Finance and Operations Coordinator at RefuSHE

Key Responsibilities

Financial and Fixed Assets Management

• Manage budgets, forecasting, and resource allocation to meet strategic goals.
• Working closely with the Finance team, and programs staff, to prepare monthly cash requests for approval by the Country Manager and subsequent processing
• Ensure timely and quality submission of all donor reports.
• Oversee financial reporting, accounting, and auditing processes.
• Manage the external audit process and ensure timely implementation of audit recommendations.
• Ensure all required audits are carried out on time, in line with RefuSHE internal regulations and donor compliance requirements, and that both external and internal audit recommendations are implemented in a timely manner.
• Manage the external audit process by liaising with the auditors to ensure that all documents and other requirements are in place.
• Oversee the management and tracking of all financial assets within the organization.
• Ensure accurate and up-to-date records of fixed assets and inventory items.
• Maintain systems for asset management and inventory control.

Grants & Budget Management:

• Oversee development and management of grant budgets across all departments
• Monitor and report on grant budget performance.
• Ensure compliance with donor requirements and organizational policies for grant expenditures.
• Prepare and manage the overall organizational annual budget.
• Conduct regular budget reviews and adjustments as necessary.
• Provide financial analysis and reporting to support strategic decision-making.

Bank Account Authority:

• Maintain signature authority for RefuSHE bank accounts.
• Approve financial transactions and ensure proper documentation.
• Ensure compliance with financial policies and procedures for all banking activities.

Operational Management:

• Enhance, develop, and implement operational policies and procedures to ensure efficient and effective operations.
• Improve systems, processes, and best practices.
• Develop and maintain good relationships with vendors and suppliers, and act as the focal person for contractual engagements
• Negotiate contracts to obtain the best pricing.
• Maintain good supply chain management processes, including inventory management and sourcing of suppliers.
• Oversee the Safety and Security of RefuSHE premises, ensuring all Standard Operating Procedures are followed.

Day-to-Day Management:

• Manage day-to-day operations and the finance team and operations department.
• Ensuring that RefuSHE processes remain legally compliant with regulations and standards, and internally implemented policies
• Maintain and enforce health and safety guidelines.

Performance and Productivity:

• Monitor the performance and productivity of employees and teams.
• Provide coaching, training, and feedback to improve performance.

ERP System Management:

• Manage the ERP system functionalities as a super user in Finance & Operations

Internal and External Relationships:

• Develop and manage strong working relationships internally and with external donors and partners.

Staff Recruitment and Development:

• Liaise with HR and the Country Manager in developing job descriptions for new finance department staff positions.
• Ensure approved finance staffing needs are met and capacity enhancement is actioned.
• Contribute to the recruitment process for finance staff and senior staff in other departments.

Qualifications & Skills

Education:

• Bachelor’s degree in finance, accounting, business, procurement or another relevant subject.
• Holder of CPA-K/ACCA/CIPS qualification.
• Member in good standing of the Institute of Certified Public Accountants of Kenya (ICPAK).

Experience:

• 5 years professional experience in finance and operations, including at least 2 years in a supervisory position.
• Experience in a nonprofit setting is preferred.