Support Service Coordinator at Kenya Red Cross Society

Purpose

• The purpose of the Country Admin & Finance Coordinator is to ensure development and control related to financial management and other support functions for Norwegian Red Cross operations.

Strategic responsibilities

• Managing annual finance processes and support functions and ensuring compliance according to donor requirements and Norwegian Red Cross rules and systems. 
• Ensure internal control and financial risk management, including mitigating actions and management of suspected and confirmed cases of fraud and corruption.
• Support Host National Societies’ (HNS), including financial risk management on matters pertaining to Norwegian Red Cross programs.

Operational Responsibilities

• Supports and provides finance and progress analysis to the Country Manager for good decision making.
• Responsible for quality and timely financial and procurement planning in the country, including yearly donor and project budgets, prognosis, and mid-term budget reviews, informing project adjustments, including the reallocation of financial resources.
• Responsible for correct and updated quality finance information in NorCross accounting and reporting systems.
• Ensure sound financial management of the country offices, including timely accounting and reconciliations, budget monitoring and analysis, and forecasting. Ensure daily accounting when required. 
• Administer the petty cash and monthly reconciliation, including bank reconciliation of the Norwegian Red Cross according to Norwegian Red Cross’s procedures. 
• Ensure timely single donor reports according to the donor requirements and NorCross rules and processes.
• Review and quality assure expenditure and supporting documentation to ensure compliance, including control and monthly clearance of advances to the HNS with required documentation.
• Prepare and facilitate the annual audit process, as well as following up on remarks and recommendations from the annual audit. Communicate with auditors and national society to resolve any further issues for regional office and NO on matters relating to audit.
• Update the inventory list for the Field Office every time there is a change, at least twice annually. Make sure that every item is properly tagged. 
• Ensures that procurement and logistics policies and procedures are documented, disseminated and consistently followed in the country. Consult Regional logistics Coordinator when relevant. 
• Ensure relevant administrative tasks is performed, including travel arrangements, organization of events and support minor purchases for Field Office staff and visitors. 
• Ensures that a strong internal control environment is maintained in line with Norwegian Red Cross rules and regulations, including proper segregation of duties.
• Contributes to risk register and partner mapping related to financial and administration function with the country.
• Ensure transparency and ethical conduct in financial and administrative practices.
• Develop and maintain relationships with external partners and stakeholders aligned with the NorCross missions.
• Quality assures cash disbursements in accordance with Norwegian Red Cross’ partnership calendar.
• Train new staff in Norwegian Red Cross rules and regulations, and the correct use of available finance management tools, in coordination with RO and NO.
• Work closely with the logistic officer to implement strategies for effective inventory management. Oversee and guide in the managing day-to-day administrative tasks, including office facilities, equipment, and general services.
• Provide insights and recommendations for cost-saving measures within the country, including administrative and logistical cost-effectiveness.
• Provide support to HNS on all finance matters, including budget and budget revision support relevant for Norwegian Red Cross programmes.
• Ensure finance monitoring visits and spot checks of the National Societies to identify the gaps and provision of recommendations.
• Provide, if needed, finance management support and capacity building to HNS where relevant

People Management responsibilities:

• Contributes to human resources planning for personnel in the country, analyzing and identifying improvement initiatives, as well as ensuring follow up to enable continuous development.
• Ensures that all support staff have yearly work and development plans and follow up on performance regularly Set objectives for the finance team, delegate tasks and authority, involve, motivate, and follow up colleagues in line with Norwegian Red Cross leadership development model.

Collaboration

• Engage with the National Societies/country finance officers to ensure timely and quality of financial support
• Engage with the Technical Unit to ensure consistent accountability towards Norwegian Red Cross rules and regulations, guidelines, and deadlines.
• Collaborate with the Finance and Grants Unit, and regional office to implement Norwegian Red Cross’ guidelines, rules, and regulations in country.
• Regular communication with colleagues at the Global Disaster Management Unit, as relevant.
• Collaborate with fundraising teams to provide financial insights for grant applications and donor reporting.

Mission specific responsibilities

This box is used to describe the top tasks for the mission contract period and will vary according to context and strategic priorities. The mission specific responsibilities inform the competency needs assessment.

• Contribute to grant review meetings and lead on financial analysis
• Support the team on finding solutions to anticipated problems, delays and needed adaptation in regards to admin and finance.           

Qualifications.

• Relevant university degree (Chartered Auditor, Business Administration, Finance Management or Finance Degree, Chartered Accountant or equivalent) profession certification like ACA, ACCA, CIMA etc is highly desired

Skills and knowledge

• Successful track record of managing international finance and administrative teams, including remote support.
• Five years of relevant experience
• Proven experience in financial planning and budget analysis.
• Knowledge of relevant accounting concepts, International Financial Reporting Standards or equivalent.
• Advanced understanding of internal control and treasury management concepts.
• Track record of managing humanitarian teams in complex humanitarian setting.
• Fluency in English in required. Working proficiency of regional languages is an asset. 

Personal Qualifications

• Ability to work towards achieving objectives and results.
• Ability to cooperate and share competency
• Ability to convince and gain acceptance
• Ability to communicate effectively.
• Ability to be solution oriented
• Collaborates well with others and supports others in the pursuit of team goals.
• Good managerial skills
• Positive attitude