Finance & Administrative Coordinator (Nairobi)

Job Title: Finance & Administrative Coordinator

Job Code: FAC/HBC/131011
 

Number of Positions Open: 1

Reports To: Regional Director
 

Location: Nairobi, Kenya

Closing Date: Open Until Filled

Summary:

Heinrich Boell Foundation’s (HBF) is a political non-profit organization striving to promote democracy, civil society, equality and a healthy environment internationally with their Headquarter in Berlin/Germany.

They have 28 offices worldwide and cooperate with more than 200 partners in more than 60 countries.  
    
Job Objective:

The Finance and Administrative Coordinator (FAC) has the overall responsibility for the financial and administrative management of the Regional Office East and Horn of Africa. 

The FAC is under the general supervision of and reports to the Regional Director. 

Primary Responsibilities:

• Responsible for the control of Office Finances (Project, Program, Office Resources) according to the guidelines of the HBS Berlin, the Donors and local Laws and Regulations.
• Responsible for Office Administration in consultation with the Regional Director, and Administrative planning, implementation and accounting of program activities
• Coordination of Security /Management of Security
• Part of full representation of the Regional Director on financial matters and personnel management (e.g. Official travels, Holidays).
• Representation of Regional Director in administrative issues.
• Responsibility for the implementation of the joint tasks of gender democracy and diversity in their own area of work
• Contact person for external Financial Service Provider (including banks) and Local Authority, Auditors, Tax Consultants, Finance Authorities, in consultation with the Director
• Guidance, control and collaboration with program partners in consultation with the Program Coordinators: [financial planning and control, monitoring of compliance with the guidelines; reporting, financial consultation
• Reporting: Financial Consultation
• Coordination of all financial matters with Budget and Finance Departments at the headquarters
• Control of external service contracts in coordination with the Office Director (tender, negotiation, execution, control of services): auditors, tax authorities, tax consultant
• Contract Management: Control of all office contracts, correct preparation of PP agreements, control service contracts in coordination with the office Director [also for lawyers, auditors etc]
• Overall supervisory role in procurement of goods and services
• Responsible for preparation of quarterly financial reports (also: target-performance comparisons) to the Office Director and on request for HBS headquarters
• Controlling of the reporting process: Scheduling, deadlines etc.
• Creation of Financial Program reports. Optional: Renewal of reporting deadlines
• Contribution to Annual Report of the Office
• Responsible for the office budget planning and control (budget and financial plan) and, if necessary, budget adjustments in coordination with the Office Director
• Responsible for the entire control of Fund requests
• Support Program coordinator in preparation, control and adjustment of program budget
• Control of cash management, including validation of petty cash
• Responsible for compliance with the statutory provisions and the rules of the client within their respective area of duty. Adjustment of Formas and Contracts to the respective region.
• Responsible for the Payroll of Office Staff (incl. taxes, insurance, etc.)
• Transfer of duties in HR in consultation with the Director: Leave entitlement, Time management, travel.
• Professional guidance, development and training of financial staff of the project partners

Experience:

• Minimum 5 years of financial and/or administrative management experience, including a minimum of 3 years’ experience in a senior position in the non-profit sector   

Skills and Certification:

• Accountancy or finance related degree. An MBA will be an added advantage
• CPA (K) / ACCA
• Excellent knowledge of accounting procedures and standards, including handling of annual statutory audits
• Experience managing staff to improve their professional development
• Excellent knowledge in organizational development processes 
• Good knowledge of program cycle management
• Excellent knowledge of relevant laws and regulations (taxation, immigration, labour laws, etc.)
• Good knowledge of public funding rules and regulations
• High computer literacy with ability to drive computerization in all operational areas
• Excellent knowledge in accounting and enterprise resource planning software, knowledge of Microsoft Dynamics Navision would be an advantage
• Excellent knowledge of English, German would be an advantage
• Pro-active individual with excellent communication and resource management skills
• Able to build and motivate a team and able to work with a diverse multi-cultural team with high sensitivity to issues of gender and diversity

How to Apply:

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on:  Finance & Administrative Coordinator