Current Opportunities at Adept Systems

The Role

• Reporting to the Chief Operating Officer, the Group ICT Manager will be responsible for the development of the group information technology (IT) strategy and ensuring that all systems required to support the group operations and objectives are in place. The incumbent oversees the use of Information technology (IT) at group level with the overall goal of ensuring that information technology adds the maximum value to the Group to facilitate success of the group operations.
• Your core deliverables will include developing a robust IT system to manage the Group’s operations, including implementation of proper laid out IT organization structure, policies and procedures.

Key Responsibilities

• Develop and maintain the ICT infrastructure strategy and vision for internal systems design and development, systems planning, programming, computer operations, networks, data warehousing, architecture, data processing, data security, systems support, and analysis.
• Establish and maintain ICT governance frameworks to ensure that the school's ICT infrastructure and systems are secure, and reliable and ensuring effective communication of these policies and procedures to all stakeholders
• Develop and oversee the implementation of ICT projects to ensure they are delivered on time, within budget, and to the required quality standards plans and timelines
• Develop, manage and monitor the ICT budget, ensuring resources are allocated effectively to meet the school's ICT needs. Identify areas for cost savings or investment.
• Manage relationships with ICT vendors and service providers, monitor vendor performance and service- level agreements as required.
• Develop and implement data management policies and procedures, ensuring data is backed up securely to protect from loss or damage, and access is controlled appropriately.
• Manage the day-to-day operations of the information technology department including directing staff, and support administrative computing, networking, user services, telecommunications and all other information technology functions.
• Foster a culture of innovation and continuous improvement within the group, encouraging ICT staff to identify and implement improvements to the school's ICT infrastructure and systems.
• Provide a reliable and secure ICT infrastructure that supports the school's overall strategic objectives while providing efficient and effective services to staff and students
• Direct, plan, organize, and control all of activities of the Group’s management information systems and ensure the effective efficient and secure operation of all automated data processing systems. Select and implement suitable technology to streamline all internal operations.
• Manage staff capacity and skill levels within the IT department to meet current and planned outputs. Implement and monitor performance management programs and support departmental staff through training, mentorship and coaching
• Responsible for developing and implementing policies and procedures related to the use of ICT resources, ensuring that they comply with regulations and standards.

Requirements

• We seek an energetic and experienced professional marketer with expertise in the marketing and promotion of top tier services. We are particularly interested in individuals who have the following:

Qualifications:

• Bachelor’s degree in business or information technology related field; a Master’s degree is preferred;
• Certification in System Administration, Networking, Hardware, Database management

Knowledge, Experience and Competences

• Minimum ten (10) years’ work experience in IT systems administration and management with at least 3 years’ experience managing and/or directing IT operations.
• Excellent knowledge of IT systems and infrastructure, planning, designing/developing, and implementing IT systems.
• Excellent working knowledge with productivity tools Microsoft Office Programs, IT operations frameworks and IT project management frameworks
• Strong leadership skills with hands-on capability and management style.
• Planning, coordination, work monitoring and problem resolution skills.
• Demonstrate a high degree of sensitivity, confidentiality when dealing with internal and external customers.
• Results oriented with excellent negotiation, interpersonal, communication and social skills.
• A forward planner with clear focus, ardent team player and able to work with remote supervision in a diverse environment
• Good decision-making skills with a sense of diplomacy, attention for detail and strong analytical ability
• Business acumen, strategic thinker with ability to make sound decisions for the business
• Have good problem analysis and reporting skills
• High moral standing with impeccable integrity.

Closing date

December 29, 2023

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Job Purpose

• To enhance operational efficiency, integrity, and transparency of financial and administration operations by developing secure and efficient financial and administration systems which responds to the needs of PS Kenya. Ensure donor compliance and effectiveness of the policies, procedures and standards by which PS Kenya’s financial, administration, logistics, physical and information resources are managed. The Finance Director will also provide oversight on all IT and supply chain operations.

Duties and Responsibilities:

• Develop, coordinate, and implement plans for financial management, planning and analysis as well as oversee the grants, supply chain and IT units to ensure efficient, effective delivery of services and in support of compliant project activities.
• Lead the preparation of monthly, quarterly, and annual financial statements.
• Provide leadership on PS Kenya’s Enterprise Resource Planning system (ORION) utilization in processing financial transactions, responsiveness to customer needs and integrity of financial reports.
• Lead the establishment and enforcement of internal financial procedures and controls and ensure adherence to PS Kenya’s policies to ensure that relevant projects are contractually compliant in meeting all reporting requirements, donor deliverables and statutory regulations.
• Review monthly financial reconciliations to GL and certification of financials.
• Liaise with Risk and Compliance team to monitor procedures of and ensure audit recommendations are being implemented.
• Manage the resolution of government and donor audits as they pertain to grant management and compliance.
• Participate actively in partner, donor meetings, working groups and other coordinating bodies. Primary point of contact with banks; manage bank relationships to ensure efficient cost-effective delivery of service.
• Annual and project budgeting – Lead PS Kenya’s annual budget preparation, ensuring departments and projects budgeting discipline, adherence to policies/guidelines, timelines, completeness, accuracy, value for money and properly uploaded onto Orion.
• Provide financial forecasts and highlight any challenges or opportunities for PS Kenya. Ensure preparation and review of quarterly VFM reports and identify ways to increase program effectiveness.
• Oversee the monthly burn rate meetings and regularly monitor and provide guidance on budgetary variance analysis. Review performance and efficiency of on-going Donor Projects by ensuring analysis of project monthly spend rates and highlighting possible problem areas.
• Collaborate with the CEO and other Directors to develop and compile information for ad hoc and required reports for governments, donor and other stakeholders. Coordinate with all available resources to answer any questions on project finance management or to resolve project financial issues.
• Provide oversight during budget development for new business/proposals.
• Ensure the organization complies with local Tax legislation and other statutory requirements.
• Manage the tax exemptions and VAT reimbursements from the GOK.
• Submit Annual tax returns to KRA annual NGO board returns.
• Lead the Cashflow forecasting and management to ensure optimal utilization and security of available cash resources.
• Oversee the preparation of staff payroll and payroll returns and ensuring adequate severance accrual and pension remittances and all other remittances as required by law. Performing duties as a trustee for staff pension scheme.
• Manage the external audit management and implementation of agreed recommendations; and
• Manage, develop, mentor and coach teams, ensuring excellent performance and effective succession planning.
• Ensure that all records and documents related to all financial transactions are maintained according to PS Kenya policies, procedures and government regulations;
• Review IT policies and procedure to ensure their relevance and alignment to the overall strategic plan of the organization and application
• Oversee operation and maintenance of all IT equipment including network servers, server rooms, computers in accordance with PS Kenya policies and international best practices to ensure business continuity
• Review general program activities including vendor pricing & payment, credit sales control, inventory management, staff advances, bank management and petty cash;
• Oversee PS Kenya’s data and information in line with PS Kenya’s policy
• Provide oversight in management of supply chain ensuring compliance with donor and PS Kenya policies and procedures, ensuring the achievement of best value for money.

Job Qualifications:

• Master’s degree in Finance, Economics or Commerce or equivalent
• Bachelor’s degree in Finance, Economics or Commerce
• CPA (K)/ACCA qualification; CFA is desired
• At least 10 years’ experience in financial management in a donor funded organization, with 4 years at senior management level

Skills & Competences:

• Strong leadership skills
• Planning and organization skills
• Strategic and analytical thinking
• Superior Communication skills - both written and oral
• Integrity
• Strong consensus-building skills
• Ability to drive change and innovation
• Strong customer service skills