Job Description
Reports to: Finance Director, Global
Purpose:
The Finance Manager has the primary responsibility of financial management for the Africa Regional Office and country offices. The position is responsible for strong financial management, contract, and legal compliance and aligning resources with the organization’s Global strategic priorities. The Finance Manager provides leadership to ARO finance officers.
Delivery:
KEY ROLES AND RESPONSIBILITIES:
a) Financial Planning and Management
Develop, maintain and progressively improve strong finance systems, procedures and internal controls for the Africa Region and relevant country offices.
Works with finance staff to maintain financial bookkeeping; to reconcile bank statements; review bills for payment; purchase office supplies; maintain petty cash; prepare payments and make deposits; prepares payments and remit taxes to relevant income tax department and for other statutory obligations, remit payments for organization commitments such as membership dues and payments to relevant government bodies; prepare staff advances (if applicable) and review travel expense reports, credit card statements and other reports
Acts as the bank contact for financial transactions
Ensures timely submission of annual and bi-annual tax returns and reports to the NGO board and other relevant government bodies including KRA, NSSF, NHIF, NITA among others
b) Financial analyses and reporting
Oversee the annual operational and reforecast process for the Africa Regional Office (ARO)
Oversee month-end close process and ensure timely submissions of financials.
Oversees the monthly financial reporting (ROE) and follow up on any variances for all ARO offices, including projects and funding sources
Coordinate quarterly accrual process
Advises on all issues related to budgeting, reporting, financial systems, and business processes to ensure effective and efficient financial operations
Review forecasts on a monthly basis and offer recommendations based on annual projections.
Meet regularly with ARO Senior Management & Program Team to review and analyze budget to actual variances, and related projections to ensure that programs align with donor budgets.
Maintain knowledge and current skills using software for financial analysis, accounting system, budgeting system and financial reporting.
Prepares donor budgets and expenditure reports
c) Audit
Act as main focal point for liaison with auditors for all audits of ARO Office accounts and programmes
Coordinate with NY to ensure that the audit process aligns with the organizations overall audit timeline
Assist NY in any audit reporting requirements related to ARO.
Coordinate year end close process (includes yearend accrual process)
Work with Management in implementation of audit findings
Ensure compliance with the legal and statutory audit practices
Identify and report and potential risk areas in regard to audit
d) Support to program staff and collaboration with NY staff
Consults with Regional Director, and the senior management team to develop program budgets and helps assess needs for budget revisions
Participate in preparation of project documents and proposals particularly the budgeting aspect.
Guide the review of progress and financial (PF) reports for completeness and accuracy
Ensure the training of finance officers in current and new policies and procedures
Track financial submissions by country level financial staff for accuracy, timeliness and compliance with the organizations Global policies and procedures
Works closely with the rest of the Operations team and Finance Director Global on policy, procedures and reporting on Finances.
Work collaboratively with the rest of the Global Operations staff to promote cross-regional learning
Ensures that staff queries are addressed promptly
e) Support to Human Resources
Provides budget and financial reporting orientation to new staff.
Supports HR in the implementation of Human Resources and Policy manual and other relevant policies.
Works closely with HR in implementation of the organizations Global remuneration structure
f) Support to Finance Officers staff
Oversee a team of Finance Officers and ensure that the Finance officers collects and collates all final project documents, donor report, commodity documents, general correspondence, trip report and consultant agreements etc.
Ensures that the finance officers maintain office inventory that is regularly updated and update the HR on status of the asset
Monitors relevant registration documents, licenses and agreements offices lease agreements are up to date
Ensure that finance officers facilitate all travel logistics and prepares travel advances for ARO staff
g) Management and Leadership
Participate in strategic planning and the design of new Regional initiatives
Provide strategic leadership for the region’s Finance Team
As a member of the Africa Region Senior Management Team (SMT), actively participate in its activities and contribute to the growth and efficient management of ARO program
Manage, lead and develop assigned staff to ensure effective management and high performance
Perform any other duties as may be assigned by supervisor
Engagement:
Regularly interacts with other regional office staff, Global Operations staff, Program, the organizations Finance and senior management team as appropriate to ensure work is on time and meets performance goals. Divisional policy, work plan and project needs determine the nature and frequency of external contacts. These include a well-defined constituency that has a moderate influence on regional office activities, assigned projects or operations. Requires regular contact with in-country partners, colleagues, and sister organizations, in order to advance the interests of the organization.
Knowledge, Skills and Abilities (KSAs):
Education: Bachelor’s degree in Finance/Accounts plus professional qualification in CPA, ACCA or its equivalent, A Masters’ degree in relevant field. Must be a member of a regulatory body within the field, and proof of which will be required.
Experience: At least 7 to 10 years of directly related experience including experience in Operations and financial management. Experience working with a non – governmental organization at a regional or international level would be an added advantage
Skills or Related Knowledge:-
Excellent computer skills (proficiency in Microsoft office – Word, Excel, Power Point, email etc. Experience in working with finance package is an advantage.
Excellent organizational, management, communication and negotiation skills.
Ability to coordinate multiple and simultaneous tasks, good time management,
Attention to detail and able to work under pressure.
Ability to work with diverse groups, multicultural workforce and sensitivity and appreciation to cultural differences is required.
High degree of efficiency and short turnaround time in addressing issues
To Apply:
Applicants who meet the requirements stated above should send their applications and detailed CVs with a day – time Telephone number to the email address: jobs@hcsafrica.com with Finance Manager-ARO on the Subject line. Candidates MUST indicate their Current and Expected salaries.
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