Finance and Administration Manager at Youth Alive! Kenya (YAK)

The Finance and Administration Manager (FAM) is a senior leadership position responsible for overseeing the financial health and operational efficiency of Youth Alive! Kenya (Y.A.K.). This role ensures effective financial planning, management, and reporting, as well as the implementation of efficient administrative systems to support the organization’s mission. The FAM will lead a team to uphold transparency, accountability, and compliance with internal policies and donor requirements. 

Key Responsibilities 

Financial Management and Reporting 

• Prepare and monitor annual budgets in collaboration with program teams. 
• Ensure timely and accurate preparation of financial statements, management accounts, and donor reports. 
• Oversee cash flow management, ensuring optimal liquidity to meet operational needs. 
• Manage audits, including external and donor-specific audits, ensuring adherence to statutory and donor requirements. 
• Maintain compliance with financial regulations and organizational policies. 
• Lead efforts to address audit findings and organizational gaps identified in past or future reviews, taking action to strengthen financial systems and organizational resilience. 
• Regularly review and assess financial policies and procedures to ensure they remain fit for purpose, are responsive to evolving risks, and are capable of detecting and addressing potential fraud early. 

Strategic Planning and Resource Allocation 

• Develop and implement strong internal control systems (policies, segregation of duties, checks and balances, cashless systems, etc)
• Provide financial insights and analysis to inform strategic decision-making by the leadership team. 
• Align resource allocation with organizational priorities and strategic goals.
• Assess financial risks and develop mitigation strategies to safeguard the organization’s assets.

Grants and Donor Management 

• Lead the financial aspects of grant proposal development, ensuring budgets align with donor requirements. 
• Monitor grant expenditures to ensure compliance with donor agreements and organizational policies. Track grant/ donor income, expenditure, and communication and follow-up on disbursement. 
• Prepare and submit financial reports to donors in a timely and accurate manner. 

Administration and Operations 

• Manage organizational assets, including maintaining an updated inventory and ensuring proper tagging and usage. 
• Supervise facilities management to provide a safe and conducive working environment. 
• Ensure the organization’s administrative systems are efficient and aligned with operational needs. 
• Provide oversight to the procurement team and streamline their work processes.  

Team Leadership and Capacity Development 

• Lead, mentor, and manage the finance and administration team to deliver on their objectives. 
• Identify and address training needs within the team to enhance capacity and performance. 
• Foster a culture of continuous improvement and professional excellence. 

Human Resource Support 

• Work closely with the HR department to align financial and administrative systems with personnel needs. 
• Support payroll processing by ensuring accurate financial data is provided. 
• Contribute to the development of policies and procedures that enhance operational efficiency and staff satisfaction. 

Qualifications and Experience 

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field; a Master’s degree is an added advantage. 
• Professional certification such as CPA (K), ACCA, or equivalent is required.
• At least 5 years of progressive experience in financial management and administration, with at least 3 years in a leadership role. 
• Experience working with donor-funded organizations, including managing grants and preparing donor reports. 
• Strong knowledge of Kenyan financial regulations, tax laws, and compliance requirements. 
• Proficiency in financial management software (Odoo and or Xero) and the Microsoft Office Suite will be an added advantage.