactions, payments receipts and cash reimbursements from employees and donors/clients, ensuring accurate documentation of expenditures (vouchers and distinct ledger).
- Merge expenditures against project budgets to ensure expenditures are allowable and within budget.
- Review the monthly financial expenditure spreadsheet for submission to EAI HQ.
- Train, provide guidance to, and assist program staff on donor financial requirements;
- Oversee all local procurement including the creation, revision and implementation of a procurement policy that ensures three price quotations and other procurement requests as necessary.
- Payment to vendors and contractors as required ensuring completing appropriate documentation.
- Oversee the preparation of copies of all financial documentation, including vouchers and receipts, for monthly submission to headquarters.
- Manage monthly payroll and salary payments, social security payments and tax payments and ensure benefit accrual are comply with the local labor law and HR manual.
- Supervise logistic arrangements for international staff and consultant visits (visa, hotel reservations, per-diem disbursements etc.)
- Take part in contract negotiations with external production companies and other potential partners.
- Supervise and train the Administrative Assistant.
Specific Operational Responsibilities
- Support in establishing projects office(s)
- Assist in all project start-up tasks directed by the PMU
- Contribute to EAI’s registration status within Kenya
- Help to setup a bank account in Kenya
- Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes
- Ensure adequate competition is achieved, as per EAI policies and procedures.
- Help other project staff become more familiar, and understand, the EAI policies and procedures as related to procurement
- Solicit bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
- Monitor, track and expedite all project procurement activities and delivery status of goods/services
- Gather current pricing information independently
- Conduct price/cost/reasonability analyses
- Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications
- Determine source selection methods for complex procurement to ensure compliance
- Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
- Prepare cost evaluation data, and source selection documentation
- Ensure procurements are approved by the required EAI authorities, and/or client approvals are received, before awards are made
- Through market research efforts, identify and qualify potential suppliers (and products/services). Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
- Work closely with various home office support staff
- Carry out other duties and responsibilities as directed
Required Skills & Qualifications:
- At least five years of international program management experience required, preferably in Kenya or other insecure settings.
- Experience with Department of State and USAID financial reporting and procurement processes.
- A thorough knowledge of budgeting, accounting principles, and auditing standards in Kenya.
- Experience in coordinating with internal and external auditors.
- Able to work under pressure and deadlines.
- Willingness to travel to field sites within Kenya and East Africa required.
- Ability to function effectively in a fluid but complex team work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements required.
- Fluency in Somali required; knowledge of Arabic preferred.
- Minimum five years’ experience managing staff preferred.
Interested applicants should e-mail a copy of your CV and statement of interest to jobs@equalaccess.org with the reference of the job positins e.g. “Project Director, Somali Voices” in the subject line.
Kenyan and Somali Nationals are strongly encouraged to apply
EAI is an Equal Opportunity Employer.