Head of Finance & Procurement at Gold Star Kenya

JOB SUMMARY:

• The Head of Finance and Procurement is responsible for financial and procurement management and ensure that staff and management receive high quality, professional and responsive services. S/he will also implement financial and procurement management policies, procedures and systems and ensure compliance with organizations and project standards as well as maintain oversight of day-to-day financial and procurement activities

DUTIES AND RESPONSIBILITIES:

• Manage all financial and procurement management activities for the program including bank account and petty cash reconciliations; accounts payable; sourcing and contracting of suppliers; review and verification of invoices; data entry into accounting systems; fund transfers from banks, EFT, cheque and cash payments.
• Develops project budgets and monitor expenditures and pipelines.
• Act as the point of contact (PoC) for before and after awards ensuring thorough due diligence assessments are conducted and resulting recommendations are implemented, monitor organizations’ activities to ensure quality implementation that is aligned to projected timeframes and budgets, and alert senior management of implementation challenges in a timely manner.
• Oversees finance, procurement/purchasing, contracts and grants to ensure compliance with USAID and other funder rules, regulations and requirements.
• Facilitates funding agency auditors, external auditors and reviewers on their auditing assignments or special assignments.
• Establish and manage systems for cash and EFT payments to staff including per diems, accommodation/travel allowances, expense claims and petty cash.
• Assist with strategic financial management activities including annual budget development, financial planning and cash flowing, and financial reporting.
• Develop project-level financial and procurement management policies and procedures, manage roll-out and oversight compliance, reporting and periodic review.
• Keep informed about Kenyan taxation laws and work with senior colleagues to ensure the program is tax compliant.
• Develop and maintain effective working relationships with the 3i team and manage the provision of high quality and responsive services.
• Provide expert guidance in the costing of personnel, activities and operations.
• Organize, maintain comprehensive financial and procurement files, and ensure all recording is compliant with audit, corporate and client requirements.
• Develop effective and professional working relationships with key Partner staff to ensure financial management approaches comply with donor and organizations requirements.
• Manage purchasing and procurement activities including supplier management and ensure value for money.
• Work closely with the Office Manager to establish and implement the program payroll system for national staff; ensure all salary payments are accurate and timely.
• Reviews and track VAT reimbursement booking in the system and reimbursements under USG funding.
• Perform any other duties assigned by the supervisor from time to time.

MINIMUM REQUIREMENTS:

• Bachelor’s degree in finance, business administration, or relevant field is required; a master’s degree is desired.
• Minimum 8 years of progressive work experience in financial control and audit related field including minimum 5 years of experience in a senior management position, providing administrative oversight and management systems development.
• At least five years of experience in administering grants and contracts. Proven and significant experience in Procurement and contract management, including an ability to review Procurement demands and trends, and develop Procurement strategies.
• Professional Certification (CPA K) desired
• Member of ICPAK
• Knowledge of and experience with USAID and/or other international donor program’s rules and regulations related to procurement and finance is required.
• Demonstrated sound experience and solid practical understanding of VAT, WHT, income tax, and other Kenyan taxes.
• Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.
• Proficiency in MS Office is required