Finance & Operations Manager Job, Finance Jobs March 2021,

Title: Finance & Operations Manager

Location: Nairobi

Travel: Up to 25% required  

Reporting to: Regional Field Director, East Africa

Job Description

The Finance & Operations manager is responsible for the overall financial, budgeting, and operations management of CIVICs East Africa offices. They will be a key support to the Regional Director (RD) and will be responsible for: finances, budgeting, bookkeeping, human resources and benefits, facilities, and procurement, including likely management of staff across multiple countries. As this is a new office, there would be considerable office start-up responsibilities. This position requires independence, strong organizational and interpersonal skills, and the ability to anticipate needs and respond to staff inquiries on a broad range of subjects. Provide financial, operations, and human resource management to CIVICs Country project office

Responsibilities

Financial Management: This candidate will be responsible for the overall financial management of the program and will support the Regional Field Director to making sound financial decisions:

  • Responsible for establishing financial management practices for the Nairobi office and other country offices, in alignment with CIVIC policies;
  • Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor’s policies and procedures;
  • Ensure funds’ availability and verify that all procurement actions are compliant with internal and client’s financial management guidelines;
  • Ensure that all accounting data is updated, reconciled and fully supported with backup documents;
  • Responsible for the timely processing of staff payroll, allowances and other reimbursements;
  • Monitor program and operational forecasting, maintains cash controls to ensure supply of adequate funds;
  • Support the preparation of budgets, monitor, review and revise as required in close coordination with the regional field director and HQ;
  • Meet financial reporting requirements, ensuring that all financial reports are submitted on or before deadline;
  • In coordination with HQ, ensure accurate and smooth month and year-end closing and reporting within agreed schedules;
  • Provide financial status of project expenses and budget information as requested;
  • Ensure compliance with local laws, particularly on withholding taxes;
  • Coordinate with Program Manager(s) to establish proper controls for grants management; and
  • Ensure and routinely test for maintenance of audit-ready documentation.
  • Experience managing multi-year grants with large funders preferred.

Operations Management

  • Responsible for establishing operations management practices for the Nairobi office and forthcoming offices, in alignment with CIVIC policies;
  • Manage physical offices and liaise with building management;
  • Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement;
  • Keep track of CIVIC assets (technology equipment, etc.);
  • Control correspondence including fax and mail dissemination;
  • Serve as overall first point of contact for staff with technical issues;
  • Responsible for the technology management within the program office and ensures all staff are set up and understand how to use CIVIC-approved technologies;
  • Trouble shoot technical glitches including internet, phones, printers, network etc.;
  • Manage supplies and approve staff requests for furniture, equipment, and supplies.

Human Resources

  • Manage new hire employment certification, benefit sign up and other paperwork for staff and local consultants;
  • Together with team oversee in-house benefits administrator including processing monthly benefits and serving as point person for all staff inquiries;
  • Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc. (as necessary);
  • Prepare contracts and additional paperwork for consultants;
  • Liaise with headquarters to ensure close communication and consistency of processes under supervision of Regional Field Director to identify HR needs and requirements;
  • Monitor consultancies to ensure prompt payment of fees.

Qualifications

  • Minimum of 7 years financial management and bookkeeping experience including budgeting, and forecasting, accounts payable, and accounts receivable, payroll, general ledger and financial reports.
  • Minimum of 5-7 years operations and human resources management including oversight of benefits/taxes/insurance, asset management and property oversight
  • Understands local labor law requirements, human resource and facilities management.
  • Knowledge of working with international NGOs (INGO).
  • Ability to perform several tasks concurrently with ease and professionalism.
  • Ability to communicate clearly and concisely, verbally and in writing, in English.
  • Must be able to keep CIVIC matters strictly confidential.
  • Must have excellent interpersonal skills.
  • Excellent Microsoft Office skills, particularly Excel.
  • Experience in office start-up preferred.
  • Prior experience in Business Management preferred.
  • Kenyan residency or citizenship required.

How to apply

Click here to apply

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