Manager – Finance and Administration at Faith to Action Network

Duty Location: Nairobi, with 50% Local and occasional international travels

Nature of Appointment: Full Time

Supervisor: Chief Executive Officer

Job Purpose

The Finance and Administration Manager is part of the Senior Management Team and ensures that human resources, administrative and financial functions support the timely and effective implementation of Faith to Action Network’s projects in compliance with Donor and Organizational requirements.

Areas of responsibilities

1. Financial Management and Strategic Leadership
   1. Contribute to strategic review, planning, and development of the organisation as a whole.
   2. Plan, manage and monitor Faith to Action Network financial resources.
   3. Provide strategic recommendations to the Chief Executive Officer regarding the financial, HR and administrative implementation of the strategic plan.
   4. Any other role as delegated by the Chief Executive Officer
2. Financial Accounting and Control
   1. Oversee the administration of bank accounts to ensure the adequate allocation of funds.
   2. Lead monthly standard accounting submissions, including general ledger files, account reconciliations, expenditure by cost centre/project, required sub-grantee reporting, as well as other financial information on a timely and accurate manner.
   3. Reconcile multi-currency – cashbook with bank statements and check verifiable documents on a monthly basis.
   4. Plan, coordinate and assure the payment of salaries, and manage withholding and remittance of statutory deductions eg. PAYE, NHIF, NSSF & DIT.
   5. Supervise management of petty cash, assuring all purchases are properly documented.
   6. Prepare payments and ensure that payments are made against verifiable accounting documents.
   7. Ensure accurate and timely posting of data into the accounting system – SUN LEDGER i.e payments, various journals types and receipts.
3. Grant Management & Donor Compliance
   1. Overall responsibility of grant management processes – Manages several sub-grants, including selection, due diligence assessments and contracting of sub-grantees, and ensure their financial compliance with Faith to Action Network and donors’ regulations.
   2. Ensure that Faith to Action Network and sub grantees meets FCDO, DMFA, GIZ, USAID, EU and other donors’ financial reporting requirements in compliance with Kenya laws, and produce all required financial and administrative reports in a timely manner.
   3. Manage grants to partners by ensuring timely disbursements of funds and adherence to agreed activities and objectives in the signed contracts, and enforce partners’ accountability.
   4. Enforce and monitor sub grantee financial reporting and compliance, pre-empt problems, and advise senior management on solutions and recommendations.
4. Budgeting, expenditure monitoring and Reporting
   1. Prepare annual budget and quarterly financial reports for approval by Finance and Audit Committee of the Faith to Action Network Steering Council/Board.
   2. Develop and monitor annual budgets and cash flow schedules.
   3. Work with Faith to Action Network secretariat team to develop costed workplans, procurement plans, prepare finance requests as per budgets and also follow up on reimbursements and surrender imprest.
   4. Prepare periodical reports that compare budgeted costs and actual costs, including year-end close and annual accounts.
5. Fundraising & Resource Mobilization
   1. Develop and implement co-funding and pre-financing strategies for Faith to Action and partners
   2. Contribute to resource mobilization activities including preparing cost proposals and budgets;
   3. Audits
   4. Lead financial audit process and participate in audit reviews.
   5. Ensure that Faith to Action Network’s audit and other financial obligations are fulfilled as per organisational standards and government requirements.
6. HR & Administration
   1. Manage all HR and administrative office operations, including ICT, Telephone systems, procurement, inventory and maintenance of equipment, supplies and services, ensuring value for money.
   2. Review, implement and monitor finance, HR, Procurement and administrative policies and procedures as required and ensure compliance with applicable laws and regulations.
7. Capacity Building and Training
   1. Build capacity of staff, Network members and partners in financial management, reporting and compliance issues.
   2. Build and maintain positive relationships with staff members, partners and other stakeholders

Qualifications

1. Master in Business Administration, Accounting, Finance or equivalent
2. CPA K/ACCA or equivalent qualification
3. 10 years’ experience of working with INGO, preferably small INGOs with experience in financial management of FCDO, DMFA, GIZ, USAID, EU and other donor funded projects
4. Excellent financial management, financial planning, controlling, grant and compliance management and reporting.
5. Experience with support functions, including logistics, HR and Admin is highly desirable.
6. Proven experience in developing bids and cost proposals
7. Experience with team management and supervision is required
8. Excellent English language skills (oral and written) required;
9. Excellent knowledge of financial management systems, SUN systems and financial regulations required;
10. Ability to facilitate and capacity build in finance for finance and non-finance staff; knowledge of Kenya labour and tax laws and reporting procedures desired;
11. Very good computer skills, advanced XLs skills required.