Finance and Operations Manager at Palladium International

Primary Duties And Responsibilities

Under the leadership of the Country Team Lead and senior management team, the NPI EXPAND Kenya Finance and Operations Manager is responsible for the management and implementation of effective and efficient operational, financial, and compliance activities that deliver the project in accordance with contractual obligations, company policies, Group Standard Operating Procedures (SOPs), and client rules and regulations. This position will report administratively, on a day-to-day basis, to the Country Team Lead, with functional reporting to the Manager, Project Delivery in Washington, DC.

Budget, Accounting And Financial Management

The Finance and Operations Manager will be expected to assist in overseeing in-country project operations and providing finance support, guidance, and oversight:

• Collaborate with the in-country team to manage and forecast office’s cash needs, submitting Funds Transfer Requests (FTRs) to HQ in a timely manner;
• Manage and monitor disbursement of funds from the project bank account ensuring adherence to internal controls and compliance with Palladium’s financial policies and procedures;
• Ensure applicable tax withholding, VAT and deductions are applied as per Kenyan laws and regulations on all payments;
• Regularly review operations and cash management practices, developing and optimizing internal operations policies, and providing feedback on risk mitigation strategies;
• Complete, review, approve, and/or submit financial documents such as payroll, vouchers, invoices, delivery notes, purchase orders and other documents to ensure the completeness, accuracy, and validity of financial data;
• Collaborate with the in-country team to calculate and submit cost share reporting and supporting documentation to HQ on a monthly basis;
• Review financial and operational content for appropriate project reports.

Human Resources Management

• Adhere to and train relevant staff in all project administrative and operations policies and procedures;
• Serve as primary point of contact for local team on all Human Resources-related issues, advising in accordance with Palladium policies and escalating to HQ as needed;
• As necessary, coordinate with company offices in HQ and Kenya to support/renew registration of company and employees to social security/pension funds and tax office and other local authorities;
• Manage employee salary administration according to Kenya laws, statutory requirements for income taxation, social security and other contributions, medical care, insurance, and other benefits;
• Support HQ’s Project Delivery team to prepare for periodic audits as may be required;
• Support senior management staff to ensure project deliverables are met;
• Support the annual workplan process and other strategic planning processes.

Procurement And Contracts Management

• Procure goods and/or services as per the procurement policies and client regulations including obtaining appropriate relevant authorizations, maintaining vendor lists, solicitation of quotations/proposals, documentation of procurement decisions and contracts, and managing vendor relationships throughout the full agreement life cycle;
• Ensure timely receipt of quality services/goods and best value for the price collaborating with project staff to monitor performance and achievement of deliverables as per respective agreements before processing of payment(s) to vendors;
• Coordinate with the HQ Project Delivery team to initiate vetting processes for vendors, consultants, new hires, etc.;
• Draft contractual documents to be approved by the Country Team Lead and/or HQ Project Delivery team;
• Maintain systems for tracking contractual documents, correspondence and reporting, keeping contract files updated for spot checks and audits;
• Initiate thorough, effective and proactive correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.;
• Manage office facilities, equipment, assets, IT, etc. and maintain accurate assets registers;
• Coordinate activities between program management, customers, and outside parties which may include making travel arrangements, external meeting accommodations, etc..

Grants Management

• In coordination with the grants manager, monitor program budgets to ensure that funds are available to pay milestones due every month;
• Maintain a record of all payments made to the grantees and prepare a monthly report;
• Coordinate all cost share activities in relation to the grantees that include training / period sensitization of the grantees in cost share identification and documentation, preparation of a quarterly cost share report.

And any other budget, accounting and financial duties as assigned under the NPI EXPAND project.

Required Qualifications

• Bachelor's Degree in finance, accounting, or business administration from a recognized academic institution; MBA or similar is an advantage;
• Proven competency in planning, organizing, and implementing operational activities as well as managing expenditures within budget(s);
• Strong experience in broader finance, accounts, and operations management with a proven understanding of business operations and controls. Experience with international organizations and USAID regulations (including office management, HR, finance, IT, and logistics) is advantageous and highly preferable;
• Demonstrated experience with setting up systems and overseeing project close out activities;
• Excellent interpersonal skills to form effective working relationships at all levels;
• Sound written and verbal communication skills in English;
• Demonstrated critical thinking, problem-solving, sound judgement and decision-making skills to ensure activities, schedules and progress are on schedule, reviewed and monitored;
• Ability to work with low level supervision and as a part of a team when required, serve effectively as a cross-functional team member;
• High level of computer literacy, proficiency in MS Office Applications such as Excel is an added advantage;
• Experience appropriately handling sensitive issues and consistently maintaining a high level of confidentiality at all times;
• Kenya nationality preferred or possess authorization to work in Kenya.