Operations Finance Coordinator Regional Office at Diakonie Katastrophenhilfe

• As an Operations Finance Coordinator of the Regional Office, you support the Operations Manager in overseeing the back-office tasks (Finance, Procurement and Logistics) of the Regional Office (RO) that includes the multi-Country office (MCO) Ethiopia, Kenya and Southern Africa. You will collaborate with the Operations Manager in ensuring that standards and operating procedures of the organization are consistently upheld in the Regional and Multi Country office and in the various offices in the region (Juba, Mogadishu, Addis-Ababa and Maputo)

Budgeting and Reporting

• Support the Operations Manager in developing the master operational budget and the operational budget for the RO, ensuring alignment with the overall financial strategy for the Nairobi operations and the region.
• Compile cash forecast for the RO and consolidate fund requests from the 3B Office to ensure accurate financial planning and allocation.
• Provide financial and budget variance analysis and insights to support decision-making and resource allocation.
• Produce accurate and timely monthly financial reports for the RO expenses ensuring adherence to reporting deadlines and organizational standards.
• Consolidate on a monthly basis financial report of the RO and MCO for monitoring expenses vs. operational budget for effective financial monitoring and control.

Quality assurance/ Internal controls

• Produce, in collaboration with the Operations Manager, standardized formats and checklists for internal controls following the organization’s standards and procedures.
• Implement and maintain robust financial controls and systems to safeguard assets, prevent fraud, and ensure the accuracy and reliability of financial information.
• Advise and support, in collaboration with the Operations Manager, other offices in the region to be compliant with operating procedures and standards, where necessary also through on site visits.
• Conduct, in collaboration with the Operations Manager, regular internal audits to assess the effectiveness of internal controls, identify any potential financial risks or irregularities, and recommend corrective actions when necessary, and implement improvements (in the Nairobi operations) / for the other offices: follow up on implementation.

Team supervision and Capacity building

• Support the Operations Manager in building up the Operations Unit, formulate common goals, motivate, and support the team to effectively carry out their tasks.
• Support the Operations Manager in training and mentoring staff of the offices in the region on financial and operational best practices, ensuring a high level of competency within the team.
• Supervise and provide guidance to the office assistant, ensuring the smooth execution of tasks.
• Pro-actively address performance issues through timely constructive feedback and coaching.
• On-board and mentor accountants for regional projects.
• Support / train partner organizations in their internal control systems and project accountability systems (on a need basis).

Strategy and Planning

• Support the Operations Manager in providing strategic input to the development and implementation of the office's goals and objectives.
• Support the Operations Manager in the long-term planning and sustainability of the RO and MCO operations.

Accounting

• Coordinate and maintain accurate financial records, oversee the proper upkeep of the books of accounts for the Nairobi office.
• Conduct regular bank and cash reconciliations, as well as end-of-year and adhoc balance reconciliations.
• Reconciliation and management of accounts receivables and payables, supporting the Operations Manager in these efforts.
• Thoroughly examine and authenticate invoices and documentations from contractors and suppliers before processing them.
• Support the Finance/HR/Admin Officer in preparing the payroll, including deductions for Social Security, NHIF, Taxes, and other staff benefits for all Nairobi-based employees, ensuring compliance with statutory requirements.
• Manage the data file and ensure meticulous maintenance of electronic and hard copies of financial documents and reports.
• Coordinate with the Operations Manager during both internal and external audits, facilitating participation and ensuring effective coordination.
• Regular review of the fixed asset registers to ensure accuracy and completeness. Review of bookings made in the financial system to ensure accurate data entry and perform month end closing processes in the accounting system.
• Monitor the petty cash and bank balances to ensure liquidity of the RO, maintaining meticulous records and compliance with financial regulations.
• Manage inter-company/inter project billing and settlement.
• Manage the organizations banking operations and act as the organizations, lead agent with the bank.

Procurement/Logistics

• Participate in the pre-qualification of suppliers by assessing their capabilities and suitability for the organization's requirements.
• Participate in conducting regular inventory/ asset counts to maintain accurate records and prevent discrepancies.
• Check whether the procurement documentation is complete, accurate, and in compliance with the procurement process and follows the organization’s standards and procedures.

Audit

• Take lead on the annual institutional audit of the regional office as the lead and ensure timely submission of returns to the NGO board.
• Prepare for any audits that may be carried out on the regional office including project audits and compliance checks from the type 1 office.
• Surge Capacity for partner finances as needed

Education & professional qualifications

• A bachelor's degree in finance, accounting, business administration, or a related field is often required, and relevant professional certification (such as CPA, CMA, or ACCA) would be advantageous.
• A master's degree in a relevant field can be an added advantage.

Skills and Competencies/ Qualifications

• At least 7 years of relevant work experience in finance and operations management, preferably in a multi-country or international setting.
• Strong financial management and accounting skills, including budgeting, analysis, and reporting.
• Experience in implementing and maintaining robust financial controls.
• Ability to maintain accurate and up-to-date financial records and reports.
• Proven experience in overseeing procurement processes.
• Strong team building skills: ability to build up a new team and work within a team.
• Ability to fit into existing structures and build up new organizational forms at the same time with the necessary sensitivity.
• Excellent communication and collaboration abilities with diverse stakeholders.
• Strong analytical skills with the ability to interpret complex financial data and provide actionable insights Understanding of non-profit sector operations, especially in international or humanitarian contexts.
• Deep understanding of the organization's mission and values to support its regional initiatives
• Good understanding of humanitarian programming, and experience in grant management and accountability systems at program/project level.
• Advanced proficiency in MS Excel for data analysis and reporting.
• Proficiency in accounting systems.
• Adaptability and Problem-Solving-Ability to adapt to changing situations and address complex challenges effectively.
• Cultural Sensitivity to diverse cultural and social contexts, especially in a multi-country office setting.

Additional Information

• Experience in East and Southern Africa contexts is advantageous.
• Willingness to travel regularly in the region.