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.
