Trocaire Finance and Administration Manager Job in Nairobi Kenya

Job Title: Finance and Administration Manager

Description of the unit / department: Finance & Administration
 

Background to the Role: Responsible for providing financial and accounting management in compliance with Trocaire’s policies and donor requirements and Generally Accepted Accounting Principles and ensuring the financial integrity of South Kordofan program with regards to controls, systems and financial reporting

Reporting to: Programme Representative
 

Contract Type: Fixed term
 

Contract Duration: 1 year renewable
 

Grade and Scale: Grade 6 Step 1
 

Location: Kenya, Nairobi
 

Responsibilities:
 

Finance and Governance in Partner Organisations

• Play a lead role in and or advise the programme representative/manager on partner training needs in relation to compliance with donors’ audit and financial management and corporate governance requirements.
• Review the programme monthly and annual reporting, follow up to ensure these reports are completed within set timelines and in line with the requirements of the Trócaire partner governance & finance manual.
• Contribute to strategy at country level around partner capacity building, as a member of the programme management team.

Financial Control and Reporting

• Ensure timely & accurate preparation of monthly management accounts for budget-holders and programme management to ensure that management can monitor budget utilisation and take appropriate action on any significant variances.
• Ensure timely & accurate preparation of reports for Trócaire Head Quarters, Institutional donors and CI Appeal.
• Customise the Trócaire finance & budgeting manual and programme management tools in view of meeting all local statutory requirements and other requirements that relate to the local operating environment.
• Closely monitor all programme activities and keep the programme representative/manager and international accountant advised of all situations which have the potential for a negative impact on internal controls or financial management.
• Finalise year end accounts for the external auditors and provide any ad-hoc financial reports as required.
• Play a lead role in managing donor and internal control audits as required and the response and implementation of any recommendations.
• Maintain an effective & efficient system of internal controls which comply with Trócaire’s financial guidelines.
• Ensure adequate controls over cash & bank management are constantly monitored & updated to minimise the risk of fraud or misappropriation.
• Assist with investigations into alleged fraud or irregularities.
• Ensure that all financial records & accounts are compiled timely, accurately and in line with international accounting standards & donor regulations.
• Ensure that the programme financial operations comply with legal & statutory requirements e.g. audit & financial reporting to all relevant national authorities.
• Ensure efficient and effective treasury and foreign currency management practices are in place.
• Follow up on the fund/Institutional funds reconciliation process on an ongoing basis until consumption of all related funds. Ensure that an internal final report is prepared with an overview of expenditure. 
• Work with other financial staff to make sure that Trócaire realise the highest possible return from any financial transaction. This includes assessing interest rates on company bank accounts, and planning the issue of payments so that the maximum amount of interest is generated from those accounts. 
• Assist the programme representative/manager in the management of the 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
• Review donor reports ensuring financial information is in line with donor requirements.

Staff and Partner Capacity Building and Networking

• Provide technical financial management advice and expertise to the program management and partner finance team.
• Work with the programme partner by advising and guiding the set-up of accounting systems and procedures that are required by Trocaire and donors monitor implementation, highlighting any shortfalls and agree required management actions with relevant staff.
• Identify the need for, and undertake/identify opportunities for financial training of the partner to ensure an understanding and awareness of Trócaire’s financial and internal control procedures as well as compliance for differing institutional donors
• Be able to consolidate different financial reporting and compliance requirements for one overarching programme and be able to communicate and implement effectively and coherently at Trocaire and partner level
• Assist in the induction and orientation of program staff with particular attention to design of an induction programme for direct reports and assist where an indirect reporting line is in place.
• Attend and actively contribute to regional and global finance meetings as required.
• Liaise with the finance managers of other INGOs in country as required.

Internal Systems and Processes

• Ensure that the systems in place enhance, as far as possible, the efficiency & effectiveness of the manner in which assets are utilised.
• Ensure that the global accounting package (Agresso Business World) is maintained and utilised in an appropriate & effective manner.
• In consultation with the institutional funding officer establish & maintain a donor financial management system in order to ensure efficient & accurate reporting to donors.
• Closely monitor all financial activities, and keep the program representative/manager advised of all situations which have the potential for a negative impact on internal controls or financial management performance.

Budgeting

• Lead in the preparation and finalisation of programme budgets, budget reviews, revisions and multi annual plans.
• Review with the management team monthly reports as available on Agresso Business World and ensure follow up of any issues or variances arising.
• Review all budget proposals prior to submission to an institutional donor providing the country programme manager of an opinion on the ability of Trócaire to meet the financial contractual obligations.

Other Responsibilities

• Reconcile all balance sheet items on a monthly basis, in accordance with Trócaire policies & procedures.
• Ensure sufficient funds are maintained in bank and cash accounts and initiate requests to Head Quarters for additional funds.
• Any other duties as set out by the supervisor

Person Specification – Essential Requirements (E)

(E) Qualification

• Internationally recognised professional accounting qualification (CPA, ACCA)

(E) Experience

• At least five years post qualification experience in a finance/accounting role. This should include at least three years’ experience in an overseas position in the NGO sector.
• Must have multi-donor financial management experience

(E) Skills

• Skills in developing, delivering and evaluating training for staff members.
• Excellent communication and negotiation skills

(E) Qualities

• Demonstrated ability to work with a participative style within teams.
• Ability to work on own initiative.
• A commitment to social justice and the ethos of Trócaire.

(E) Other

• Computer literacy, particularly in Microsoft Office Programmes such as Word and Excel as well as accounting packages & other database competencies.
• Ability to work under pressure of deadlines.
• Motivated.
• Good organisational and time management skills.
• Effective team member.
• Understanding of development issues.

Person Specification – Desirable Requirements (D)

• (D) Qualification: Graduate qualification in accounting and financial management
• (D) Experience: Design and delivery of financial training;
• (D) Skills: Experience working with navision financial management software

How to Apply:

Trócaire recruitment and selection process reflect its commitment to People in Aid Code of Good Practice. 

Prospective applicants must be committed to safeguarding children and adults against all forms of exploitation and abuse by signing Trócaire’s Safeguarding Programme Participants Policy.

Interested applicants, who meet the above requirements, should send their CV and cover letter to the Human Resources Officer through the following email address: hr@trocaire.or.ke with the subject of the email as Finance and Administration Manger by 2nd January 2015. 

Applications will be reviewed as they come and only shortlisted candidates will be contacted.