SUMMARY OF ROLE
The Finance Manager will be a senior member of the IntraHealth project leadership team in Kenya. S/He will oversee all field based financial aspects of a new large and complex health project, contingent on funding. S/he will provide fiscal leadership for project activities, ensuring the effective use of donor resources to meet project goals. S/he will be responsible for all project oriented financial systems including budgeting, monitoring, forecasting as well as all legal, audit and contractual compliance. S/he leads the implementation of these key systems by ensuring that activities are implemented in accordance with the organization’s mission, strategic objectives, and program approaches and comply with IntraHealth’s and USAID’s policies, procedures and guidelines. This position, with proper legal advice, ensures that IntraHealth policies and procedures are compliant with Kenyan law and effectively implemented throughout the program.
The Finance Manager will report to the Chief of Party.
ESSENTIAL FUNCTIONS
Planning, Budgeting and Reporting
- Leads the development, monitoring, and review of the project budget and ensure effective development of monthly projections and cash advance forecasts
- Ensures compliance with donors’ agreements and that all activities are implemented as per the approved agreement and budget.
- Oversees the preparation of high quality USAID quarterly and annually financial reports as well as the PEPFAR expenditure analysis report.
- In coordination with country and Chapel Hill Finance staff, monitor grant spending to ensure timely expenditure of donor funds and project closure and adherence with IntraHealth and donor regulations.
- Provide direct mentoring and oversight to project staff performing financial and administrative functions
- Advise senior leadership regularly on financial and operations-related matters
Financial Management
- Ensures accurate financial forecasts and secure adequate and timely financing for activities and procurements with close consultation with the Finance and Program units
- Ensures that financial management systems provides accurate, current and complete disclosure of financial transactions, aligned with IntraHealth’s policies and procedures
- Monitors proper management of cash flow and assures that budgets are followed and the project does not overspend
- Reviews monthly financial statements and bank reconciliation statements for IntraHealth bank accounts
- Designs and implements sound internal control systems to safeguard assets, financial records and documents of the organization
- Reviews disbursements and payroll costs for authenticity and accuracy
- Provides financial performance feedback to the project leadership team and IntraHealth Headquarters program and finance support staff
- Facilitates and follows-up change of bank signatories and bank procedures.
- Conduct pre-qualification reviews and selection of potential sub-contractors/grantees and vendors to ensure value for money and compliance with IntraHealth and donor requirements
- Develop consultant contracts, agreements, and work orders-including scopes of work, deliverables, and payment schedules, ensuring competitive processes and compliance with local, IntraHealth and donor policies and guidelines
- Provide technical assistance, as needed, to local partners on financial compliance and reporting
- Review financial reports of sub-grantees, whenever applicable, and ensure that expenditures are in line with the budget and in compliance with donor regulations
Auditing
- Serves as liaison with external auditors, facilitates internal and external audit undertakings.
- Prepares responses to audit findings and follows-up on the implementation of audit recommendations.
- Monitor implementation of action/corrective action plans relative to both internal and external audits and report back to the Chief of Party and IntraHealth Headquarters
Desired Skills and Experience
MINIMUM REQUIREMENTS
Education & Experience
- Master’s degree in administration, finance or similar field and at least 8 years of experience in financial and administrative management with organizations which manage international projects, or a Bachelor’s degree and at least 12 years of experience in financial and administrative management with organizations which manage international projects.
Other Requirements
- Demonstrated ability to analyze financial data, create and track budgets, set up and maintain financial management systems, and experience with financial/accounting software.
- Experience in financial, administrative and grants management of donor-funded projects, preferably on large and complex USAID projects.
- In-depth knowledge of USAID financial management rules and regulations
- Certification with a local accounting professional body and extensive knowledge of Kenyan financial laws and regulations.
- Demonstrated diplomatic and interpersonal skills and ability to manage staff effectively in a complex and changing environment.
- Proven ability to manage confidential matters discreetly and with the trust and confidence of colleagues and clients.
- Excellent written and oral communication skills in English.
- Computer literacy in MS Office applications including Word, Excel, PowerPoint, and Outlook knowledge of QuickBooks, Serenic.
Competencies
- Innovation- Develops new, better or significantly different ideas, methods, solutions or initiatives within your role that result in improvement of IntraHealth’s performance and meeting objectives, results and global commitments.
- Accountability- Holds self and others accountable for all work activities, research and personal actions and decisions; follows through on commitments and focuses on those activities that have the greatest impact on meeting measurable high quality results for IntraHealth’s success. Exercises ethical practices, respectful words and behaviors, and equitable treatment of others in all activities.
- Service Excellence- Knowledge of and ability to put into action customer service concepts, processes and techniques to access internal and/or external client needs and expectations and meet or exceed those needs and expectations through providing excellent service directly or indirectly.
- Managing Performance- Ability to plan and design practices processes and procedures that allow for effective management of people, resources and processes to optimize overall performance. Managing for performance includes the ability to delegate and encourage growth and leadership across the team(s) as part of maximizing performance and productivity.
- Strategic Thinking- Applies organizational knowledge to identify and maintain focus on key success factors for IntraHealth while recognizing, anticipating and resolving organizational challenges. Ability to develop organization- and industry-specific expertise and apply sound decision making processes to reach productive resolutions that translates strategy into actionable plans.
- Effective Communication (Oral and Written)- Understands effective communication concepts, tools and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
- Risk Management- Knowledge of processes, tools and techniques for assessing and controlling the organization’s exposure to risks of various kinds; ability to apply this knowledge appropriately to diverse situations.
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