Senior Finance and Administration Manager at World Vision Kenya

World Vision International

  • Kenya
  • Permanent
  • Full-time
  • 1 month ago
World Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.Senior Finance and Administration ManagerJob Description:This position is responsible for EARO planning and budgeting, Treasury management, Audit management, Payroll management, Intercompany billing, Reconciliations of the General Ledger, Bank Reconciliations and financial reviews to ensure all transactions are supported by complete and approved documentation and are in compliance with the organization's policies and procedures. The position will also ensure optimal use of resources in the operations of the regional office and maintain a healthy internal control system by implementing policies and procedures that provide levels of control and mitigate risks for the organization.The role also oversees the Finance and Administration team, composed of 3 Finance staff and 3 Admin staff, in ensuring that the team is engaged and all staff carry out their functions in a safe and conducive working environment.The incumbent must be able to effectively communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that serves as an example to others and that espouses integrity.MAJOR RESPONSIBILITIESFinancial Management and Reporting
  • Review Requisitions and payments for goods and services in Provision for correct coding, budget availability, completeness of documentation and accuracy of values.
  • Review staff travel requests for budget availability and approvals and correct documentation
  • Review monthly Payroll (local and international) for accuracy and compliance with WVI policies, legal and statutory regulations.
  • Preparation and management of RO budget, cash flow and project funding
  • Coordinating EARO departments’ budgeting process and preparation of final budget
  • Preparation of periodic analysis for financial performance of the Regional Office and providing appropriate recommendation
  • Preparation of monthly and annual FFR and ensure the same is accurate and uploaded to FFR database
  • Recommend improvements on administration policies, systems and processes.
  • Approving of all Financial Reports
Financial Risk and Audit Management
  • Implement systems, policies and procedures that provide appropriate levels of security and control of EARO assets, resources and operations
  • Ensure implementation of efficient and effective internal control systems
  • Review, Monitor and update risks in Riskonnect as well as in the ICMT tool.
  • Ensure that appropriate financial systems and controls are in place to minimize risk
  • Ensure adequate preparation and participation in internal and external audits
  • Ensure filing of annual returns
  • Ensure that management responses to audits performed are sent on time to the Audit Department, and that audit recommendations are implemented
Intercompany Billing
  • Analysis of all Hosted staff and other National offices expenses and ensure charging the costs to the appropriate to the relevant GC Departments and National offices
  • Following up with relevant department to promptly resolve any queries on all interoffice billing
  • Liaise with the sending WV entity to ensure that all arising matters from Blackline invoices are resolved promptly.
  • Receive requests for outgoing PA's and confirm budget availability and approval.
  • Approve PA's in Blackline system
  • Review and approval of all incoming Blackline invoices from other WV entities in the System
  • Review monthly VFI transactions and ensure appropriate journal entries are passed to transfer expenses to the VFI database
General Ledger Reconciliation, Direct Charges & Bank Reconciliations
  • Review all EARO related direct charges, concur and credit card charges in the GL and ensure timely posting of expenses in EARO books.
  • Management of Account 300 on a monthly basis and ensure there are no reconciling items that remain pending for more than 30 days.
  • Liaising with GC Accounting on outstanding GL Items to resolve them in a timely manner.
  • Review Bank Reconciliation of all WV EARO Bank accounts by the 5th of each month and flag all action items to the team members
Grants Finance Management for EARO Projects
  • Provide oversight on financial management of all EARO bilateral projects
  • Review Project budgets and ensure they uploaded in Sun System in a timely manner to facilitate the preparation of periodic reports.
  • Monitoring the budget against spending and advising the project managers on the spending levels to avoid over/under spending.
  • Review periodic project financial reports and ensure they are timely submitted to donors and posted in the Financial Database.
  • Review project transactions to ensure compliance with donor regulations and that reports to specific donors sent as per donor requirements.
  • Respond to any queries resulting from the reports from, donors, FRSC and GC
  • Analyzing variances and ensuring adequate controls on expenses are maintained
  • Represent the office in meetings with Support Offices and / or Donors
Administration and Team Management & Capacity building
  • Oversight of the administrative function in the office
  • Custodian of all administration related documents and contracts
  • Implementation of OSHA requirements and regulations at EARO
  • Ensure safe custody and management of Assets at EARO including bi-annual asset inventories
  • Prepare monthly and quarterly administration reports
  • Carry out continuous inspection on the facility with an aim of ensuring safe and conducive working environment for staff
  • Ensure proper administrative orientation and allocation of office space to incoming staff
  • Oversee end to end expatriate housing process
  • Support on boarding & exit process of expatriate and the importation, registration and disposal of diplomatic vehicles
  • Setting and monitoring targets for 6 direct reports
  • Provide training and induction to finance and non-finance staff in financial systems and procedures to ensure optimal productivity and compliance
  • Set and monitor performance standards for Finance & Administrative team and provide overall mentorship and coaching to the department staff
  • Identify capacity gaps and ensure appropriate development interventions for finance and administration unit
Engagement with external stakeholders
  • Act as the appointed officer for the organization in regard to all government services on the e-Citizen platform
  • Coordinating and collaborating with other departments on the implementation of the Host Country Agreement
  • In collaboration with other departments, provide annual returns to MOFA and any other documentation required for compliance
  • Serve as the contact person on all financial matters requiring legal advice and KRA engagements
KNOWLEDGE/QUALIFICATIONS FOR THE ROLERequired Professional Experience:
  • Must be a committed Christian, able to stand above denominational diversities.
  • Attend and participate/lead in devotions.
  • Must adhere to security protocols.
  • Perform other duties as required
Required Education, training, license, registration, and certification:
  • Bachelor of Commerce, Economics, Accounting or Finance, Business management/ Administration or related degree
  • Minimum Certified Public Accountant (CPA K)
  • Minimum of 5 years' relevant experience in finance and administration roles in a busy & dynamic environment.
  • Competency of SunSystem & Advanced Ms Excel
Preferred Knowledge and Qualifications:
  • Ability to work in a multi-cultural team with an empowering and outcome-oriented approach.
  • Strong financial management and analytical skills.
  • Self-initiative and proactive skills
  • Proficiency in written and spoken English.
  • The person must be results oriented, able to handle public relations, able to satisfy stakeholders and a team player.
  • Good interpersonal, organizational and management skills.
  • Integrity, commitment and respect for diversity
  • Ability to solve complex problems and to exercise independent judgment.
  • Computer literate.
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