Job Title: Finance Manager **
Grade: 9 (N)
Level**: Level 2 Manager
Location: Nairobi, Kenya
The Finance Manager is a member of the leadership team and functions as the chief financial officer for RSC Africa, responsible for RSC Africa’s annual budget preparation, financial planning and management, accounting and payroll operations, and reporting and analysis, for all RSC Africa offices in Nairobi, Pretoria, Kasulu, and Kampala. The Finance Manager will ensure the financial health of the organization by providing daily management and oversight of all financial management functions and operating budgets. The Finance Manager is responsible for drafting all financial statements, charts, dashboards and fiscal presentations for the RSC, as well as liaison with the CWS Chief Financial Officer. The Finance Manager will actively support the use and improvement of related systems development, including, but not limited to financial ERP systems, payroll systems, and/or related Human Resource Information Systems. He/She will take lead in providing strategic engagements with diverse teams across the other functions.
This position directly supervises, mentors and coaches finance office team including a Senior Accountant and indirectly supervises the Accountants.
This position reports to the Deputy Director for Administration.
Strategic Financial Planning & Budgeting:
Be part of the strategic planning team (or contribute to the organization’s strategic planning process in regards to Finance)
Translate the Finance strategic plan into achievable objectives
Guide the finance and accounting team into developing individual objectives
Stay in tune with current international financial trends especially that relate to the NGO sector
Organize the annual budgeting process, including devising process and tools for use by other managers.
Train key staff on budgeting methodology and approaches.
Support management in aligning projected budgets with available and projected funding.
Work with leadership team to develop the final annual operating budget and departmental budgets, and provide timely and accurate budget v. actual reports.
Build systems to allow organizational leadership and management to project and track spending through multiple lenses.
Prepares and/or oversees timely preparation of accurate budgets and financial reports for organizational leadership and budget- responsible managers and coordinators.
Keep management informed of the current financial status of RSC Africa operations on a regular basis.
Monitor monthly expenses in accordance with authorized budget levels.
Financial Reporting and analysis:
Plan for RSC’s future financial needs, work with the leadership on scale of needs and how to finance them
Work collaboratively with all Heads of Departments to look for opportunities to increase efficiency and reduce costs and to jointly develop and jointly monitor unit budgets.
Ensure that all financial records, reports and statements and are prepared and submitted on a timely basis. These include monthly financial reports, financial statements, gain/loss analysis, depreciation report, audit reports, inventory and capital purchases, etc. and maintenance of a due date schedule as required under the terms of the Cooperative Agreement and by CWS/IRP and RSC Africa Management.
Support efficiency by ensuring business analysis results are reliable and are provided to Management in a timely manner
Systems and Accounting:
Functional responsibility for all accounting, including accounts payable, accounts receivable, and payroll, ensuring compliance with appropriate GAAP standards, U.S. Federal OMB Circulars A-110, A-122, A-133 and Kenyan statutory laws and regulations
Develop methodologies to ensure quality control and maintenance of supporting documentation of financial disbursements and accounts in accordance with US Government audit requirements and CWS/IRP standards.
Develop and maintain financial accounting systems for cash management, general ledger, accounts payable, accounts receivable, payroll and petty cash
Develop and implement policies and procedures to ensure that personnel and financial information is secure and stored in compliance with current compliance standards and legislation
Manage cash flow and prepare cash forecasts to strengthen the financial position of the organization
Ensure that payroll and corresponding statutory payments are accurately processed promptly.
Review travel related expense reports ensuring they are prepared correctly according to relevant SOPs.
Review and approve all Purchase Orders to ensure correct budget line allocation and that all information therein is correct. Note: Purchase Orders are authorized by the Deputy Director for Administration, not the Finance Manager
Ensure that all Purchase Orders are coded to the correct program and cost center
Provide in writing any objections to the issuance of any purchase order
Maintain copies of all purchase orders issued for review by authorized parties.
Ensure that monthly reconciliation of bank statements is done on a timely and accurate basis each month
Monitor bank balances and the status of pending transfers to maintain sufficient funds for RSC Africa’s operations in all RSC offices in Africa
Inform Management on a monthly basis of the cash needs of the operations and note any petty cash needs more than the normal replenishment
Internal Financial Controls and Financial Risk Management:
Develops and implement accounting policies and procedures to enhance the accountability, transparency, and efficiency of the RSC Africa's financial operations and to ensure compliance with the Cooperative Agreement, the relevant OMB Circulars, e.g., Uniform Guidance, etc. and DOS/PRM and CWS/IRP policies
Document, update, implement and ensure compliance with accounting and administrative policies and procedures in the RSC Africa’s Administration and Finance Procedures Manual
Coordinate all the activities done in preparation for annual external RSC Africa audits in all RSC offices in Africa as well as any additional CWS and CWS/IRP, monitoring and compliance audits
Ensure implementation/ resolution of all recommendations given by auditors and reports on the same to Management within 90 days of receipt of the Auditor's Management Letter.
Lead and/or participate actively in CWS Africa efforts to reduce cash in all operations with the ultimate goal of eliminating the use of cash.
Perform annual performance reviews for all staff supervised.
Any other duties which may be assigned.
· Bachelor’s Degree in Finance or Accounting is required.
· Relevant Professional qualifications e.g. CPA finalist, ACCA Finalist required
· Minimum of 5 years similar progressive work experience in financial management ideally within the development or humanitarian sectors is required.
· Supervisory experience is required.
· Four years’ experience in the NGO sector at management level with supervisory duties is preferred.
· Knowledge of financial management, banking, auditing and internal controls methodologies.
· Excellent skills in MS Word, Excel, Access and good working experience with accounting software systems - SAGE ACCPAC, ERP.
· Ability to maintain the confidentiality and integrity of accounts and budget information.
· Ability to exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems. Ability to communicate effectively both verbally and in writing.
· Ability to follow instructions from the Supervisor with a positive and receptive attitude.
· Ability to deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public.
· Ability to conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.
· Ability to maintain a high-performance standard with attention to detail.
· Ability to carry out all of the duties of the position efficiently and effectively with minimal supervision;
· Ability to work independently and contribute to overall operations of RSC Africa.
· Ability to take the initiative in the development and completion of projects.
· Ability to lead others and address issues as they arise.
· Ability to maintain strict confidentiality with RSC Africa administrative and operational information.
· Ability to manage a large and diverse workload under pressure with competing priorities.
· Ability to analyze and solve complex problems and make sound decisions.
· Ability to work well as a team in a multi-cultural environment while maintaining a high level of motivation.
· Ability to effectively manage RSC Africa’s resources.
· Ability to actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
Physical: This position requires bending, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.
Environmental: Incumbents in this position will be exposed to marked changes in temperature and/or humidity, dust and infectious diseases and harsh weather climates.
Valid Certificate of Good Conduct issued within the past one year (12 months) is required before the start of employment.
A Certified Public Accountant of Kenya (CPA-K).
Listen carefully to assure clear understanding of instructions and requests. Communicate detailed and/or technical information clearly, in writing and orally. Ask appropriate questions in seeking explanations needed to perform job. Promote “transparency of information” by sharing relevant information with staff and other stakeholders. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Anticipate needs and interests and take proactive steps to respond to them. Understand and is able to use appropriate technology to communicate with others inside and outside CWS and RSC Africa. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor and/or CWS and RSC Africa policy.
Understand who stakeholders, partners and internal/external customers are and be responsive to their needs. Facilitate interactions and serve as a resource in relations with stakeholders, partners and internal/ external customers. Recognize and be sensitive to issues of concern. Recognize and be sensitive to cultural and ethnic issues. Manage relationships with stakeholders and work within their structure to identify programmatic linkages, plan and implement services and activities, and coordinate resolutions to problems. Identify potential constituents with whom to build relationships and flesh out details of those relationships within the context of CWS’s mission, values and policies. Participate in developing recommendations and implementing policies governing relations with stakeholders. Resolve issues of concern to maintain effective constituent relationships.
Understand the mission and values of CWS and RSC Africa and how they apply to their work and relationships with others. Understand the work performed and how it supports CWS and RSC Africa in achieving goals. Understand how to work multi-culturally with sensitivity and integrity. Knows a broad range of information regarding specific program or department and use that knowledge to perform effectively and independently. Applies a depth of knowledge within area of responsibility to implement assigned activities. Able to use and willing to expand learning of applications or technology to perform job duties. Maintain and improve the skills and knowledge needed to be effective in performing job responsibilities. Apply CWS and RSC Africa policies and procedures for staff and stakeholders.
Understand what a team is and what it does. Demonstrate a willingness to work on a team. Understand own role on the team and how it fits into the overall results to be produced. Promote effective interactions among team members and facilitate group discussion. Participates in identifying and establishing work needs and time lines for completion. Keep team leader and members informed of work status. Demonstrate awareness of what other teams do and how their work affects own team. Recognizes and respects the importance of work performed by colleagues. Understands organizational priorities and is willing to set aside own tasks to assist others to complete high priority tasks.
Identify problems in procedures that affect program work and recommend changes in systems or procedures to address them, then implement approved changes. Understand and apply knowledge of the context in which CWS and RSC Africa works, including global trends and issues. Resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to organizational priorities.
Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.
Building and Leading Effective Teams
Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.
Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.