PURPOSE OF DIVISION:

The International Program Division_ International Finance and Services unit provides accurate and punctual financial management, reports and forecasts on the organization’s income and expenditure. The division empowers and builds the capacity of the field offices and Partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR donor agencies. This is achieved through both organizational and individual learning, and through an organization wide system of development and deployment.

JOB PURPOSE:

To manage the national finance, and assist the country director on administration while overseeing sub-offices’ functions and effective control of all financial matters ensuring reporting and compliance with donors and Islamic Relief financial guidelines.

KEY OBJECTIVES

To ensure the development of an efficient, clear and transparent Finance Department in Islamic Relief Kenya office.

Responsible for the creation, planning, coordination, day to day financial management, reporting and development of the Islamic Relief Kenya office finance related operations.

KEY WORKING RELATIONSHIPS

Regular liaison and engagement within Finance team, other stakeholder departments, CD/Head of Mission, Partner organizations, Regional Team, Regional Desk Coordinator, external bodies and IRW finance etc. as per the advice of Line manager.

KEY ROLES, RESPONSIBILITIES AND ACCOUNTABILITIES

FINANCE MANAGMENT AND CONTROLS

To maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with Islamic Relief guidelines, national legal requirements and internationally accepted accounting standards.

To ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition under the custody of the organisation.

To provide Islamic Relief Kenya with complete, accurate and timely financial reports, including institutional donor reports where required for all projects implemented in the country, in the required formats.

To maintain accurate and effective financial controls on all transactions incurred by the office and sub-offices as part of project implementation and other related costs.

To maintain effective control over cash and bank (ensure that cash in hand and bank reconcile with accounting records). Ensure that the office and sub-office funds are well managed and that adequate funds are available to meet the organisation’s responsibility.

To provide quarterly and where required monthly financial reports to the Islamic Relief (IR) finance department.

To assist and support the Head of Programmes and programme managers and Country Director in ensuring that field expenditures meet Islamic Relief (IR) and institutional donor requirements and remain within the approved plans and budgets.

To assist and support the Head of Programmes and programme managers and Country Director in the preparation of budgets for project proposals and annual field office budgets.

To ensure the effective and efficient working of budgetary, accounting, reporting and internal control systems for the field and all sub-offices.

To liaise with external auditors, government departments, banks regularly.

To manage and undertake local internal audits of the field and sub-offices including implemented projects.

COMPLIANCE AND STANDARDS

Ensure that all IR Sub-offices in the country use and comply with IR financial guidelines while ensuring we maintain a good working environment in all workplaces/offices.

To ensure procurement is conducted according to IR standards as well as donor agency requirements.

To ensure that adequate measures are in place to safeguard the assets of the organisation.

In liaison with the procurement department ensure that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs; including fair and reasonable commitments from service vendors; and to comply with legal obligations.

CAPACITY BUILDING

To identify the needs and support for development of staff and partners (where needed) to build their capacity and competence enhancement in preparation of financial reports, donor financial reports in line with donor reporting requirements.

To provide guidance and develop the finance staff in the field office and sub-offices and to build the capacity of national staff to reconcile MS Dynamics AX ledger entries in relation to budget versus actual.

To participate in the recruitment, selection and induction of new finance staff.

To train staff and partners in budget preparation and monitoring.

NETWORKING

To represent Islamic Relief Kenya in relevant forums and contribute to technical interactions and discussions on the same.

TRAVEL

The Finance Manager is expected to spend a minimum of 25% of his time in the project sites to see the financial transactions and the finance team in the field.

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and sympathy with the Islamic values and principles as well as commitment to Islamic Relief Worldwide vision and mission.

Essential:

Knowledge, Skills and Qualifications

Bachelor’s degree in Finance (5 Years managerial experience), MBA (3 years managerial experience) will be an added advantage

Qualified Accountant (ACCA/ACA/CIMA/CCAB) (part/fully consideration will be as per the experience)

Knowledge of MS Dynamic AX or ERP systems.

Excellent communication skills with the ability to present financial matters to non- financial managers.

Ability to manage and supervise finance and non-finance staff in multiple and remote locations.

Ability to think strategically.

Good computer literacy skills.

Ability to adapt to new situations and needs.

Ability to develop and build capacities of staff.

Disposition of a team player.

Experience

Ability to work independently and provide initiative in improving finance/Administration functions.

To establish good working relationships with a variety of people.

To communicate clearly in writing and orally.

To work under pressure and prioritize effectively.

Personal Qualities

Problem solving skills

Culturally sensitive

Desirable:

Demonstrates the flexibility and energy that is required for a high level of self- management and awareness.

Previous experience working preferably with an NGO