Finance and Grants Manager at Independent Medico-Legal Unit (IMLU)

JOB PURPOSE

• The jobholder leads in grants management, financial management and in ensuring compliance to policies and procedures as well as team leadership.

MAIN RESPONSIBILITIES OF THE JOBS

Managerial / Supervisory/ Operational Responsibilities or roles:

• Leads in the implementation of grants and financial policies and procedures in line with IMLU’s strategic goals and prescribed guidelines;
• Takes lead in grants management including preparation of quality proposal budgets, donor compliance and reporting and grant close-out procedures;
• Consolidates and develops IMLU’s institutional and grants budget;
• Monitors and ensures adherence to donor agreements including record maintenance and staff awareness on the same;
• Responsible for timely and quality preparation and dissemination of the expenditure, donor and management reports for informed decision-making;
• Coordinates the preparation of the annual institutional audits and grants audit;
• Reviews internal financial controls and ensures compliance;
• Maintains appropriate accounting records and ensures timely backup of digitalized accounting data;
• Ensures prudent resource management by expenditure verification and ensures that budget and expenditure reports and timely dissemination to staff;
• Prepares, maintains, and updates a fixed asset register including disposal of obsolete assets;
• Ensures accurate donor coding and timely payment;
• Leads the procurement team in the organizational procurement process
• Ensures proper cash management and control;
• Assists in departmental planning and execution;
• Supports monthly and year-end finance procedures including staff orientation on staff matters; and
• Any other duty assigned from time to time.

Responsibility for physical assets

• Office laptop
• Printer
• Desk top

Nature of Decision Making

• Strategic decisions
• Operational decisions

KNOWLEDGE, SKILLS AND EXPERIENCE

• Minimum level of academic qualification, skills and knowledge required to perform effectively in the role:
• Bachelor’s Degree in Finance or any other related field.

Minimum level of professional qualification required to perform effectively in the role:

• CPA-K
• Member of ICPAK

Minimum level of personal and professional experience required to perform effectively in the role:

• Finance accounting, management, and Grants Management. Team leadership/human resource
• management. Performance management experience.

Minimum months or years of experience required to be appointed to the position:

• Minimum – 4 years
• Desirable – 6 years experience in a similar position

KEY PERFORMANCE INDICATORS

• Increase resource optimization at IMLU.
• Institutional compliance
• Effective Human Resource information system
• Timely reporting of grant management.
• Timely preparation of Budget.
• Real-time financial reporting
• Availability and optimal utilisation of resources.

SKILLS

• Technical: Accuracy Numeric/ Measurement/ computing, Analysis /Statistics, Budgeting, Record Keeping, Report Writing
• Human Relations: Leadership, Communication, Training and Development, Group Dynamics/Team Building, Conflict Resolution,  Negotiation skills
• Conceptual: Environmental Scanning, Objective Setting and Planning, Organizational Design, Monitoring and Evaluation

COMPETENCIES

Working with Others

• Team working: Leads aspects of teamwork, seeking and implementing improvements to the team’s outputs/service and developing colleagues within the team. Challenges colleagues.
• Customer Focus: Provides a quality service that is regularly reviewed. Anticipates customer needs. Actively seeks feedback on services from customers and makes appropriate changes to service and to underpinning policy/strategy.
• Communicating, Networking, and influencing: Communicates effectively with a wide range of diverse internal and external stakeholders, influencing and negotiating change. Networks internally to keep ahead of developments.

Delivering Results

• Making informed decisions: Uses a wide range of complex skills to take controlled risks to achieve greater gain. Uses trends and data to establish controls and performance indicators
• Organisation Delivery: Takes account of organisational priorities to ensure that operational and strategic plans are being implemented and achieved.
• Adaptability: Embraces and manages change. Seeks opportunities for change, supporting colleagues in implementing new ways of working, effectively and supportively communicating the rationale for change.

Focusing on the future

• Entrepreneurship and Commercial Focus: Spots and progresses business opportunities and opportunities for collaborative working externally and internally.
• Creativity and Innovation: Reviews, tests, and implements new concepts, models, and approaches to practice in support of service development and delivery
• Leading and Coaching: Is visible and publicly champions initiatives to provide direction. Takes responsibility for an area of work and its outputs. Makes time to get to know people and motivate them. Regularly review the performance of self and others.

WORKING RELATIONSHIPS

Internal customers

• Head of finance and administration/HR
• Finance and Grants Officer
• All staff

External Customers

• Development partners
• Banks & other financial institutions
• KRA
• Consultants and other experts.
• Clients.
• Suppliers
• Corporates