AECOM International Development Inc. Finance & Administration Manager Job in Nairobi, Kenya

Transition Initiatives for Stabilization Plus TIS+ is implementing the Somalia Project to promote good governance and community cohesion.


The objectives of this contract are to:
1) Increase confidence in governance based on equitable participation in decision making and management of community assets.
2) Empower community and government representatives to engage with private sector and development actors in a collaborative process for community growth.
3) Increase Somali engagement in creating a more stable future.
4) Support inclusive, sustainable development by reducing gender gaps in stabilization and development.

Objective:
  • The Finance & Administration Manager is responsible for efficient and effective management of Finance and Administration functions of TIS+.
  • He/She will also be responsible for preparation of program financial reports, reconciliations, managing and monitoring company bank accounts, preparing payroll, tracking budget expenses, maintaining records to meet tax obligations including payroll, Value Added Tax and other statutory taxes.
  • The Finance & Administration Manager will work with the finance staff in Nairobi and Somalia; oversee the coordination of financial monitoring and reporting in accordance to the rules and regulations.

    The FAM will have the following areas of responsibility:
    Financial:
    · Oversee financial transactions to ensure that TIS+ systems and policies are enforced;
    · Oversee the monthly closing and ensure that the appropriate accounting treatment is applied to each office, as well as the balance sheet;
    · Provide standard accounting submissions to home office, including general ledger files, account reconciliations, expenditures by cost centres/project, as well as financial information in a timely and accurate manner;
    · Conduct quarterly reviews of the balance sheet to ensure that prepayments, accruals and assets are correctly accounted for, and are reconciled to contracts and outstanding advances;
    · Ensure that all taxes (employment, withholding and international staff) are correctly deducted and paid to the Ministry of Finance in a timely and documented manner;
    · Ensure that adequate documentation exists for each transaction and that this documentation is filed and stored in an appropriate manner including in one source, to be availed for audit as required;
    · Oversee the payroll of staff across all TIS+ offices ensuring that staff are paid in a timely manner;
    · Ensure that all PIKA expenses are correctly charged to proper account codes;
    · Oversee the monthly cash-flow projections taking into consideration PIKA currently active as well as balancing the cash requests between the needs of the programs and the realistic burn rates for each office.
    In addition, the Finance and Admin Manager is required to manage the flow of cash throughout the month to best serve the programs whilst ensuring that strict security protocols for cash, in the field, are adhered to;
    · Ensure adequate controls over cash & bank management are constantly monitored & updated to minimise the risk of fraud or misappropriation;
    · Ensure efficient and effective treasury and foreign currency management practices are in place;
    · Maintain an effective & efficient system of internal controls which comply with TIS+ financial policies;
    · Oversee the monthly closing and ensure that the appropriate accounting treatment is applied to each office, as well as the balance sheet;
    · Provide standard accounting submissions to home office, including general ledger files, account reconciliations, expenditures by cost centres/project, as well as financial information in a timely and accurate manner;
    · Conduct quarterly reviews of the balance sheet to ensure that prepayments, accruals and assets are correctly accounted for, and are reconciled to contracts and outstanding advances;
    · Ensure that all taxes (employment, withholding and international staff) are correctly deducted and paid to the Ministry of Finance in a timely and documented manner;
    · Ensure that adequate documentation exists for each transaction and that this documentation is filed and stored in an appropriate manner including in one source, to be availed for audit as required;
    · Assist with investigations into alleged fraud or irregularities; and procedures;
    · Assist the COP in the management of the financial risk process, including acting as control owner over relevant corporate governance and financial management risks and ensuring that appropriate controls and mitigations are both in place and regularly reviewed;
    · Ensure confidentiality and security of program financial information is maintained in line with the organization financial policy. This will include ensuring that adequate backup arrangements exist for all the organisation’s data as required;
    · Maintain compliance with the Finance Acts, policies of the Government of Kenya including NGO Registration, compliance with Labour, Finance Laws and Tax Statute;
    · Act as a safeguard for all newly proposed activities from a finance perspective which may range from affordability to appropriateness;
    · Develop and maintain local office policies and procedures and provide training for all issues related to local financial matters;
    · Comply with any in-Country audit requirements and support home office finance in their annual organizational audit.

    Budgets and reporting:
    · Write and develop budgets for new initiatives and programs which would include accurate costing, accurate coverage of support costs and maintain and enforce donor compliance for each PIKA whilst also enforcing TIS+ policies and procedures;
    · Conduct the annual budget process for each fiscal year to assess and confirm overall coverage for all proposed costs;
    · Review and monitor partners’ and subcontractors’ financial reporting and compliance. Provide additional technical assistance to partners and resource partners as necessary to maintain high standards of compliance;
    · Oversee compliance and where necessary utilizing home office support and technical experience;
    · Develop, project and monitor with the PMU, the country-wide operational budget covering staffing, travel and running costs to ensure that TIS+ remains on budget, or that senior management, COP and home office, are aware of budget to actual realities on monthly basis;
    · Oversee adherence to field office operational budgets;
    · Ensuring that a minimum of unplanned or unbillable charges are incurred;
    · Provide support, where needed, in contracts development and PIKA management;
    · Analyse and track implementation of contracts/PIKA with various partners, providing routine financial reports to the programs team;
    · Support Program Activity Specialists (PAS’s) with PIKA budget to actual tracking on regular basis.

    Administration:
    · Supervise project Finance and Administrative staff and build their capacity through a combination of mentoring, formal training / teaching and informal assistance;
    · Under the supervision of the Operations Manager, plan and organize the administrative work of the project;
    · Work closely with Program Managers, Directors and Department Heads to ensure close coordination and a unified approach is adopted, minimizing potential conflict between departments and emphasizing the need to implement programs efficiently and harmoniously;
    · Serve as a resource person for non-finance staff on TIS+policies, regulations and procedures;
    · Ensure the facilities are managed properly, rent and utility payments are processed on time and ensure proper and cost effective maintenance of facilities;
    · Safe keeping of lease agreements, donor agreements and consultants/business contracts;

    Maintain positive and productive relationships with suppliers and other stakeholders to ensure healthy organization operations; Other duties as may be assigned.
  • Other duties as may be assigned.

    Knowledge, Experience, Skills and Competencies Required:
    · BSc. Degree in Finance or Accounting from a recognized university. An advanced degree will be an added advantage.
    · A minimum of Five (5) years working experience in a similar role in an INGO or donor organization involved in financial planning, budgeting, grant and fund management.
    · Experience of managing USAID funds/projects across areas of Finance in a medium to large program.
    · Two (2) years’ experience at management and supervisory level.
    · Detailed knowledge of USAID rules and regulations.
    · Capacity to independently follow and enforce policies, procedures as well as develop work plans, budgets, negotiate contracts and make relevant decisions.
    · Previous experience in conflict affected areas with limited infrastructure, especially Somalia will be considered an advantage.
    · Demonstrate high degree of confidentiality, strong personal integrity with attention to detail.
    · Excellent effective communication both verbal and written skills in English language.
    · Resourceful team player with excellent computer skills.

    Reporting:
    The Finance and Administration Manager reports to the Operations Manager.
    Level of Effort:
    1 year with possible extension up to 3 years.

    How to apply:
    Applications and detailed CV to be sent by 04 October, 2016.
    Send your Cover Letter and CV to recruitment@somtisplus.com
    (Clearly state Finance & Administration Manager – Application on the Subject Line).
    Only shortlisted candidates will be contacted for interviews.

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