Finance and Administration Manager
Position #: LEE033
Location: Nairobi, Kenya
Salary Range (CAD): Competitive
Duration: Indeterminate
Closing Date (DD/MM/YY): 07/06/13
Reporting to the Regional Controller of the Regional Office for Sub-Saharan Africa (ROSSA), you will actively lead on all ROSSA office finance, administration and human resources procedures and systems to ensure they continue to support program delivery efficiently and effectively.
You will also make frequent decisions on behalf of the Regional Controller who is often travelling.
In particular, you will be responsible for the management of financial, administrative and human resources functions and the provision of a variety of operational services for ROSSA staff.
You will lead and direct a small team of staff to carry out these responsibilities ensuring that performance expectations and standards are met.
Candidate Profile
Education
- Position requires a Certified
Public Accounting (Kenya) Level III designation or its equivalent. A
post-graduate diploma in Business Administration or Human Resources
Management is an asset.
Experience
Position requires a minimum of six years of work experience in:
Position requires a minimum of six years of work experience in:
- developing, applying,
coordinating and monitoring financial practices and procedures to deliver
effective budgets and financial planning, general accounting, accounts payable/receivable,
financial analysis and management reporting in a context of sound internal
controls;
- managing procurement, material
and facilities activities (e.g. purchasing, travel, courier, printing,
delivery and local transportation, accommodation, maintenance and
security);
- administering, implementing and
evaluating human resources policies, systems, controls and services
related to classification, recruitment, pay and benefits, training and
development and/or performance; and
- managing a team of staff in
provision of the above services.
Language
- Bilingual position
(English/French) requiring oral and written fluency at an intermediate
level in both languages.
Note: If the successful candidate
doesn’t meet the bilingual language requirement, he/she will be required to
take language training.
Knowledge
Knowledge
- Comprehensive understanding of
accounting and financial principles and practices
- Sound understanding of
international financial reporting standards including controls and
accountabilities
- Knowledge of Kenyan law and
regulations as they apply to procurement, material and facilities
management
- Knowledge of Kenyan labour law
as this applies to hiring and human resources practices
Competencies
- Strong interpersonal,
communication and negotiation skills
- Ability to analyze, solve
problems and make decisions with initiative, judgment and creativity
- Sound planning, coordination,
implementation and monitoring skills
- Ability to provide advice on a
range of administrative and financial issues
- Ability to manage projects to
deliver quality results on time and within budget
- Ability to lead and work
effectively in a diverse team
- Flexible and adaptable with
ability to respond quickly to unanticipated demands
- Client-service orientation,
diplomacy, tact and collegiality
Primary Duties or Responsibilities
Financial Management
The FAM ensures that the ROSSA budget and financial operations are conducted in accordance with IDRC policies and procedures.
Financial Management
The FAM ensures that the ROSSA budget and financial operations are conducted in accordance with IDRC policies and procedures.
In
collaboration with the Regional Controller and staff at Head Office, develops
and implements financial practices and procedures to deliver an effective
financial management process in ROSSA.
This includes budgets and financial planning, general accounting, accounts payable, accounts receivable, financial analysis and management reporting.
This includes budgets and financial planning, general accounting, accounts payable, accounts receivable, financial analysis and management reporting.
It also
includes ensuring that appropriate controls and accountabilities for ROSSA
financial activities exist, that they respond to management requirements and
are understood by all ROSSA staff.
These
responsibilities are performed more specifically by:
- Coordinating the preparation of
the annual Regional Office budget for Regional Controller and Regional
Director approval;
- Monitoring the operational
budget accounts, reviewing budget variance analysis and coordinating
monthly reports of expenditure against budget;
- Coordinating the mid-year
budget reallocation exercise in ROSSA, identifying budget surpluses or
shortfalls and recommending to the RC the most appropriate course of
action;
- Managing ROSSA’s quarterly
financial reporting obligations to Head Office, to meet the deadlines and
standards required;
- Coordinating financial
operations of the Regional Office to ensure that expenditure is duly
authorised, that payments are made in accordance with IDRC credit terms,
and that all expenditure is captured appropriately in the accounting
systems;
- Ensuring quality control over
data in the financial system, through performing regular financial
analytical reviews. This includes reviewing and certifying all
transactions related to treasury as well as financial worksheets for
quarterly and annual reporting;
- Reviewing and approving bank
reconciliations on a monthly basis;
- Approving accruals and
reversals for all recipient administered projects on a monthly basis; and
- Ensuring ROSSA compliance with
taxation and other routine statutory obligations in accordance with Kenyan
law and IDRC’s Country Agreement with the Kenyan government.
Administration
The FAM ensures that ROSSA administration is conducted in accordance with IDRC policies and procedures, with due regard to Kenyan law and regulations.
The FAM ensures that ROSSA administration is conducted in accordance with IDRC policies and procedures, with due regard to Kenyan law and regulations.
Administration
includes such areas as: procurement and material management (purchasing,
travel, courier, printing, delivery and local transportation), facilities
management (accommodation, maintenance and security) and staff relocations with
due reference to IDRC’s Country Agreement with the government of Kenya.
These
responsibilities are performed more specifically by:
- Coordination of ROSSA’s liaison
with the Ministry of Foreign Affairs and the Kenya Revenue Authority in
respect to the privileges and immunities granted to IDRC under the Country
Agreement;
- Managing procurement activities
and ensuring that contract management and the procurement of goods and
services are in compliance with IDRC policies;
- Managing all facilities
functions including vehicle and office maintenance and any major
facilities projects;
- Ensuring that any staff
relocation is carried out efficiently, including housing, schools, cars,
shipping, and relevant customs clearance;
- Ensuring that the other
administrative services are delivered with a high level of quality such as
reception, mail, courier, transportation, security and other clerical
administrative services;
- Maintaining current the ROSSA
Business Resumption Plan (BRP); and
- Providing input to
administrative and procurement policy interpretation and review.
Human Resources
In consultation with the Regional Controller and Human Resources staff at Head Office, the FAM administers, implements and evaluates policies, systems, controls and services relating to all aspects of human resource management for Locally Engaged Staff within ROSSA, including recruitment, classification, pay and benefits, training and development, as well as performance review and assessment.
In consultation with the Regional Controller and Human Resources staff at Head Office, the FAM administers, implements and evaluates policies, systems, controls and services relating to all aspects of human resource management for Locally Engaged Staff within ROSSA, including recruitment, classification, pay and benefits, training and development, as well as performance review and assessment.
These
responsibilities are performed more specifically by:
- Ensuring that ROSSA hiring and
other HR practices are always in accordance with Kenyan labour law;
- Supervising locally-engaged
staff (LES) payroll activities and ensuring that pays are accurate and
delivered on time, by reviewing and approving the monthly payroll;
- Being responsible for the
day-to-day relationship with service providers for all LES benefits;
- Coordinating and participating
in LES recruitment processes;
- Maintaining confidential
personal files for all LES;
- Coordinating the annual
performance assessment exercises for LES, including the mid-year reviews;
- Ensuring that job descriptions
for all LES positions are kept up to date;
- Consolidating individual
learning needs for all LES into a recommended staff development plan for
the office, and subsequent coordination of its implementation;
- Being the ROSSA representative
on various HR initiatives such as LES Benefits Reviews; and
- Maintaining the ROSSA
Operations Manual up to date with local legislation and IDRC policies.
Acting on behalf of the Regional
Controller
The FAM will often replace the Regional Controller during the latter’s absence during travel or leave periods.
The FAM will often replace the Regional Controller during the latter’s absence during travel or leave periods.
During this
time, the FAM is delegated with most financial and human resources authority
and is responsible to maintain a high level of service delivery and to be the
principal steward of resource utilization for ROSSA.
These
responsibilities are performed more specifically by:
- Making relevant decisions in
situations that require an immediate response due to an emergency or time
sensitivity, and contacting the RC or RD with recommendations for more
sensitive matters;
- Ensuring sound financial
management of projects by approving project payments above the normal FAM
threshold in the absence of the RC; and
- The resolution of human
resources related issues with a goal to foster good working relationships,
support team work and effective communication.
Management responsibilities
Manage a team of five people providing finance, accounting, administration and procurement services. These responsibilities are performed more specifically by:
Manage a team of five people providing finance, accounting, administration and procurement services. These responsibilities are performed more specifically by:
- Defining clear roles and
responsibilities for each team member;
- Determining work plans,
including priorities and timelines for the team;
- Establishing effective
supervision, including performance assessment and the provision of regular
feedback; and
- Supporting staff professional
development.
Support and participate in ROSSA
management by bringing financial and administrative expertise, sharing ideas
and therefore contribute to decision making.
As this is a local hire, rather than an international recruitment, the terms and conditions of employment that apply to our Kenyan support staff will be relevant to this appointment.
How to Apply
Please email your curriculum vitae and supporting cover letter highlighting how your experience, qualifications and skills match the requirements for this position to our Regional Office for Sub-Saharan Africa at: famrossa@idrc.ca.
We appreciate the interest of all candidates, however, only those selected for an interview will be contacted.
As this is a local hire, rather than an international recruitment, the terms and conditions of employment that apply to our Kenyan support staff will be relevant to this appointment.
How to Apply
Please email your curriculum vitae and supporting cover letter highlighting how your experience, qualifications and skills match the requirements for this position to our Regional Office for Sub-Saharan Africa at: famrossa@idrc.ca.
We appreciate the interest of all candidates, however, only those selected for an interview will be contacted.
