Finance and Administration Manager Job in Kenya

CARE International in Kenya is looking for a qualified candidate to fill the position below with the Refugee Assistance Program (RAP) in Dadaab, North Eastern Kenya. This is a non-family duty station.

Finance and Administration Manager 

(Ref: F&AM/7/2012).

Department/Location:    Program Support, Dadaab
Supervisor/Title:        DRO
Grade:            H

I.    Job Summary

Reporting to the Director for Refugee Operations (DRO), the Finance and Administration Manager will ensure that all administration and financial processes are functioning effectively and efficiently, monitor administration and financial results to detect risks and opportunities and draw them to the attention of Management and Program. 

He/She will plan, execute and evaluate all Refugee Assistance Program administration, procurement and financial management activities, create, update and ensure compliance with relevant CARE policies and procedures.

The incumbent will also prepare accounts analysis and refine account balances, review reports to the donors to ensure they are in line with all requirements and they contain the correct information.  

The position holder will also coordinate the audits processes for the program and provide all the required facilities as well as develop, coordinate and administer the program as well as the Country Office`s plan.

II.    Responsibiilities & Tasks

R1:    Controllership

• Review and approve relevant disbursements, receipts, adjusting entries and ensure compliance with donor regulations, CARE Accounting policies and Generally Accepted Accounting Principles (GAAP)
• Ensure program compliance with CARE’s accounting policy vis-à-vis fund accounting as noted in CARE’s Financial Manual and Generally Accepted Accounting Principles.
• Coordination and supervise the review of all financial reports to be submitted to Donors and CARE-Kenya head office ensuring that the financial information is complete ,accurate ,reliable and timely in consistent with the project implementation.
• Oversee monthly expense tracking, including monthly review and analysis of project expense report and distribution and follow up with program staff.
• Facilitate the effective maintence of the budget tracking tools.
• Facilitate any external and internal audits
• Supervise the utilization of the program`s accounting systems and procedure consistency with the Country Office systems.
• Ensure that the program financial transactions are recorded on a timely basis, and that this are accurate, complete and reliable, and in accordance with GAAP
• Provide the program Senior Management Team with relevant and timely financial information and analysis for strategic management purposes as well as suggest and implement policies procedures that ensure adequate use of funds and fulfillment of the conditions of the donor agreements and the internal policies and procedures. This will include formulation of specialized financial reports to aid in the reports to aid in the programs decision making process
• This will include formulation of specialized financial reports to aid in the RAP’s decision-making process
• Provide coaching, mentoring and training to program support staff as part of the on-going development of their skills and knowledge

R2:    Treasury Function

• Oversee the cash management – receipts and  disbursements
• Supervise the program`s  banking arrangements and ensure adequate liaison with principle bankers
• Ensure Collection of contractual miscellaneous receivables
• Ensure  program`s  accounts payable policy and cash disbursements are consistent  with the County Office systems

R3:    Budget Management

• Establishment and maintenance of a master budget
• Work with the Finance Coordinator and budget holders in updating the combined work, Procurement and Spending Plans (WPS)
• Support  program sectors  in donor contract management including preparing budgets for proposals, negotiating donor agreements, ensuring accurate and timely budget monitoring tools and donor reporting
• Preparation of the programs annual operating budget.  This will include the preparation of budget guidelines to assist coordinators  in formulating project budgets
• Monitor actual expenses against the budgets and report on the same to ACD-P and program Senior Management Team
• Review donor reports and reports due to the Head  Office as well as other financial information that comes from the program, ensuring that they fulfill all the requirements of form and depth that may be required

R4:    Financial Systems Management

4.1    Fund Codes

• Ensure that all fund code information is keyed into the Financial System as provided by the Country Office Finance Manager.

4.2    Location Codes

• In liaison with the County Office Finance Manager, responsible for developing this section of the chart of accounts consistent with policies provided.

4.3    User ID’s

• Review and approve user set up forms.
• Approve all user deletion forms and forward to the system administrator who must then delete the user ID from the system

R5:    Administration

• Guide the  Administration department in all strategic planning activities in relation to the program and Country Office strategy
• Advise the Senior Management Team on applications of the procurement policies for the program consistent with the Country Office systems.
• Ensure that all service ,lease and general administrative contracts adequately protect the interests of the program
• Ensure that program  communication facilities  are up to date and the services are effective and efficient
• Ensure program conformity to the Memorandum of Understanding (MOU) with other Implementing Partners and donors.
• Ensure program assets are adequately safeguarded, administered ,managed and reported.
• Supervise the program Administration department to ensure an effective and efficient operation through providing coaching, mentorship and training as part of the on-going development of their skills and knowledge.

R6:    Procurement

• Guide the Procurement  department in all strategic planning activities in relation to the program and Country Office strategy
• Advise  the Senior Management Team on applications of the procurement   policies for the program consistent with the Country Office systems
• Ensure that all contractual arrangements with vendors adequately protect the interests of the RAP
• Ensure the efficient and effective delivery of  procurement services within the programs
• Ensure compliance with various government rules and regulations and that the program interests are adequately protected
• Oversee the Bridger system to ensure its efficient and effective application as related to vendors and new employees to programs.
• Supervise the program procurement department to ensure efficient and effective operation

R7:    General

Participate as a member of the Senior Management Team.

III.    Authority

• Spending Authority  up to KES 400,000/=
• Authority over staff in the Administration, procurement and Finance departments
• Authority over budgets, quality  of finance reports for internal and external use
• Sign correspondence regarding administrative, finance and procurement management matters
• Approve requests for procurement and other financially binding documents

IV.    Key Relationships/Contacts

• UNHCR, WFP, BPRM, other implementing agencies, CARE Canada, CARE Head Office, contractor

V:     Work Conditions

• The position is based at Dadaab Main Office (DMO) with frequent movements to Hagadera, Ifo and Dagahaley camps as well as any other extension camps and program sites. 
• This is a none-family working station. Hot weather is prevalent throughout the year with limited basic amenities. 
• Road movement to and from work station to Garissa as well as inter-camp movement must be under police escort (Scheduled convoys). 
• Strict adherence to security instructions all the time. 
• It is a six days work station with a compensatory time off according to CTO policy. 
• The incumbent will be required to travel to Nairobi office and perform official responsibilities on need basis.
• The incumbent shall reside in the CARE compound while executing official duties and shall obey and adhere to residential compound regulations.

VI: Qualifications, Experience and Competencies

• Masters  degree in Business Administration, accounting, commerce or finance
• 7  years work experience in administration and  finance management in busy environments
• Holders of Bachelor’s degree in Business Administration, accounting , commerce or finance with 8 years relevant work experience will be considered for the position
•  Professional Certificate in a recognized professional body such as Chartered Accountant or CPA, Supply and Purchasing.
• Proficient in Microsoft office, SCALA, or any relevant financial management system for accounting, budgeting.
• A good command of both written and spoken English
• Ability to prepare quality financial, administration and procurements reports

Competencies:

• Integrity
• Excellence
• Strategic Decision-Making
• Initiating Action
• Stress tolerance
• Operational decisional decision taking
• Managing performance for success
• Planning and organizing

Email: vacancies@care.or.ke  for further details on minimum requirements, please visit our website: www.care.or.ke. Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification.

Warning to all applicants:
CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).