Support Services Manager - Seconded to Kiptapkei Environmental CBO (KTK) at Save the Children

Job Description

ROLE PURPOSE:

• The Support Services Manager will be seconded to Kiptapkei Environmental CBO for an initial six-month period to establish, strengthen, and directly manage the organisation's finance, human resources, administration, and compliance functions. During this period, the role will provide both strategic oversight and hands-on support, ensuring effective financial management, robust internal controls, compliance with donor and statutory requirements, timely financial reporting, sound payroll administration, and effective performance management systems.
• A key responsibility of the position is to build the institutional capacity of Kiptapkei Environmental CBO by mentoring and coaching local staff, strengthening organisational systems, and embedding sustainable policies, procedures, and accountability mechanisms. The Support Services Manager will work closely with the accountant and other support staff to transfer skills and knowledge, enabling the organisation to independently manage its support services functions.
• The six-month secondment is designed as a transition and capacity-development arrangement, with the objective that the role and its responsibilities will progressively be absorbed and fully owned by Kiptapkei Environmental CBO at the end of the secondment period. This approach will ensure continuity, local ownership, and long-term sustainability of the organisation's finance, HR, administration and compliance functions.

SCOPE OF ROLE: 

• Supervises Project accountant. 
• Acts as primary focal point for financial accountability and support services strengthening. 
• Coordinates with KTK’s banks, statutory bodies, suppliers, KTK operations team and Save the Children teams.
• Reports to:  Technically – Save the children Finance Manager with dotted line to Head of awards and Partnership 
• Administratively – Chief Executive Officer – Kiptapkei (KTK)
• Other Key contacts:  Operations team KTK, Save the children Finance, awards team, Risk and compliance team
• Dimensions:  This role will provide support to the Nandi Project mainly
• Staff directly reporting to this post:  Project accountant

KEY AREAS OF ACCOUNTABILITY:

Financial Management and internal controls:

• Provide overall leadership and oversight of the organization's financial management function.
• Drive implementation of financial policies, procedures, internal controls and accountability mechanisms.
• Review and monitor financial transactions to ensure accuracy, completeness and compliance with organizational and donor requirements.
• Responsible for timely preparation and submission of accurate financial reports and supporting documentation to Save the Children and other stakeholders.
• Oversee budget monitoring, cash flow management, bank reconciliations and financial planning. Responsible for preparing KTK’s budgets.
• Lead audit/review preparation and ensure timely implementation of audit/review recommendations and corrective action plans.
• Identify and mitigate financial, operational and compliance risks. Ensure proper safeguarding of organizational assets and resources.

Procurements, payments and statutory compliance

• Responsible for all procurement and payment processes compliance with approved procurement policies, donor requirements and internal controls.
• Oversee the payment cycle and ensure all payments are adequately supported and authorized.
• Monitor supplier contracts, payables and procurement documentation.
• Responsible for payroll preparation and review payroll outputs to ensure accuracy and completeness.
• Responsible for timely filing and remittance of all statutory obligations, including PAYE, NSSF, SHA, Housing Levy and other applicable statutory requirements.
• Maintain complete records to demonstrate compliance with financial, donor and statutory requirements.

Human Resource Management and Staff Performance:

• Ensure employee files, contracts, leave records and other personnel documentation are complete and up to date.
• Lead recruitments, onboarding and employee processes.
• Ensure compliance with labour laws and organizational HR policies.
• Lead and monitor staff performance management processes, including goal setting, performance reviews and performance improvement plans.
• Ensure underperformance is addressed promptly and professionally.
• Promote a positive, accountable and high-performing work environment.

Systems Strengthening and Capacity Building:

• Strengthen finance, HR and administration systems to improve efficiency, accountability and compliance.
• Develop and implement templates, tools, standard operating procedures and filing systems.
• Mentor and build the capacity of the accountant through coaching and on the job support.
• Support continuous improvement initiatives and organizational capacity strengthening.
• Promote a culture of learning, compliance, transparency and continuous improvement.

Partnership Management and Reporting:

• Serve as the primary focal point for support services matters between Kiptapkei and Save the Children.
• Ensure timely submission of financial reports, supporting documentation and compliance requirements.
• Lead responses to reviews, audit, donor and compliance findings.
• Lead implementation of organizational strengthening initiatives agreed between Kiptapkei and Save the Children.
• Ensure Save the Children management receives timely and accurate information to support decision making.

Expected deliverables

• Approved and operational Finance, Procurement and Human Resource policies and procedures for Kiptapkei.
• Up-to-date and fully reviewed bank and cash reconciliations, with complete and well-organized financial records and supporting documentation.
• Procurement, implementation and operationalization of an appropriate accounting system, including user training and documented processes.
• 100% compliant procurement and payment files, with complete supporting documentation and audit trails.
• Timely submission of monthly financial reports and supporting documentation in line with agreed timelines.
• Strengthened payroll processes, internal controls and statutory compliance, including timely statutory filings and remittances.
• Complete, accurate and up to date employee files, with a functional performance management system in place for all staff.
• A documented and implemented capacity strengthening plan for Finance, HR and Operations staff, including coaching, mentoring and on-the-job support.
• Strengthened internal control environment with clear segregation of duties and improved compliance with financial and procurement policies.
• Timely resolution of review and audit findings, management actions and compliance issues identified by Kiptapkei or Save the Children.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal. development and encourages their team to do the same.
• widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
• values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions.
• Willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity.

QUALIFICATIONS 

• Bachelor’s degree in finance, Accounting or Business Administration, 
• CPA(K), ACCA professional qualification required. 
• HR qualification and NGO experience are added advantages. 

EXPERIENCE AND SKILLS

• Minimum 7 years progressive finance and operations experience. 
• Experience in system strengthening and capacity building of local/National NGOs
• At least 3 years in a management or supervisory role.
• Demonstrated donor compliance, audit, payroll and procurement management experience.
• Strong coaching, leadership, analytical and communication skills. 
• Advanced Excel and accounting systems experience.

Additional job responsibilities

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities 

• The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Health and Safety

• The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.