NGO Finance & HR Coordinator Job in Nairobi Kenya

Solidarites International (SI) is an international humanitarian aid organisation which provides assistance to populations who are victims of armed conflict or natural disaster. For 30 years, SI has concentrated its action on meeting three vital needs: water, food and shelter. 

By carrying out emergency programmes, SI has acquired an extensive experiences and expertise in the fields of promoting access to clean drinking water and sanitation. 

In the Horn of Africa, SI is currently implementing food security, water and sanitation projects in Kenya and Somalia. We are seeking qualified persons to fill the following positions:

Finance & HR Coordinator 

(1 position)

Position objectives;

• The administrative coordinator will direct and coordinate all administrative, accounting and financial services associated with the mission.
• He/she will take part in defining Solidarités International’s human resources policy, and ensure that it is followed. 
• As coordinator, he is responsible for the mission’s financial balance.
  He/she will monitor adherence to Solidarités administrative procedures and donor procedures as well as to the laws of the country in which intervention is taking place. 
• He/she is the point of reference for the mission, and the link between headquarters and the mission for all administrative matters.

Location: Kenya/Somalia (based in Nairobi)
Duration: 12 months

Hierarchy;
Report to: Head of Mission
Technical links with: Field Teams and Head Quarters
Supervisor to: Administrative/HR and Financial staff in Nairobi base

Key responsibilities:

• Analysis of the socio-economic context
• Defining of HR policy for the mission (cost of living, salary grid, benefits package, medical coverage, HR manual, career plans, trainings, monitoring staff development, hiring procedures, administrative management of expatriates, etc.) and the smooth day-to-day running in HR department (payrolls- Homere - relationships with relevant organizations, statutory ,etc.);
• Control procurement cycle, define authorization thresholds;
• Consolidate the mission closing accounts (SAGA) and ensure that the mission is financially stable and the yearly audit for the NGO Board;
• Prepare, monitor and revise the mission’s financial programming;
• Analyze and connect budgetary consumption with activity progress; monitor the mission’s operating costs
• Prepare and lead all potential audits or inspections;
• Prepare and consolidate financial and HR sections of proposals; integrate the new donor contracts into the financial management of a mission’s project;
• Cash flow management (link with HQ, with donors and with the fields, security aspect);
• Lead the partnerships and be focal point for consortium project;
• Lead the internal control process;
• Identify administrative partners
• Follow the development of exchange rates, prices and salary levels HR management of expatriates and nationals
• Participate in welcoming and administrative briefing of expatriate personnel
• Ensure that recruitment and hiring procedures are respected: verify mission recruitment needs, post profiles and contracts
• Supervise the archiving, handling and security of Solidarités International personnel files
• Inform the members of the various coordination teams regarding the methodology, objective and purpose of performance reviews and ensure that they are set up 
• Drive the implementation and improvement of Solidarités International’s training policy and monitor staff development 
• Ensure that disciplinary procedures are respected and confirm eventual sanctions 
• Confirm salaries before payment 
• Ensure that statements and payments are issued to the relevant organizations In conjunction with headquarters and HoM, take part in defining Solidarités International salary and social policies and ensure they are implemented. 
• Evaluate risks linked to changes in compensation and social policies 
• Drive the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts

• Conduct meetings and communication with personnel
• Consolidate and update the mission organization chart
• Update the rules of procedure and the HR manual to follow the developing legal framework or any changes in the understanding of this framework
• Participate in abuse and risk prevention
• Ensure that any litigation is administratively monitored and represent Solidarités International before administrative and legal authorities if required
• Supervise the administrative management of expatriate human resources Team management
• Work with administrators to define administrative personnel needs for the mission and recruit according to allocated resources and to Solidarités International’s operational strategy
• Coordinate, plan and supervise the activities of the administrative team
• Train and appraise the administrative team
• Lead administrative team meetings Financial, accounting and budgetary management
• Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
• Consolidate the mission’s monthly closing accounts
• Verify the accounts before they are sent to headquarters
• Consolidate and check the Allocation boards
• Prepare, monitor and revise the mission’s financial programming
• Complete the consolidation of monthly budget follow up and ensure that the mission remains financially stable
• Connect budgetary consumption with activity progress. Propose changes if necessary
• Monitor the mission’s operating costs
• Train the mission’s senior staff in how to use the budget follow up tools
• Prepare and assist with possible audits or inspections
• Prepare and consolidate the financial sections of proposals
• Integrate the new donor contracts into the financial management of a mission’s projects, adhering to Solidarités procedures Cash management
• Manage the cash flow between headquarters and the mission, and ensure that bases receive supplies
• Ensure that the cash box and coffers are well kept and that funds are secure at all bases
• Compile and monitor cash flow forecasts and forward them to headquarters Administrative management of the mission
• Negotiate and draw up partnership contracts with local partners and ensure that they are followed and respected
• Supervise paper and digital filing, as well as ensuring the security of administrative documents
• Supervise the quarterly mailing of administrative archives to headquarters after internal inspection
• Select and contract a lawyer who will examine legal issues and limit any legal risks 

Reporting/communication

• Ensure regular financial and administrative reporting to headquarters, on a schedule defined in the administrative calendar
• Consolidate and publish financial reports, following financial donors’ administrative procedures
• Establish and maintain relationships with the administrative authorities at a national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into Solidarités International’s documentation
• Organize and run information and coordination meetings
• Ensure that Solidarités International’s in-country registration is followed up
• Take part in meetings relating to administrative aspects, represent Solidarités International when asked/delegated to do so
• Act as a link between headquarters and the field for all matters relating to administration

Education Qualifications and experience:

• Master Degree Level with Finance & Accounting/ HR/ project management background.

Experience

• 2 to 5 years of experience within an International NGO;
• Minimum 2 years of experience in a similar position, at the country Head office (coordination) in an international context (i.e. as an expatriate from your country of origin);
• Minimum 2 years of experience in managing institutional donors contracts and budgets (budget construction rules, reporting , administrative/financial negotiations, etc.) especially the French cooperation (CIAA, CDC), the UN agencies (UNICEF, UNHCR, CHF) and the European Commission’s institutions (ECHO and Europe Aid);
• Experience in managing Audits;
• Experience in team management, trainings, and planning;
• Previous experience of remote management contexts is an advantage; Transferable skills
• Good knowledge of financial guidelines of the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);
• Good knowledge of financial and HR reporting to the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);
• Perfect knowledge of SAGA and Homere;
• Perfect knowledge of Excel (PTT, formulas, macro, etc.);
• Excellent knowledge of French chart of accounts;
• Good knowledge when dealing with auditor firms such as UNs’;

Skills required

• Capacity to propose new ideas and put them into action;
• Good communication and training skills;
• Natural ability to connect with other stakeholders and team members;
• Strong capacity to work independently and with initiative ;
• Good multi-tasking skills;
• Ability to manage a heavy workload, to delegate tasks/responsibilities and to constantly reassess priorities;
• Ability to work effectively in a multicultural team;
• Ability to meet deadlines;
• Patience
• Rigorous
• Diplomatic

Languages

• A good level of written and spoken English is mandatory
• Speaking French is a strong advantage for interaction with SI HQ and French donors Other desirable qualities

Package

Salaried post: from 1700 Euros gross per month, according to experience, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 600 dollars.

Social and medical cover:  

Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded. 

Vacation: 

During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. 

For a one-year assignment, the expatriate will have a break during the 3rd and the 9th month (with 500 dollars allocated by Solidarités). 

He or she will also be entitled to go back to his or her home country for a 15-day period after six months spent on the mission (Solidarités will cover travel costs).

How to apply:

Send a cover letter and CV with 3 referees to the following email address: jobapplication@solidarites-kenya-som.org

Please indicate the job title and location in the email subject line

Deadline for applications: 22nd August 2012. Please note that only shortlisted applicants will be contacted for interview.

Solidarites International is an equal opportunities employer