Finance and Administration Manager at Emali Dedicated Children’s Agency
- Emali, Makueni County
- Permanent
- Full-time
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- Company:
- Location: Kenya
- State:
- Job type: Full-Time
- Job category:
- Ensure that the finance and administration unit complies with laid down policies, procedures and regulations
- Ensure that all operational services are audited for their efficiency and effectiveness on a regular basis, and that suitable risk management arrangements are established
- Co-ordinate the annual audit and follow-up on recommendations and action points raised by auditors
- Develop and maintain sound reporting systems to facilitate effective financial management and strong internal control mechanisms
- Ensure an effective internal control system is maintained and adheres to statutory and fiscal requirements
- Ensure that the project operations are carried out in accordance with sound financial management and procurement practices.
- Ensure EDCA is compliant with all legal requirements including but not limited to filing all the necessary statutory deductions on time.
- Prepare and monitor budgets to ascertain that spending occurs as planned and that variances are anticipated, noted, and corrected; ensure that key program personnel are aware of budgetary resources and can monitor their budgets respectively.
- Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with EDCA's policies and procedures and the donor's and contracts requirements.
Reporting
- Reviewing the regulations, mechanisms and procedures to assess the adequacy of the reporting requirements to enable sufficient monitoring
- Record, analyze and report project accounts accurately in accordance with rules and procedures
- Reviews all the daily financial transactions and the books of accounts to ensure they are appropriately recorded and coded
- Prepare monthly reports, quarterly reports, consolidated annual fiscal report, cumulative life of project reports, and any other required donor submissions.
- Supervise the finance and administrative staff, conducting performance appraisals and revising job descriptions as necessary. Providing capacity development and training opportunities for the team and facilitate their professional growth.
- Ensure that there is adequate and conducive office environment for all staff (furniture, security and safety, equipment and supplies)
- Ensure the safe custody and security of all organizations' assets including vital records (purchase contracts, proof of ownership documents, after sale service contracts etc.)
- Develop a fixed asset register, ensuring filling and archiving system is maintained
- Carry out day-to-day operations of the project designated accounts, adhering to the procedures of the respective donors for this account
- Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable s/he to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with EDCA's Child Safeguarding Policy.
- Minimum level of academic qualification, skills and knowledge required to perform effectively in the role
- A Bachelor's degree in commerce or finance from a recognized academic institution
- Professional accountancy qualifications i.e., CPA K
- Those with professional training in Administration and Human Resource Management will have an added advantage
- Computer skills and familiarity with an accounting software is essential
- Proven Knowledge of QuickBooks online
- Experience in coordinating budgeting processes and managing budgets and monitoring and supervising administrative processes.
- Good oral and written communication skills
- Minimum level of personal and professional experience required to perform effectively in the role
- At least Five years' experience in financial and administrative management, three of which must be in a management position at an NGO or overseeing donor programs/grants management.
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