Senior Officer, Finance & Administration at Ecumenical Pharmaceutical Network (EPN)

Purpose of the job

• Responsible for maintaining proper financial management and controls in safeguarding financial and material resources of EPN. Also, responsible for providing leadership to finance and operations aspects of projects, including general administrative processes, financial management, sub award management, accounting, and logistics.

Duties and Responsibilities

• The duties and responsibilities are as follows:

Managerial Roles and Responsibilities

• Work in close cooperation with the Executive Director to ensure that an appropriate financial policy framework is in place to guide the financial decision making.
• Contribute to the preparation and implementation of the strategic plan including preparation of the annual budget and forecasts.
• Advise management about issues such as resource utilization, tax strategies, and the assumptions underlying budget forecasts.
• Ensure formulation and implementation of departmental plans in line with EPN objectives.
• Provide professional financial and corporate advice to Senior Management and the Board.
• Manage organizational cash flow and forecasting.
•  Prepare accurate and up to date financial and management accounting information to facilitate the preparation of reliable reports, budgets, business plans and management decisions.
• Co-ordinate and guide Heads of Departments in the preparation and evaluation of Departmental/departmental annual budgets and consolidate the same into a budget.
•  Develop work plan and budgets and oversee the execution of Departmental work plan andbudgets.
•  Oversee performance management of staff in the department and Identify training needs.
• Identify procurement needs of the Department.
•  Identify training needs for the department staff
•  Participate in recruitment and deployment of staff at the departmental level.
• Research and create strategic management, operational and financial plans.
•  Attend Board Meetings as a listener and take notes for the Minutes.

Operational Roles and Responsibilities

• Plan, manage, coordinate, and implement the year end closing processes and procedure.
•  Review the finance manuals continually and policy documents to ensure compliance with the strategy and the present challenges.
•  Create and maintain good and effective working relations with banks, financial institutions, statutory bodies and key/leading stakeholders
•  Build in systems and procedures for monitoring performance against budget.
•  Ensure adherence to payment procedures, process of payments as well as outgoing invoicing and cash collection process (account receivables, advances, etc.)
• Undertake financial management of projects, including reporting, auditing and procurement (grants, service agreements, other funds).
•  Provide advice on financial reporting, cash flow forecast, internal audit process, cost controlling, presentation of financial report, tax optimization and cost effectiveness.
• Prepare budget for the Network, support preparation of budget for projects and supervision of the overall budget.
• Assist with and review of all the legal aspects of any commitment signed
•  Liaise with external auditors.
•  Oversee effective management of the administrative function.
•  Coordination with the HR function
•  Oversee effective implementation of payables and receivables guidelines.
•  Develop an annual financial plan
•  Enhance the management of resources to give maximum returns
•  Develop and enforce Internal control systems
•  Develop implement cost management strategies

General

• Co-ordinate NGO Annual returns and work permits and and work permits and compliance
•  Support the HR function
•  Bank and Board Engagements
•  Support Procurement and its compliance

Perform any other duties as may be assigned from time to time

Key Result Areas

The jobholder’s accountability areas are outlined as follows:

• Effective financial management;
• Compliance to statutory obligations;
• Budget management and cost control;
• Submission of accurate, timely and relevant reports;
• Effective management of the departmental team to ensure achievement of the set goals;
• Enforcement of relevant guidelines, rules and regulations;
• Effective communication of all company policy guidelines;
• Efficient liaison with external stakeholders.

Knowledge and Skills Required:
The jobholder must possess:

• A minimum of Bachelor’s degree in finance/accounting;
• Holder of CPA (K)
• A minimum of 7 years of relevant experience
• Postgraduate in Administration and HR would be an added advantage
• Strong ICT skills including MS Excel, Word and Outlook.
• Strong Proven experience with Dynamic Navision ERP an added advantage.
• Good communication skills (verbal & written) able to operate with diplomacy, tact andempathy
• Must demonstrate effectiveness in holding conversations with stakeholders;
• Must demonstrate the ability to maintain good working relationships with all thestakeholders;
• Must demonstrate ability to work independently;
• Must demonstrate good supervision skills and be a good team player;
• Must be flexible in work habits and schedules,
• Must demonstrate high integrity and ethical practice;
• Must demonstrate commitment to operational effectiveness;
• Must have knowledge in use of MS office packages.