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Purpose and General Overview

The Finance and Administration Manager oversees and mentors the Finance and Administration team that support the CSSF programme in the three cross boarder countries. More specifically, the position is responsible for:

• The smooth running of the component of the programmes that are implemented through local Partners and Interpeace, including compliance, training, capacity building and internal audit
• Reporting to donors
• Oversight of all audits in the region
• Management of existing financial systems and recommendations for improvement/enhancement of the systems
• Oversight of the Administration function and responsible for the day to day running of the programme.

The Finance and Administration Manager works closely with Programme colleagues to deliver coordinated, coherent and compliant financial management for the CSSF Programme. The position also interacts frequently with auditors, providing information and justification for financial management in the region. S/he also works closely with implementing partners to oversee, monitor and build their capacity for financial management.

The Finance and Administration Manager travels may be required to travel regularly within countries where the programme will be implemented.

Key objectives

• Accounting and finance software is up-to-date and in line with Interpeace systems requirements
• Financial monitoring of the programme, providing spends, forecasts and flagging up any risks.
• Preparation of donor reports in timely manner, by setting up automated reports using system tools
• Organization of financial preparatory workshop with partners when new projects have been granted and in advance of their commencement
• Regular visits to partners office are conducted for internal control and capacity building
• Produce financial reports that are accurate and timely, and communicate appropriate financial information

Duties and responsibilities

Specific Duties

Oversight of Finance

• In coordination with the small grants advisor, undertake Partnership Management; Assessment for potential partner organisations, monitoring and capacity building of the partners and manage the small grants component of the programme.
• Monitor timely submission of Partners’ financial reports, oversee the monthly review and monitor the resolution of issues arising from the reviews
• Train and coach Finance and programme colleagues on Interpeace Financial Rules and Procedures and specific contractual requirements imposed by donors. Monitor the country programme ensuring compliance with internal and donor regulations
• Oversee the programme accounting, including the monthly review of Balance Sheets accounts.
• Coordinating with the Team leader to discuss current issues, upcoming deliverables and other issues as they arise.

Budgeting

• Prepare project budgets with Programme and Finance Officers, amend as necessary and then submit to Regional Finance Manager for review and feedback before the final version of budgets are submitted to donors. Monitor that the review and approval process is documented, and documents submitted to potential donors are filed on SharePoint.
• In collaboration with the Regional HR Manager, analyse compensation packages, taxation requirements, and human resource policies to ensure that Interpeace has fully accounted for the full cost of local staff compensation and benefits and is compliant with local laws.
• Ensure that the approved donor budgets are coded in accordance with the Interpeace Chart of Accounts (CoA), to help facilitate subsequent donor reporting.
• Prepare annual project budgets and the annual budget for the project for inclusion in the annual Interpeace PoW&B, in discussion with Programme colleagues and with the Regional Finance Manager approval. These must be based on realistic estimates of likely funding for each year.
• Assist Finance Officers to develop and implement finance reports (budgeting and forecasting) within the framework of Interpeace financial reporting systems, in liaison with Programme colleagues.

Financial Management and Systems

• Ensure approval of expenses before payment, in line with approved budgets, for the programmes being implemented.
• Cash management – oversee management of the cash for the programme to ensure adequate support within the set cash limits.
• Oversee funds transfers to the Partners to make sure they are funded in a timely manner, in accordance with approved budgets and to ensure the smooth implementation of Interpeace’s programmes.
• Review and the programme and Partner Cash Transfer Requests (CTR) – monitor that these are in line with approved budgets and are prepared and submitted in a timely manner in order to ensure smooth running of the programmes.
• Review existing financial systems and procedures used in the country and recommend modifications to enhance these as needed, in order to improve delivery. Ensure that staff members working in the programme understand, follow and are trained in these procedures.
• Visit the Partners to perform capacity assessments and internal audits and reviews as required, to ensure compliance with Interpeace and donor requirements. Coordinate and supervise any subsequent training that is provided as a result of the capacity assessment.
• Monitor that the local Partners financial rules and procedures are harmonised with those of Interpeace. Ensure that new Partner finance teams are trained on QB-Quick Books, accounting procedures, record keeping, and reporting procedures.
• Ensure that Interpeace and partners support documents are uploaded on FSD-Financial Supporting Documents system.

Financial Monitoring, Reporting and Audit

• Oversee the production of accurate and timely financial management information (both succinct and comprehensive) to assist both the programme and partner Finance and Programme colleagues to manage the finances of the programme. This includes Actual v/s Budgeted spending at both the Partner level and at the consolidated programme level. Review and enhance reporting and ensure there are built in checks to verify accuracy.
• Monitor the funding available to each programme (especially when this is impacted by exchange rate movements), both for the current financial year but also over the life of multi-year projects and advise Programme and partner colleagues when fx changes necessiate a budget revision.
• Provide summarised financial reporting to the Regional Finance Manager on a monthly basis.
• Ensure donor reports are submitted in accordance with donor requirements.
• Maintain an overview of the finances of the programme and review this on a regular basis with Finance and Programme colleagues in coordination with the Regional Finance Manager.
• Provide financial training to Programme Managers and Officers when needed.
• Coordinate Partner and project donor audits for the region in line with stipulated statutory requirements, terms of reference and donor regulations. Ensure that a timetable outlining the tasks that need to be completed is prepared in discussion with the Finance team and then used to monitor preparations leading up to the audit.
• Lead the implementation of the audit Management Letter recommendations as directed by the Regional Compliance officer and the Regional Finance Manager in a systematic manner

Administration function

• Supervise, coordinate, and support the administrative function, which includes travel and accommodation, logistics, facilities management, and inventory.
• Manage the office rental lease and office expenses incl. electricity, water, etc.

Management of Personnel and Resources

• Creates an enabling work environment that fosters learning and innovation, where staff members can achieve their potential, demonstrating gender-responsive and non-discriminatory behaviour and attitudes
• Mentors and coaches staff members, monitors, evaluates and documents the individual performance of direct reports through a staff development lens
• In collaboration with the Global Operations Unit, establishes and implements necessary measures that respond to the health, wellbeing and safety and security needs of the staff
• In close collaboration with the HR unit, recruits, motivates, develops, inspires, and builds a high performance and cohesive finance and administration team.

Other

• Responsible for liaison with national authorities and local partners and donors on matters related to finance.
• Responsible for identifying areas of financial and operational risk within both Interpeace and Partners and taking a lead in mitigation measures e.g., identifying training needs and capacity building of staff, to increase knowledge and therefore reduce risks.
• Provide feedback on the Interpeace financial rules and procedures and help to enhance and refine these.
• Perform other duties related to finance and administration as called upon.

Qualifications:

Candidates with relevant qualifications, experience, a tertiary degree, and fluent in English and French, are invited to apply. Relevant experience and qualifications may include:

Education

• Tertiary degree and a professional qualification in finance such as Chartered Accountant, Certified Public Accountant, Master of Business Administration or equivalent.

Experience

• Understanding of and experience in financial management within the context of Non-Governmental Organizations (NGOs).

Competencies

• Advanced knowledge of financial and fiduciary concepts, including an ability to develop and manage complex budgets; create and interpret financial statements and reports; and develop/manage cash flow projections.
• Advanced knowledge and understanding of management principles as they relate to multi-cultural and complex organizations
• Accounting knowledge and operating capacity for Sun Systems, QuickBooks, and other financial management systems
• Advanced written and oral communication skills in English
• Computer literacy in all MS Office applications.
• Ability to work within tight deadlines
• Commitment to supporting local peace building initiatives.
• Familiarity with CSSF funding.

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Position within the Organization

The HR Officer is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Internal Audit and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world including in Bosnia, Côte d’Ivoire, Guatemala, Kenya, Switzerland, Tunisia, Rwanda, etc.

Under supervision from the Regional HR Manager, East Africa & Great Lakes, the HR Officer maintains an efficient and effective human resources function at the designated region. S/he works closely with finance and programme teams to create a more efficient and effective human resources function for an agile, responsive, and high performance Interpeace.

Tasks and responsibilities

Recruitment and selection:

• Ensure the implementation of the institutional recruitment frameworks, methodologies, workflows and policies that attract and secure high-performance talent.
• Coordinates the recruitment of vacant positions and participates in interviewing proces
• Develop strong cooperation with hiring managers to understand their strategic staffing needs and fill vacancies in a timely manner with high calibre candidate

Contracting and HR Administration

• Drafts staff contracts in consultations with hiring managers and Regional HR Manager East Africa & Great Lakes.
• Maintains complete personnel files for employees and manages employee records.
• Coordinates and maintains an updated leave plan for project staff.
• Maintains the HR online platform (Natural HR up to date).
• Support in the procurement of staff insurance as needed while adhering to the organization’s policies and procedures and is responsible for administering these appropriately
• Ensures that accurate payroll is prepared, and statutory payroll deductions are remitted to the relevant local authorities/departments.
• Collaborate and cooperate with the Finance team providing accurate and timely information for payroll and ensure tax compliance with government authorities.

Management of employee work cycle:

• Serves as focal point for all personnel related issues for employees.
• Coordinates successful employee onboarding and set up for the programme, ensuring the timely provision of services to create the best possible experience for new starters
• Together with Regional HR Manager, East Africa & Great Lakes, manage specific issues of conflict or grievances related to HR organizational policy and procedure
• Coordinate with Regional HR Manager, East Africa & Great Lakes and other internal stakeholders and managers, employee separations including disciplinary processes, terminations and exit interviews. Ensures that all required paperwork is completed including relevant letters, PAF forms, End of Service form, carry out Exit Reflection Interviews, Employee certificates, insurance notifications, and notification to relevant authorities
• Oversees duty of care, employee wellbeing and the implementation of safety and security poli

Performance management and staff development

• Support with the coordination of the performance management processes including performance planning, preparing performance documentation, coordinating meetings and providing guidance and support as need
• Monitors the completion of the performance management framework and reports on progress to Regional HR Manager, East Africa & Great Lakes.
• Supports the Global Learning and Development officer with collecting staff development needs and supports the implementation of staff development initiatives and policy that optimize performance, strengthen transformational leadership, change management and innovation, as well as continuous improvement of capab

 Compensation and Grading

• Implements the institutional frameworks and policies that are fair, consistent, and coherent salary levels and job gradin

Job description

• Provide input and ensure all Job descriptions are up to date and accurate.

Other

• Continuously monitors and stays up to date with the latest legislative and employment regulations in Kenya, informing Regional HR Manager East Africa & Great Lakes on any misalignment with legislative compliance and ensuring that HR practices and policies are aligned with local regulations
• Collects HR information from the region and provides recommendations to Regional HR Manager, East Africa & Great Lakes to address shortfalls and maintain what’s working well
• Recommends to Regional HR Manager, East Africa & Great Lakes on any HR process enhancements, improvements in policies and procedures and any other innovation changes that would optimize HR management at Interp
• Ensures that Interpeace’s values are integrated into the organization’s way of working, are embraced and communicated to
• Complies with and champions all workplace health and safety policy and procedures while taking reasonable care at work to ensure safety. Any hazards observed should be reported to the line manager.

Qualifications

• First level University degree in Human Resources, psychology or organizational psychology or equivalent experience in a human resources rol
• Minimum of 5 years of experience in a human resources ro
• Minimum 3 years of experience providing advice and support across all levels of an organization
• Experience in fully spectrum of employment cycle recruiting and facilitating the onboarding of staff
• Experience in development and implementation of HR strategy and Human Resources administration
• Experience formulating HR procedures and ensuring staff understanding and engagement

Competencies

• Understanding of the Labor regulations that guide employer/employee relationsh
• Good understanding of and ability to apply human resource management theories and principles
• Basic understanding of the latest developments and trends in H
• Excellent communication and stakeholder engagement
• Ability to work autonomously with high attention to detail across all areas of human resources in a high-volume and fast-paced environment
• Personable and professional approach, able to deal with confidentiality and be technologically savv
• Strong written and oral communication skills in English and Swahili languages would be an asset.

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Position within the Organization

The Programme and Research Manager is a member of the Programme Management Unit which manages and implements Interpeace’s active and ongoing programmes around the world. The Programme and Research Manager reports to the Sr Stabilisation Advisor and will explicitly work on the anticipated CSSF funded RESET project aimed at Building Resilience Against Violence Extremism in Kenya – Somalia borderlands.  For the RESET project, the Programme and Research Manager will provide coordination and technical support, guidance, training and mentoring to the partner-led field teams, he will facilitate the design and lead the analysis of the research components and co-facilitate the Policy, Governance and Programme clinics and provide subsequent mentoring to stakeholders to ensure that the actions plans derived from those clinics will be implemented in an inclusive, collaborative and transparent manner.

Duties and responsibilities

Strategic Engagement:

• Provides support and spearheads the development and definition of the Interpeace programme strategy in specific thematic or geographic areas in line with the overall Interpeace Strategic Plan, the Institutional Change Framework and the country context.
• Engages with different stakeholders at track 2 and 3, occasionally operating at track 1 to advance Interpeace’s work in the country. This means building, maintaining and strengthen relations with women and youth leaders, religious and cultural leaders, civil society, business actors, community members, and occasionally with government leaders, including heads of departments and civil servants in ministries and local government structures.
• Identifies and promotes new strategic partnerships to expand the scope of work at country level
• Identifies and develops opportunities to expand the programme within the country, in collaboration with the country programme team, partners as well as the Programme Development Unit
• Captures and communicates the impact of Interpeace’s work, including nurturing a strong Monitoring and Evaluation capacity in the programme in order to promote the programme and create positive momentum
• Maintains an acute awareness and analysis of political and social dynamics in the Rwanda context which are relevant to Interpeace’s mandate and oversee the production of regular briefing notes for colleagues and other relevant stakeholders.

Programme Management

• Provides effective leadership over the day-to-day implementation of current programmes within agreed work plans, budgets and financial management parameters to ensure the highest level of project delivery, quality and accountability
• Drives the country programme annual planning and contributes to the budgeting processes as per organisational guidelines and local context
• In collaboration with the Finance and Administration Manager, ensures effective implementation and compliance with finance and other Interpeace governance manuals, policies and procedures, and complies with procedures required by grant or contract agreements
• Oversees the programme portfolio to ensure the highest level of project quality and accountability
• Produces preparatory and summary notes for country visits and meetings with stakeholders aimed at programme development and innovation

Representation

• Focuses on Tracks Two and Three engagement
• Engages and builds relationships with partners, diplomatic representatives and other organisations, especially relations at the working level
• Develops and strengthens relationships with local organisations and networks and establishes national and regional strategic relations and alliances with partners and civil society working in common cause with Interpeace objectives.
• Represents Interpeace in meetings, conferences, forums and other public events and contributes towards consolidating and raising the profile of Interpeace

Management – institutional coherence

• Ensures compliance of programmatic work at activity level with internal controls
• Has a close operational coordination at working level with other teams in Interpeace, especially those in the Great Lakes, and with partner organisations

Staff Management

• Supervises and develops teams up to 10 staff.
• Creates an enabling work environment that fosters learning and innovation, where programme staff can achieve their potential, demonstrating gender-responsive and non-discriminatory behaviour and attitudes
• Coaches, monitors, evaluates and documents the individual performance of direct reports through a staff development lens

Qualifications:

• Candidates with relevant qualifications, experience, a tertiary degree, and fluent in English and French, are invited to apply.

Relevant experience and qualifications may include:

Education

• Tertiary degree in international relations, political science, development, management, or related field

Experience

• Seven years years of relevant experience in peacebuilding, political and/or developmental work with increasing management responsibility.
• Professional experience in programme management (strategy, planning, reflection, implementation, monitoring, evaluation)
• Field experience in conflict affected contexts
• Management experience

Competencies

• Demonstrates effectiveness and strong experience with short and long-term planning; financial, personnel and program management.
• Advanced knowledge and experience of project cycle management including using project planning and management tools
• Knowledge of current thinking on peacebuilding issues and methods; and demonstrable ability to anticipate emerging needs and integrate them swiftly into priority programme setting
• Developed ability to effectively capture and communicate the impact of practical work and to use this to raise profile.
• Proven ability to communicate, negotiate and network with high level executives and government officials, donors, international agencies, and media.
• Ability to work in a multicultural environment successfully and to demonstrate gender responsive and non-discriminatory behavior and attitudes.
• Ability to interact with people respectfully and with tact