Finance and Grants Manager at Food for the Hungry (FH Kenya)

Job Summary

• The Finance Manager and Grants Manager provides strategic financial and grant management leadership for FH within the Kenya country office and ensures compliance with policies and procedures. This position is responsible for managing the Finance and Grants department and ensuring that routine monthly finance schedules and reporting deadlines are met. Through high-level analysis of past spending and projections, the Finance and Grants Manager provides key input and recommendations to Program Managers in the development of new budgets as well as the effective management of current programs. The Finance and Grants Manager is a member of Country Senior Leadership Team (SLT) and participates in regular SLT meetings according to the SLT charter and schedules and is in general responsible for overall financial and grants management and compliance. The Finance and Grants Manager ensures all internal controls and finance functions work to provide appropriate support to the program. The Finance and Grants Manager provides timely reports and advice to the country director and participates in strategic planning. This position supervises a team of between 3-7 staff.

Principal Responsibilities

Key Result #1 – Provide strategic leadership in the areas of Finance and Grants to the Country Office

• Advises the Country Director, the Program Director and other Senior leaders in matters related to Finance and Grants.
• Identifies areas of financial risk and provides recommendations on the required prevention and action to mitigate the risks.
• Plans and manages Finance and Grants functions of the country office, including planning, budgeting, and performance management.
• Ensures seamless coordination and facilitates effective communication between the Finance and Grants functions of the Unit and across the wider organization.
• Represents the country office finance globally, across other countries in Africa and creates and strengthens networks in relation to Finance and Grants.
• Works closely with FH Kenya Senior Leadership Team (SLT)to ensure that standards of good practice in management are met for the Finance and Grants Departments.
• As a key member of the in-country ecosystem, ensures smooth and efficient coordination between finance-related and programmatic units for effective performance of organizational operations.
• Develops Finance and Grant policies and procedures including in alignment with existing FH Kenya and Global policies and FHK Country Operational Plans.
• Identifies inefficiencies and bottlenecks between and within programmatic and finance-related departments/units and proposes and establishes mechanisms, trainings, systems, or procedures for addressing them.
• Develops and/or monitors systems for enhancing organizational and donor compliance on financial and other related matters.

Key Result #2 – Finance and Grant-related oversight and deliverables

• Ensures financial integrity and accountability for FH Kenya through maintenance of appropriate internal controls, financial systems and financial procedures.
• Reviews the monthly financial report before submission to GSC and provides high level variance explanations with the submission of the report.
• Identifies areas for improvement on internal controls and overall financial management and propose action steps to close any observed gaps.
• Ensure that transactions and financial decisions adhere to donor regulations and meet US Agency for International Development (USAID) guidelines, specifically OMB Super Circular if applicable.
• Supports the Finance Department to ensure that all key finance tasks are performed effectively within defined deadlines and with accuracy.
• Oversees audit activities and ensures compliance with government and donor regulations. Supports in all country project audits and follows up to ensure internal audit recommendations are implemented and adhered to.
• Supports proposal preparation specifically on budgeting.
• Reviews reporting, payments, disbursement processes and includes timelines for each step to hold each actor accountable.
• Implements a robust contracts management system.
• Coordinates with the CD and Program Director to create and manage FHK’s annual organizational budget, including periodic re-forecasting exercises as required.
• Analyzes country financial status and makes recommendations to end-users on spending patterns and required adjustments for keeping spending on track; Provides monthly financial performance analysis to the SLT and ensures corrective actions are taken in a timely manner.
• Reviews all finance (reporting & disbursement) and procurement documents before Director-level signatory. Reviews documents requiring Director-level signatories and provide the assurance that they are in compliance.
• Ensures the implementation of approved Finance and Grant Policies. Contextualizes and creates finance and grant unit policies as required.
• Ensures FH Kenya’s internal control system provides reasonable assurance that donors' funding is properly taken care of and minimum risk for FH
• Oversees the management of various types of agreements (cooperative agreements, grants, sub-grants, sub-contracts, personal services agreements, memos of understanding, etc.) and solicits legal advice when needed to ensure compliance with applicable government rules and regulations.
• Ensures grants start up and close-out processes are according to agreements/contracts.
• Provides guidance to the FH Kenya CD and SLT on strategic business directions by conducting financial planning, analysis, forecasting, developing scenarios to inform decision making, and advising on key directions and options for development.
• Provides the analytical financial thinking to qualify ideas as good and appropriate for the Kenyan context and in alignment with FH Kenya Operational Plans.
• Participates in corporate policy development as a member of the senior leadership team (SLT). Engages the finance and grants units to develop short, medium and long-term financial plans and projections.
• Represents FH Kenya to financial partners, including donors, auditors, public officials, banks, etc.
• Develops and utilizes forward looking, predictive models and activity based financial analysis to provide insight into the organization’s operations and business plans including cash requirements.
• Oversees all sub awards and grants to local and international partners ensuring all due diligence and reporting according to the award type. Analyze and monitor the financial terms and conditions of sub-grant agreements. Ensure implementing partner’s compliance with their organizational policy/procedures and donor regulations.
• Maintains current knowledge of local government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements.

Key Result #3 – Staff Management and Development

• Provides direct line management and leadership of Finance and Grants as assigned.
• Model FH Heartbeat and Culture to the finance and grants team as well as the wider FH Kenya staff.
• Ensures Finance and Grant Unit staff capacity is sufficient to implement the country level strategy; Coordinate recruitment, interviews and selection of staff as needed. Train staff on all aspects of the financial systems and reporting including donor regulations in order to build capacity of the team.
• Travels to field project offices as needed to provide on the job training (on policies, procedures, donor regulations, and other financial matters), leadership and encouragement to staff and prepare field reports upon return.
• Models leadership to all Finance and Grant Unit staff and intentionally develops the leadership potential of key staff in his/her Unit.
• Collaborates closely with the SLT and plays a vital role in Ecosystem meetings

Job Level Specifications

• Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat and Culture statement, Mindsets and Behaviours
• Proven experience of senior management and leadership particularly in the management of change and working with multi-disciplinary teams.
• Highly developed leadership, influencing and communication skills, and demonstrable capability in relationship building at all levels.
• Deep understanding of the Kenya tax and procurement Law
• Excellent communication skills
• Computer literate with ability to use data for decision making

Experience

• 10 years of relevant experience out of which 5 years on a managerial leadership position in administration and financial management

Education/Certifications

• Master's Degree or equivalent in financial management and/or accounting CPAK, CA, ACMA or ACCA.

Distinguishing Competencies

• Practical experience in using a wide range of accounting software including MS Dynamics 5.03.1, Power BI, and other financial dashboards.
• Experience with financial analysis and reporting and able to perform financial analysis from complex data.
• Proven expertise with different donors such as USAID/UN/SDC/FCDO and other multilateral donors. Knowledge on USAID rules and regulation is key.
• Must have a proven knowledge of Generally Accepted Accounting Principles and a practical knowledge of International Financial Reporting Standards (IFRS), financial systems and internal controls.

Language

• Excellent command of the English and Kiswahili language

Supervisory Responsibility

• The position supervises finance and grants staff in the department.