Thursday, 4 February 2016

Finance and Operations Manager

Vacancy: Finance and Operations Manager

The Finance and Operations manager (FOM) is responsible for the financial, logistical, human resources and administrative operations for the East, Central and Southern Africa Regional office. 

The FAO works closely with the Africa Regional Operations Teams based in Dakar and the finance, administration and Country Directors of the Sub-region countries. 

Responsibilities
 
Finance
  • Ensure sound financial management for the office in compliance with donor requirements; manage monthly financial reporting, bank reconciliation, cash flow analysis and management, accounts / banking management, processing expense vouchers, check expense claims for accuracy, prepare requisition and payment voucher forms for payment of bills, and prepare checks and wire transfers  for signature;
  • Ensure timely submission of all monthly wire transfer requests
  • Prepare the Annual operating office budget.
  • Ensure adherence to the financial policies, procedures and practices; ensure compliance with governmental contracts, sub-contracts, and donors agreements;
  • Work closely with the regional office in Dakar to facilitate annual audits; identify and coordinate audit process with local audit firms;
Human Resources
  • Develop and maintain Human Resources files for regional staff and Country Directors; Ensure that all files contain contracts, CV’s, Job Descriptions, Performance plans, tax information, personal bio forms, VISA and work permits if applicable, etc.
  • Prepare and ensure the accuracy of the monthly office staff payroll that includes all applicable tax and benefits deductions, and allowances; Ensure that the payroll is submitted on time each month; Monitor timesheet submission and accuracy and ensure that the staff and Country Director leave requests are tracked processed and regularly updated in HR files.
  • Manage payroll taxes for Office Staff – primary contact with tax consultants and provision of all necessary documents to ensure timely and accurate tax filing in compliance with Kenyan Law;
  • Set up employees benefits for the Regional office staff including pension, medical insurance, severance package and any other packages;
  • Manage timesheets records for Regional Directors; following up on submission to Headquarters; Maintain database for timesheet submission records;
  • Assist in the recruitment process for Kenya and regional staff; liaise with recruitment firms, short-listing of candidates, interviews scheduling; ensure consistent implementation of a staff orientation process;
  • Supervise the performance of the office Administrative Assistant; provide regular coaching, mentoring and guidance to build capacity and accountability; monitor task performance for delegated administrative activates; conduct an annual review of performance in compliance with performance management policy;
Administration
  • Manage Kenya Visa, alien cards, and Work Permits for International staff; Ensure timely submission and follow-up as needed;
  • Manage travel arrangements for International and Local staff, consultants and visitors (routing, ticket and hotel booking, visa application, computation of travel expenses), including relationship with travel agents;
  • Draft contracts, letters, documents as directed by Regional Director;
  • Manage facilities, vehicles, logistics (transport, hotel and conference planning management, courier services, etc.) and security; Address any maintenance and repair issues within the facilities.
  • Develop and manage an office supplies/equipment management process that ensures adequate stock of supplies to prevent stock-outs;
  • Review and manage service contracts with suppliers for required administrative services – including international staff resident lease agreements, repair/maintenance, water, electrical, office supplies, etc. to avoid disruption of services and supplies; ensure that all service contracts are procured in compliance with the procurement policies; 
  • Develop and maintain a records management system that provides guidance to staff with regard to file and records management, meets donor requirements for records and archiving, and  requires regular archiving of documents at secure locations (i.e. access security and security against records damage due to climate conditions);
  • Collaborate with ministries as appropriate for monitoring administrative matters (customs clearing, tax exemption, investment programs, application for permanent visa, memorandum of understanding, etc.);
  • Establish a close working relationship with Regional Office on operations issues related to the office;
Procurement
  • Manage the procurement process in compliance, policy and requirements; maintain updated vendor lists and vendor performance files;
  • Supervise and ensure internal controls/compliance within the different procurement processes – bid solicitation/review/approval, purchase orders, documentation of goods/services received;
  • Supervise and ensure the consistency of procurement records management; create and comply with standard records file list for all procurement activities – Purchase Request Forms, Request for Quotes/Bid Solicitation documentation, bid submissions, bid selection and approvals, receipt of goods and services;
Internet and Communication Technology
  • Together with regional and local IT support ensure regular server security management – regular data back-ups, virus updates, and to problem solve IT issues within the office-connectivity, router, software and hardware issues, power supply, etc.;
  • Ensure that all Computers and peripherals (i.e. scanners, printers, etc.;) are protected from electrical supply surges;
  • Develop/update a computer replacement plan that can be used to inform budget planning;
  • Manage telephone systems together to ensure proper tracking and billing for phone calls; Manage the use of cell phone airtime and post-paid accounts through the development and maintenance of a database;
Property Management
  • Ensure that all property/equipment is registered – include equipment descriptions, specifications, serial and model numbers, Purchase Order Number, value, and budget source codes, inventory label number;
  • Develop and maintain the property management database/inventory spreadsheet; update the database for each new purchase of equipment;
  • Supervise quarterly inventories to reconcile database entries with physical counts of property within the office; document and track property movements within and between offices and document each physical count against the property inventory database;
  • Ensure inventory records and database are maintained in both hard and electronic copy; Document all property dispositions and ensure that disposition of property is in compliance with and donor requirements;
  • Develop and manage office property management process description; standardize process across all county offices;
Qualifications
  • Master’s Degree in  Business Administration, Accounting, Business Management,  or related field;
  • CPA (K)/ACCA;
  • Minimum 5 years’ experience in managing  support operation services – Administration, Human Resources, ICT, Vehicles, Property Management, and Procurement Processes; previous experience managing multiple operating services with international NGO’s is preferred;
  • Demonstrated experience in managing HR administrative services;
  • Practical Experience developing/revising and/or adapting operations policies and procedures;
  • Well established and practiced organizational and planning skills;
  • Computer Literate and Proficient in Microsoft Office including Microsoft Word, Excel, and Outlook; Familiarity in computerized accounting/finance systems (QuickBooks) an advantage;
  • Ability to work well both independently and as part of a team;
  • Ability to manage multiple tasks simultaneously;
  • Experience with international organizations, NGOs and other local development agencies an advantage.
  • Experience with staff security and safety issues is desirable;
  • Good oral and written communication skills in English language; High language proficiency in both English and Kiswahili.
If you meet the minimum qualifications, send your application with subject line ‘’Finance & Operations Manager’’ to jobs@hcsafrica.com
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