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  • Posted: Jun 16, 2021
    Deadline: Not specified
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    Deputy Country Director Finance and Operations

    REF: DCD-Ops/7/06/2021

    Job Description

    Strategic and Operational Management (25%)

    • Sets direction and takes responsibility for provision of overall strategic management across all Operations functions (Finance, Procurement, Administration, Logistics and Business Systems) by providing strategic leadership and advice to the Operations team.
    • Develop and organize activities of Operations Department to provide timely and effective support to CO program to ensure objectives are met.
    • Fosters links between Programs and Operations ensuring seamless coordination and support for program management. 
    •  Ensure Operations strategies are integrated into the overall CO strategy, work with the senior management team to ensure that CARE has the appropriate staffing structures, management systems, and support systems to implement high quality programming.
    • Lead business process improvements for the CO operations to bring about efficiency and effectiveness to the CO. Responsible for staff performance management, development and talent management, capacity building of the Operations team and the CO.
    • Influences ways of working within the Operations Team to have a positive impact on the efficiency of the different units and value addition to the CO.
    • Works closely with CD and SMT to ensure financial viability, critical financial analysis and decision making for the program and CO mission.
    •  Ensure CO compliance with CARE’s accounting policy and procedures and generally accepted accounting principles.
    • In collaboration with the program team, ensure effective sub grant management including due diligence review, capacity building and implementation of preventive/corrective actions.

    CO Policy and Operations Systems Development, Review, and Implementation (25%)

    • Initiate new, revise existing operations policies, systems and procedures in line with the legal and donor requirements in Kenya.
    • Ensures CO compliance with donor rules and regulations in all Operations functions; actively work with ECSA RO Team in the preparedness for audits; supports in CO response to audit findings as well as planning and implementing audit recommendations.
    • Ensure sound internal control systems are in place and functioning to ensure adherence to policies and procedures.
    • Ensures the consistent and uniform implementation of the Policy and Procedures throughout the CO to ensure the accomplishment of the CO deliverable.
    • Coordinate with management on legal matters in the CO, work with CARE USA legal, in Country legal advisor, AMS and the RO. 
    • Work with Country Director and Programs Director to ensure that operation policies, systems and procedures are supportive of working with local partners.

     3.       Planning, Monitoring and Reporting (20%)

    • Coordination of functional units’ operations budgets in line with agreed plans.
    • Approve and ensure spending of Operations budget is in line with donor requirement
    • Co-signatory of checks and instructions to the banks.
    • Monthly budget versus actual monitoring and ensure required actions and adjustments are done timely
    • Ensure effective internal control systems and that assets and resources and CARE are appropriately safeguarded.
    • Work with program teams to ensure donor compliance for all projects and programs under existing and new donors.
    • Provide input including operational risk analysis and recommendations to the Country Director related to effectiveness of CO reporting and planning systems.
    • Ensure Country risk mitigation and response.

    Team Leadership and Management (20%)

    • Provide proper supervision and management for all direct reports and lead the establishment and functioning of a strong, effective, and coordinated team,
    •  Ensure the proper and timely implementation of CARE’s performance management systems for direct reports including job description, regular feedback, midterm reviews and annual performance appraisals,
    • Proactively address performance issues through regular, and constructive feedback and coaching; identify necessary staff development, and career development strategies for direct reports.
    • Ensure across the board compliance with organizational, donor and (host) government rules and regulations.
    • Ensure the effective and efficient implementation of PeopleSoft (CAREs financial software) at all applicable levels of Operations.
    • Ensure that functional units under Operations are organized in the best way possible, i.e
      •  the structure is the most appropriate and is aligned to                           
      • the goals of the unit and the situation
      • the staff has clear, well-designed responsibilities, is well trained and motivated
      • the policies are relevant and easy to manage
      • the systems are efficient, effective, and user-friendly
      • services are effectively and efficiently rendered
    • Ensure that these units achieve the goals they have set for themselves by providing guidance and momentum to the planning process; monitoring progress on a regular basis and checking that the objectives remain relevant and redirecting efforts as needed,

    Field Office Operations and External Stakeholders Management (10%)

    • Collaborate with the Head of Field offices to ensure strong, effective, and principled CARE Kenya liaison with government agencies and departments at national level and in areas of operations.
    • Work closely with the Head of Field offices to ensure that support systems and structures are in place to meet program needs and that they are compliant with relevant internal and external policies and procedures.

    Other Responsibilities as Assigned

    • Acting CD from time to time as required
    • Undertake/Lead on regional/global initiatives
    • Perform other duties expected at the DCD – Operations level and those specified by the Country Director from time to time

    Qualifications

    • A fully certified professional accounting qualification such as CA, ACCA, CPA together with university degree in finance or business administration. (Required)
    • Minimum of 10 years’ experience in finance and operations in large international NGO with a minimum of 5 years at the senior leadership position.
    • Good knowledge and experience in institutionalizing compliance and accountability system and procedures.
    • Sound knowledge and hands on experience of internal and external audit requirements. 
    • Demonstrated skills and motivation towards gender and cultural sensitivities, valuing diversity and championing organizational and staff diversity, upholding the organizational core values.
    • Knowledge on various donor and legal compliance is desirable.
    • Core competencies include – Action Oriented; Timely decision making; problem solving; building effective teams; strategic agility; functional technical skills and interpersonal savvy

    Additional Information

    WORKING CONDITIONS

    Contacts/Key Relationships 

    This role is expected to establish and maintain open, professional, and cordial relations with the COs internal and external customers. These include and not limited to.

    Internal: Country Office teams; Shared Service Centre, Regional Office, and Head Quarters Departments

    External: Donors / Government agencies / Other organizations (peer organizations) / CARE member Partners Partners/subrecipients

    CARE does not charge a fee at any stage of the recruitment process. Qualified Female candidates are highly encouraged to apply. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staffs are required to comply with the Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA) and Child Protection (CP) policies. 

    go to method of application »

    Award and Subaward Manager

    Job Description

      Roles and responsibilities

    1.  Awards and Sub award Management (30%)

     Award start up and set up

    •  Review the draft donor agreements for all new and existing awards, ensure understanding of relevant donor rules & regulations by finance staff, project managers, and other key stakeholders.
    • Work with CMPs in developing and signing of IPIAs ensuring that that the terms and conditions are understood by the CO team & partners
    • Support the project team on donor agreement modifications and submit modifications to SSC for updating in the grant’s management module.
    • Manage award and sub award setup process with SSC within the prescribed time frame after signing the donor agreements (FC/PID and AID set up)
    • Disseminate to appropriate staff new FC/PID/Activity ID/ for the new awards and sub grants or any changes
    • Develop and maintain the CO grants tracker to monitor project milestones and ensure deadlines on reporting are not missed by the CO team.

    Sub grantee selection and Monitoring

    • Ensuring that assessments of organizational capacity and due diligence have been carried out for all potential & current partners in the country in accordance with the sub agreement management policy, ensure results are documented and submitted to DMC for approval.
    • Ensure capacity improvements plans are prepared and executed by the relevant grants staff in the CO and results are documented and filed.,
    • Assess training and development needs of partners and conduct capacity building as necessary
    • In conjunction with program teams, develop the sub grantee monitoring plan and ensure the plan is adhered to and results of monitoring are documented and shared with DMC and project managers for further action.
    • Review the sub grantee agreement modifications, ensure they are accurately done and in line with the donor provisions and CARE policy
    • Maintain a sub grants tracker for funds disbursed and liquidations received. An aging analysis of the remaining funds should be prepared monthly.                                

    Project Implementation

    • Prepare of monthly variance reports (Portfolio Analysis report) for all awards in the CO for submission to the   Finance Manager to monitor the financial and spending progress of all awards.
    • Participate in Project Review meetings and provide input into the grant’s management process 

    Project close out

    • Grants Close out- Support the project managers in preparing for the grants close out processes (final audit, evaluations, disposal of assets)
    • Review project commitments ate ensure accruals are done before closure of the project
    • Ensure all outstanding receivable /payable after project closure are received from the donor /paid back to the donor 

    2.       Budgeting and Forecasting (30%)

    • Lead in developing proposal budgets and budget narratives, ensuring alignment with CARE and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, program income issues, etc.).
    • Support the   Finance Manager in development of CO budget guidelines and coordinates the preparation of annual budgets, consolidation, including forecasts and future years budgets.
    • Participation in proposals development workshops and meeting to get knowledge of project or program at early stage
    • Verify the proposal budget to ensure accuracy on unit costs, formulas, etc. before it is finalized to be shared with CARE Managements for approval and submission to the donor.
    • Take lead in project Budget revision as requested by the donor

    3.       Financial Reporting (20%)

    • Prepare the monthly budget utilization report (Portfolio Analysis report) highlighting important information such as inception expenditures, contract balance, spending ratio on individual budget
    • Analyze the expenditure reports and provide narrative comments such line and summary on key possible threats and any proposed action.
    • Liaise with Budget Holders and provide recommendation to address any donor budget overspending /under spending. Critically examine expenditure reports with budget holders and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.
    • Ensure timely and accurate preparation and submission of all donor reports as per the donor reporting template and schedule
    • Support the   Finance Manager in the preparation of monthly financial management reports, e.g., COMFORT, Master Budget, etc.
    • Ensure preparation of reconciliation between Project Costing and General Ledger Ensure that any required reclassification between budget lines is executed.
    • Review the monthly Budget, Grants and Contracts (BGC) Log report prepared by SSC and ensure action is taken on all exceptions noted in the report before next report.
    • Review reconciliation of Grants Receivables/Payable Balance (GRP) balance received from SSC and validate the outstanding balance due or receivable from donor.
    • Prepare quarterly Sub grantee dashboard reports for submission to DMC

    4.       Team Management and capacity building (10%)

    • Supervise, coach and mentor awards and sub grants officers, ensuring high performance, accountability to meet deadlines and quality standards, and progressive skills strengthening
    • Manages, coaches and trains direct reports
    • Support the Finance Manager (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly

    5.       Audits (10%)

    • Keep track of donor audit schedules and requirements, work with internal and external auditors providing all required information to support audit processes and respond to audit queries and recommendations.
    • Support the   Finance Manager in the CARE’s annual financial audit and Uniform Guidance audit as required.

    6.       Other Responsibilities as Assigned

    • Perform other duties expected at the role and those specified by the Finance Manager from time to time.

    Qualifications

    • Bachelor’s degree in accounting, business, or a related discipline.
    • Certified Public Accountant, Chartered Accountant, Certified Management Accountant, or other relevant accounting profession certification.
    • At least 7 years grants management experience; At least three years’ experience working with major donor budgeting and reporting requirements.
    • Three years’ experience managing / supervising teams
    • Thorough understanding of financial accounting, reporting and grants and contract management processes
    • Excellent knowledge of finance software applications and Microsoft Office including advanced expertise with Excel
    • Good understanding of relevant donor policies & procedures e.g. USG, EU, UN
    • Excellent facilitation skills to conduct training sessions for small, medium, and large sized groups.
    • Solid analytical and problem-solving skills
    • Ability to maintain customer focus while handling multiple priorities
    • Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards
    • Strong oral and written communication skills in English.
    • Core competencies include – Integrity; Problem Solving; Planning and Organization; Excellence; Attention to detail; Negotiation; Performance Management; Teamwork and team building; Ability to support and train local and international staff

    Additional Information

    Working conditions

    Contacts/Key Relationships 

    This role is expected to establish and maintain open, professional, and cordial relations with the COs internal and external customers. These include and not limited to.

    Internal: Country Office teams; Shared Service Centre, CARE Member Partners/ Regional Office, and Head Quarters Departments

    External: Donors / Government agencies / Other organizations (peer organizations) Partners/subrecipients / auditors.

    CARE does not charge a fee at any stage of the recruitment process. Qualified Female candidates are highly encouraged to apply. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staffs are required to comply with the Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA) and Child Protection (CP) policies. 

    Method of Application

    Use the link(s) below to apply on company website.

     

    Note: Never pay for any training, certificate, assessment, or testing to the recruiter.

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