HR and Finance Manager Job Vacancy

The NGO, University of Washington - Global Assistance Project Kenya (UW - Kenya), in Nairobi, is currently recruiting for the position of an HR and Finance Manager for its operations in Kenya to be based in Nairobi.

Main Objectives of this position:

The HR and Finance Manager will provide leadership in overseeing the financial and contractual aspects of the NGO, including providing accurate financial, contractual and administrative reporting, ensuring compliance with UW-Kenya rules and regulations.

This position requires understanding of Kenya law. The HR and Finance Manager will also be responsible for managing the HR functions for the UW-Kenya personnel.

The HR and Finance Manager will have frequent communication with the Seattle and Nairobi-based UW-Kenya Project Managers and the Board Office Bearers.

This position reports to the CEO and Treasurer based in Seattle.

Key Responsibilities and Tasks include:

HR administration

• Preparation of employment contracts, creation and maintenance of paper files
• Prepare of payroll and administration employee benefits, like NSSF, NHIF, WIRBA, Health Insurance, Retirement Pension accounts, Life Insurance, any other applicable insurance, maintenance of HR database
• Preparing and maintaining all staff files and records
• Assessing training needs and developing and conducting trainings
• Management of work permits for expatriate personnel Information management & archiving files, general administrative support for the organization
• Ensure appropriate performance management and maintain records of staff appraisals
• Overseeing and advising the project administrators for managing the recruitment function.
• Office management, including maintaining office records, renewal of licenses, handling outsourced service provider contracts, dealing with government agencies (such the City Council), registering vehicles, monitoring bank accounts
• Assessing office needs and budgeting for this
• Advise Project Field Administrators on recruitment and selection processes as needed
• Develop, implement and maintain human resource policies and procedures.
• Carry out any other reasonable ad hoc duties in order to support the Administrative activities for UW-Kenya

Finance and Accounting Responsibilities and Tasks:

• Ensure transparency and accountability in the management of all finances within the office and projects.
• Ensure the accuracy and completeness of financial and administrative record keeping in compliance with policies and procedures of the organization. Ensure implementation and compliance of policies and Standard Operating Procedures
• Prepare and liaise with UW-Kenya Treasurer and interact with external auditors in preparation and completion of annual audit reports.
• Prepare financial reports in accordance with international accounting standards
• Develop and manage appropriate financial and administrative systems and policies for all requirements.
• Resolve accounting discrepancies.
• Oversee and train the Project Field Administrators in the operation of the Quick Books (computerized accounting system) including daily, monthly and annual back-up
• Recommend, develop and maintain financial data bases, computer software systems and manual filing systems.
• Supervise the input and handling of financial data and reports for the UW-Kenya’s automated financial systems.
• Monitor and review accounting and related system reports for accuracy and completeness.
• Prepare and review budget, revenue, expense, payroll entries, invoices, and other accounting documents.
• Make monitoring visits to project offices. Provide accounting policy orientation for new staff.
• Organize and manage all related office operations including procurement and maintenance of office assets.
• Ensure legal and regulatory compliance regarding all financial functions
• Monitor financial transfers from the University of Washington bank account in Seattle to the UW-Kenya master account and project sub-accounts. Address and advise on discrepancies with Project Field Administrators.
• Consolidate project accounts into the parent accounting.
• Liaise with Board Treasurer in uploading and balancing of final accounts

Desired Qualifications, Skills and Experiences:

• Education: Accounting and Finance related degree with CPA (K) / ACCA and a Bachelor’s Degree in Business related studies, Finance or Accounting from a nationally recognized university. An MBA will be an added advantage.
• A Diploma in Human Resources is an asset
• Experience: Minimum 5 years of financial/ and or administrative management experience, preferable with an international NGO or international education institute.
• Proficiency and hands on knowledge in computerized accounting applications, namely, Quick Books (QB), accounting software is a must and preferably implementation and management of QB for an international NGO is an added advantage.
• IT Knowledge: Computer Literate in the MS Office package with MS Office Excel, WORD and Power Point and Access at an Advanced level would be preferred.
• Experience managing staff to improve their professional development and good organizational, leadership and interpersonal skills.
• Languages; English and Swahili are essential.

Other Competence:

• Good understanding of Kenyan Labor laws.
• Excellent communication skills both verbal and written.
• Very strong organizational skills
• Service minded, proactive, initiative, flexible.
• Good team player, ability to set priorities.

All applicants should send an application letter stating why your skills and qualifications are suitable for this position and an updated detailed Curriculum vita (CV) including detailed work experience, current remuneration, with current contact information, notice period required to take up appointment and names and contacts of three professional references to jobs@uwkenya.org

Terms of Employment:

Contract for one year, renewable as per the UW-Kenya’s scheme of service.

The successful candidate shall undergo a six month probationary period for the first six months upon initiation of employment.

Please indicate your salary expectation and availability.

Closing Date: April 30, 2012, 5:00pm

Only shortlisted candidates will be contacted

Foreseen start date: June 15, 2012