Finance and Administration Manager at Emali Dedicated Children's Agency

Purpose

The job holder is responsible for providing leadership to the finance and administration unit and oversees all financial management, internal controls and financial compliance aspects of the organization, in accordance with all relevant internal regulations, donor regulations and statutory requirements. They will manage the implementation of accounting systems, budgeting, expenditure tracking, and financial reporting for EDCA. FAM is responsible for ensuring that an appropriate structure exists to ensure effective support of operations and to protect the integrity of EDCA’s financial and administrative operations.

DUTIES/RESPONSIBILITIES
Compliance

•  Ensure that the finance and administration unit complies with laid down policies, procedures and regulations
•  Ensure that all operational services are audited for their efficiency and effectiveness on a regular basis, and that suitable risk management arrangements are established
•  Co-ordinate the annual audit and follow-up on recommendations and action points raised by auditors
•  Develop and maintain sound reporting systems to facilitate effective financial management and strong internal control mechanisms
•  Ensure an effective internal control system is maintained and adheres to statutory and fiscal requirements
•  Ensure that the project operations are carried out in accordance with sound financial management and procurement practices.
•  Ensure EDCA is compliant with all legal requirements including but not limited to filing all the necessary statutory deductions on time.

Budget Management

•  Prepare and monitor budgets to ascertain that spending occurs as planned and that variances are anticipated, noted, and corrected; ensure that key program personnel are aware of budgetary resources and can monitor their budgets respectively.
•  Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with EDCA’s policies and procedures and the donor’s and contracts requirements.

 Monitor burn rates, advise on spend projections and maintain and update the status of obligated funds
Reporting

•  Reviewing the regulations, mechanisms and procedures to assess the adequacy of the reporting requirements to enable sufficient monitoring
•  Record, analyze and report project accounts accurately in accordance with rules and procedures
•  Reviews all the daily financial transactions and the books of accounts to ensure they are appropriately recorded and coded
•  Prepare monthly reports, quarterly reports, consolidated annual fiscal report, cumulative life of project reports, and any other required donor submissions.

Administration

•  Supervise the finance and administrative staff, conducting performance appraisals and revising job descriptions as necessary. Providing capacity development and training opportunities for the team and facilitate their professional growth.
•  Ensure that there is adequate and conducive office environment for all staff (furniture, security and safety, equipment and supplies)
•  Ensure the safe custody and security of all organizations’ assets including vital records (purchase contracts, proof of ownership documents, after sale service contracts etc.)
•  Develop a fixed asset register, ensuring filling and archiving system is maintained
•  Carry out day-to-day operations of the project designated accounts, adhering to the procedures of the respective donors for this account

Child Safeguarding

•  Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable s/he to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with EDCA’s Child Safeguarding Policy.

Qualifications, Knowledge and Skills

• Minimum level of academic qualification, skills and knowledge required to perform effectively in the role
•  A Bachelor’s degree in commerce or finance from a recognized academic institution
•  Professional accountancy qualifications i.e., CPA K
•  Those with professional training in Administration and Human Resource Management will have an added advantage
•  Computer skills and familiarity with an accounting software is essential
•  Proven Knowledge of QuickBooks online
•  Experience in coordinating budgeting processes and managing budgets and monitoring and supervising administrative processes.
•  Good oral and written communication skills
• Minimum level of personal and professional experience required to perform effectively in the role
•  At least Five years’ experience in financial and administrative management, three of which must be in a management position at an NGO or overseeing donor programs/grants management.

Deadline - 11:59 PM on 17th March 2024.