Head of Finance and Administration at Mission inclusion

KEY RESPONSIBILITIES

• For a Head of Finance and Administration in Kenya, in a role that involves compliance with Government of Kenya laws, the ideal candidate must combine technical financial expertise with a solid understanding of local regulations, governance practices, and administrative leadership. The key responsibilities include:
• Financial Management and Reporting
• Prepare consolidated financial statements in compliance with Mission inclusion and donor policies and regulations.
• Maintain accurate project accounts and ensure timely payments to suppliers.
• Manage monthly accounting reports, bank reconciliations, and year-end closings.
• Oversee cash flow planning, cash advance requests, and procurement alignment.
• Support internal and external audits and implement audit recommendations.
• Responsible for local offices’ financial records, including follow-up on audit.
• Ensure proper tax management and compliance with local and Canadian regulations.
• Financial Controls
• Implement and monitor internal controls, policies, and procedures.
• Oversee accounts receivable, accounts payable, and payroll processes across all offices and countries.
• Manage multi-currency transactions and ensure accurate reporting and approvals.
• Ensure strong controls over restricted reserves and reconciliation processes.
• Budgeting and Forecasting
• Monitor budget execution and provide recommendations aligned with annual work plans of the project.
• Analyze budget variances and provide monthly management and financial reports to HQ.
• Support preparation of annual budgets and prepare quarterly forecasts in collaboration with the Chief of Party (CoP) and the Project Director (PD).
• Prepare the quarterly financial report submitted to the Finance and Compliance Director (SFCD) at Head Quarter.
• Compliance and Regulatory Oversight
• Ensure compliance with local laws, donor requirements, and anti-corruption policies.
• Liaise with legal advisors and regulators as needed.
• Certify that service providers have no links to criminal or corrupt activities.
• Ensure timely submission of tax, social security declarations, and all other obligations and statutory charges in accordance with the countries and the donors’ requirements.
• Administrative Management
• Develop and oversee the implementation of the organization’s annual procurement plan in line with approved budgets and operational needs.
• Maintain and update inventories of fixed assets and supplies for the project.
• Oversee procurement processes including Request for Quotations (RFQs), Evaluation and award processes.
• Supervise logistical, administrative, and technical support functions.
• Ensure accurate record-keeping of approved staff timesheets, time banks, and pay slips.
• Maintain up-to-date partner and donor information in compliance with Kenyan, and
• Canadian laws (oversee compliance of other seascape countries’ laws).
• Perform any other tasks related to their mandate that may be assigned.
• Staff Management
• Supervise, coach, and mentor finance and administrative staff.
• Set clear performance objectives and conduct regular evaluations.
• Oversee the onboarding process for new employees; ensure all enrolments are completed and all necessary equipment is provided and functional.
• Promote staff well-being and model healthy work-life balance.
• Ensure adherence to environmental, gender equality, and social inclusion standards.

EDUCATION AND EXPERIENCE

• Bachelor's degree in finance, Commerce or Business Administration, or a related field from a recognized university (A master's degree is an added advantage).
• CPA-K and/or ACCA certification required.
• Minimum of 10 years of progressive experience in finance and administration, preferably within an international NGO or large organization.
• Extensive knowledge of donor accounting, financial partnerships, and familiarity with
• Global Affairs Canada (GAC) standards, regulations, and procedures (preferred).
• Experience with accounting systems such as QuickBooks, Sage, SAP, or Navision.
• Proven experience in budgeting, financial forecasting, and variance analysis.
• Demonstrated ability to manage consortia-led grants and complex funding structures.
• Proficient in enterprise resource planning (ERP) systems and advanced Excel skills.
• Fluency in both English and French is required; Kiswahili and/or Portuguese is an asset.
• Strong proficiency in MS Office Suite, web conferencing tools, ERP platforms, and budget management systems