Finance Director at Adept Systems

Job Purpose

• To enhance operational efficiency, integrity, and transparency of financial and administration operations by developing secure and efficient financial and administration systems which responds to the needs of PS Kenya. Ensure donor compliance and effectiveness of the policies, procedures and standards by which PS Kenya’s financial, administration, logistics, physical and information resources are managed. The Finance Director will also provide oversight on all IT and supply chain operations.

Duties and Responsibilities:

• Develop, coordinate, and implement plans for financial management, planning and analysis as well as oversee the grants, supply chain and IT units to ensure efficient, effective delivery of services and in support of compliant project activities.
• Lead the preparation of monthly, quarterly, and annual financial statements.
• Provide leadership on PS Kenya’s Enterprise Resource Planning system (ORION) utilization in processing financial transactions, responsiveness to customer needs and integrity of financial reports.
• Lead the establishment and enforcement of internal financial procedures and controls and ensure adherence to PS Kenya’s policies to ensure that relevant projects are contractually compliant in meeting all reporting requirements, donor deliverables and statutory regulations.
• Review monthly financial reconciliations to GL and certification of financials.
• Liaise with Risk and Compliance team to monitor procedures of and ensure audit recommendations are being implemented.
• Manage the resolution of government and donor audits as they pertain to grant management and compliance.
• Participate actively in partner, donor meetings, working groups and other coordinating bodies. Primary point of contact with banks; manage bank relationships to ensure efficient cost-effective delivery of service.
• Annual and project budgeting – Lead PS Kenya’s annual budget preparation, ensuring departments and projects budgeting discipline, adherence to policies/guidelines, timelines, completeness, accuracy, value for money and properly uploaded onto Orion.
• Provide financial forecasts and highlight any challenges or opportunities for PS Kenya. Ensure preparation and review of quarterly VFM reports and identify ways to increase program effectiveness.
• Oversee the monthly burn rate meetings and regularly monitor and provide guidance on budgetary variance analysis. Review performance and efficiency of on-going Donor Projects by ensuring analysis of project monthly spend rates and highlighting possible problem areas.
• Collaborate with the CEO and other Directors to develop and compile information for ad hoc and required reports for governments, donor and other stakeholders. Coordinate with all available resources to answer any questions on project finance management or to resolve project financial issues.
• Provide oversight during budget development for new business/proposals.
• Ensure the organization complies with local Tax legislation and other statutory requirements.
• Manage the tax exemptions and VAT reimbursements from the GOK.
• Submit Annual tax returns to KRA annual NGO board returns.
• Lead the Cashflow forecasting and management to ensure optimal utilization and security of available cash resources.
• Oversee the preparation of staff payroll and payroll returns and ensuring adequate severance accrual and pension remittances and all other remittances as required by law. Performing duties as a trustee for staff pension scheme.
• Manage the external audit management and implementation of agreed recommendations; and
• Manage, develop, mentor and coach teams, ensuring excellent performance and effective succession planning.
• Ensure that all records and documents related to all financial transactions are maintained according to PS Kenya policies, procedures and government regulations;
• Review IT policies and procedure to ensure their relevance and alignment to the overall strategic plan of the organization and application
• Oversee operation and maintenance of all IT equipment including network servers, server rooms, computers in accordance with PS Kenya policies and international best practices to ensure business continuity
• Review general program activities including vendor pricing & payment, credit sales control, inventory management, staff advances, bank management and petty cash;
• Oversee PS Kenya’s data and information in line with PS Kenya’s policy
• Provide oversight in management of supply chain ensuring compliance with donor and PS Kenya policies and procedures, ensuring the achievement of best value for money.

Job Qualifications:

• Master’s degree in Finance, Economics or Commerce or equivalent
• Bachelor’s degree in Finance, Economics or Commerce
• CPA (K)/ACCA qualification; CFA is desired
• At least 10 years’ experience in financial management in a donor funded organization, with 4 years at senior management level

Skills & Competences:

• Strong leadership skills
• Planning and organization skills
• Strategic and analytical thinking
• Superior Communication skills - both written and oral
• Integrity
• Strong consensus-building skills
• Ability to drive change and innovation
• Strong customer service skills