Finance and Administration Manager at Kakenya’s Dream

Duties and Responsibilities:

• Leadership and Management
• Develop, implement, and ensure compliance with financial management and administrative policies.
• Coordinate the annual corporate budget preparation.
• Oversee budget utilization, monitoring, and reviews, providing insights on allocations and variances.
• Contribute to proposal development and fundraising initiatives.
• Supervise and manage the finance team.
• Represent Kakenya’s Dream in stakeholder meetings.
• Provide financial management guidance to the Board and management.
• Financial Transactions Processing
• Facilitate accurate and timely payments, ensuring all documentation aligns with budget allocations before approval.
• Collaborate with the finance team to maintain compliance with KD policies.
• Review payment vouchers and ensure proper authorization of supporting documents.
• Verify staff imprest advances for accuracy and completeness before processing.
• Oversee the payment of invoices, utilities, and other expenses.
• Monitor expenditures against approved budgets and advise management accordingly.
• Prepare financial reports to support management decision-making.
• Manage cash handling at Kakenya’s Dream locations, including petty cash.
• Oversee payroll processing for all staff.
• Financial Management
• Ensure effective financial management across Kakenya’s Dream and all facilities.
• Develop and implement comprehensive financial management systems and policies.
• Monitor and manage the annual corporate budget.
• Prepare timely financial statements and maintain accurate accounting records for audits.
• Provide budget utilization guidance to program teams.
• Assist with procurement and disposal of assets.
• Manage the organization’s assets and liabilities effectively.
• Facilitate staff training in financial management.
• 4. Cash Management and Banking
• Coordinate banking activities, ensuring proper fund management and payment processing.
• Monitor bank account activities to manage cash flow and liquidity.
• Conduct monthly cash and bank reconciliations, resolving any outstanding issues promptly.
• Prepare monthly cash flow statements and advise management accordingly.
• Financial Records Maintenance
• Maintain comprehensive financial records for all transactions and address any queries timely.
• Ensure accurate reconciliation and documentation of all accounting transactions.
• Implement a secure filing system for all financial records.
• Reporting
• Produce monthly budget monitoring reports that highlight variances.
• Coordinate the timely preparation of annual and periodic reports for the Board and donors.
• Ensure compliance with statutory filing requirements.
• Audit
• Coordinate project audits, ensuring findings and recommendations are implemented.
• Ensure that internal and external audits occur as scheduled.
• Prepare for annual statutory audits, maintaining proper documentation for transparency.
• Address issues raised in external audit management letters promptly.
• Risk Management and Compliance
• Maintain compliance with statutory requirements and donor agreements.
• Ensure timely remittance of statutory deductions.
• Communicate legal and compliance updates to staff.
• Develop and manage risk management business continuity framework and systems.
• Maintain an inventory and assets register.
• Ensure robust internal controls are in place.
• Procurement Management
• Ensure a reliable and efficient procurement system is in place.
• Manage stock levels of supplies and consumables across all offices.
• Conduct regular inventory checks and audits.
• Maintenance of Properties and Facilities
• Ensure that facilities, equipment, and properties are well maintained.
• Manage leases, service agreements, and maintenance contracts.
• General Administration
• Develop and implement organizational policies and procedures.
• Ensure effective logistical support for the organization.
• Facilitate travel arrangements for staff and visitors.
• Obtain and maintain necessary licenses and permits.
• Carry out any other duties and responsibilities which may be assigned by the Country Director from time to time.

Minimum Knowledge, Skills and Abilities

Education/Academic Qualification

• Bachelor’s degree in Commerce, Business Administration, Economics or any other related disciplines.
• A master's degree in a related field will be an added advantage.

Professional/ Specialized Training &Qualifications

• Certified Public Accountant (CPA-K).
• Member of ICPAK.
• Formal training in leadership, management and human resource is an added advantage.