FINANCE & OPERATIONS MANAGER Reports to: Responsible for: Location: Salary details: Hours: Conditions: Closing date: Regional Representative 1 staff members (not yet recruited) Based in Nairobi with regular travel within the region and occasional wider international travel for meetings. KES 2.5 Million (Gross) Normal working hours for Nairobi plus out of hours work as required National appointment. Two years with possibility of extension. TBC Departmental Structure and Position of the Role Background and Purpose of the Role The Brooke is the UK s leading overseas welfare charity for working horses, donkeys and mules. The Brooke currently operates across ten countries in Asia, Africa, Central America and the Middle East, with over 1,000 highly-skilled staff working directly in the field. Our goal is to increase the number of working animals we reach from 1,100,000 every year to measurably improving the lives of at least 2 million working horses, donkeys and mules in the most need in the developing world.
Since 2001, the Brooke has been working in Kenya with partner NGOs. As part of our expansion strategy we plan to increase the number of animals our work impacts on by building on gains made by our current partners and adding to our programme portfolio both within Kenya and the wider East Africa Region. In order to facilitate this work we are establishing an East Africa Regional Office in Nairobi to develop and implement country and regional strategies, support and monitor partners and represent the Brooke within Kenya and the wider region. Once the programme is established in Nairobi we will begin to look at developing and implementing a regional strategy to plan our expansion into other countries within East Africa. To support and monitor partners and develop the programme within Kenya and the wider region, we are seeking a highly skilled Finance and Operations Manager to work with the Regional Representative to make this vision a reality. As a member of the Regional Management Team, the Finance and Operations Manager will play a key role in developing and implementing the country strategy, especially the required financial inputs, as well as ensuring that sound financial practices are established and maintained in country and for partners, as well as rigorous budgetary control. The role will also be responsible for managing HR and administrative procedures for the effective running of the East of Africa Programme. Key tasks and responsibilities Financial Management Be responsible for setting up the Brooke East Africa s financial structures and systems, including opening bank accounts, establishing financial systems, and adapting the Brooke s finance policies and procedures to the Kenyan working context and legal requirements. Ensure internal financial procedures, systems, policies and controls are established, applied and complied with throughout the country programme by all staff Keep all financial systems under regular review to ensure the effective use of the available tools and that they are fit for purpose Document and improve financial processes where appropriate to ensure effective use of resources and best practice Ensure all payments are properly authorised in accordance with authorisation levels and the Branch Scheme of Delegation. Be the lead person and provide financial support on all financial issues in the country Management Team Be a member of the Regional Management Team and take the lead role on financial planning, forecasting, budgeting, reporting and maintenance of financial systems. Lead in the recruitment, management and development of financial, operations and administrative staff working in the programme and develop financial management capacity throughout the programme. Be responsible for the timely submission of financial reports, ensuring that appropriate approval processes within Kenya, the Region and Head Office have been followed. Monitor and control the balance sheet accounts and manage the month-end procedures. Manage timely, accurate and systematic payroll and income tax payments for all national staff Ensure compliance with the financial and other requirements of donors Treasury Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes Ensure that payments are made in a timely and secure manner across all the country operations and to partners
Statutory Accounts Prepare the annual statutory accounts ensuring they meet all statutory and accounting requirements, and manage relationships with external auditors and ensure the audit and statutory accounts are completed in an efficient and timely manner Budget Management Prepare budgets, amendments and forecasts working with the Regional Representative and others Manage all aspects of management reporting within the organisation Develop appropriate Financial and Management Reporting tools and provide timely and appropriate information, including management accounts for effective management decision making Ensure a proper understanding of financial risks and institute appropriate control mechanisms Calculate and supervise the monthly cost of each vehicle (fuel consumption, repairs) Calculate and supervise monthly communication costs of each base (phone, e-mail, Internet) Partnership Support and Financial Accountability Review finance systems of local partners and provide financial advice if required Work with and facilitate partners budget holders in development of their budgets, ensuring donor formats and conditions are complied with Consolidate and review all budgets for submission to the head office Monitor expenditure against approved budgets and flag any potential or existing issues with the Programme team. Propose corrective action to ensure that difficulties of over or under expenditure are addressed Assist the budget holders in revising budgets and preparing financial reports in line with Brooke procedures Participate in development and implementation of financing strategy Analyse training gaps and organise for appropriate training on various aspects of financial control and management Organise and support financial monitoring of partners to be carried out periodically with agreed recommendations Conduct internal audits of partners to ensure that all financial and administrative procedures are carried out in line with the Brooke s Minimum Financial Standards and Controls, grant agreements and local legislation Human Resources Administration Oversee the HR function within the regional office to ensure sound in-country HR policies and procedures which comply with the Brooke HR policy and HR Minimum Standards, local labour laws and good practice, and which promote the Brooke s organisational values Supervise the administrative needs of staff including flight bookings, obtaining legal documentation, annual leave, sick leave and TOIL. Ensure confidential, accurate maintenance and safe storage of all staff HR records (e.g. contracts, leave records, pay history etc.) Operations & Administrative Management Ensure that the office premises are well maintained and provided with common services.
Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Oversee the identification of office technology needs and maintenance of equipment, software and systems. Ensure adequate level of office supplies and maintain a system for office supplies allocation and tracking. Supervise and/or prepare travel authorizations, ensuring appropriate justification, costing and approvals are in place. Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents. Represent the Brooke at meetings on administrative issues such as national salary scales, common services, premises etc. Coordination and communications Ensure a high level of information flow to the Regional Representative and the UK as requested that supports the Brooke s work including wider fundraising and influencing. Act as the first point of contact for financial, operational, HR and administrative issues for partners in the region Maintain an awareness of the current economic, political and social situation and other developments within the country and region which could affect Brooke operations and ensure these are communicated to the Regional Representative Maintain good, regular and open communication with the Regional Representative, all partners and regional staff and the technical advisors in the UK As directed by the Regional Representative, facilitate visits from Brooke UK and partner staff and ensure that all necessary logistics are arranged General Perform such additional tasks as may reasonably be requested from time to time by the Regional Representative. In undertaking the role, comply with all Brooke global and regional policies and procedures As part of this role there is a need to travel as required, sometimes at short notice, within Kenya, the region and internationally Note: This list of tasks may not be exhaustive and will be reviewed from time to time. Please note that the Brooke East Africa is currently at the set up stage and as such some of the tasks and responsibilities will only be possible once the office is fully established and operational.
Person Specification The skills, abilities, experience and knowledge outlined below provide a summary of what is required to carry out this job effectively. They also form the selection criteria on which the decision on who to appoint will be made. Please ensure that you show how you meet the criteria outlined below in your application. Knowledge and experience Essential Desirable 1 2 At least a first degree (Bachelors) in finance and accounting or other related area of studies is required Significant experience (minimum 5 years) working with an international NGO, with strong financial and operational management experience 3 Managerial experience in a directly related area is desirable. 4 5 Proven ability to understand, set up and manage administrative instructions, financial and accounting policies, rules and procedures is required. Proven experience in managing partnerships and partnership financial agreements 6 Experience in liaising with senior level government authorities 7 8 9 Knowledge of basic animal welfare concepts and an understanding of the importance of working equines to the economies of developing countries Experience working in other countries in East Africa and an understanding of the political, social and economic situation in the region. Experience of setting up and managing Administration and HR functions Skills and abilities 1 Clear, strategic thinker with strong analytical and problem solving skills. Energetic and incisive able to translate vision into reality Essential 2 A culturally sensitive communicator and manager 3 4 5 6 Good information management skills including the ability to write clear concise reports for a variety of audiences in Swahili and English Strong and engaging communication and presentational skills, necessary in working with partners Good interpersonal skills, working diplomatically with people at a senior level to develop trust, shared understanding and motivation Excellent negotiation skills especially in the context of another culture 7 Excellent organisation, planning and follow up skills 8 Ability to prioritise and handle a diverse and heavy workload, Desirable
working under pressure and often to tight deadlines 9 High level of fluency in Swahili and English 10 Strong IT skills (Word, Excel, PowerPoint, Outlook) 11 12 13 Experience in using Sun system or other accountancy software packages Ability to travel and work independently in Kenya and other countries in the region Willingness to work flexibly and, on occasions, outside of office hours 14 Good team player 15 Committed to the aims of the Brooke, animal welfare and community development The post holder must be able to secure entry and residence to live and work in Kenya and be eligible to secure visas to visit other countries in the East Africa region. This job description is a written statement of the key aspects of the above job. This document details the main responsibilities, tasks and includes a note of the skills, knowledge and experience required for a satisfactory level of performance. A job description is not intended to be an exhaustive account of all aspects of the duties involved.
The Brooke How we started and what we do The Brooke was founded in 1934 by Dorothy Brooke, who had been shocked at the plight of exwar horses, sold into hard labour in Cairo's streets. She bought 5,000 of these horses - and went on to set up a free veterinary clinic. From that beginning, the Brooke has become the UK s leading overseas welfare charity for working horses, donkeys and mules. Working animals form the backbone of the economy in many developing countries, supporting countless poor communities where many people earn less than a dollar a day. One working horse or donkey can enable a poor owner and their family, on average six people or more, to survive so we estimate our work also benefits over 4 million people. Our mission is to work directly and through partners to do whatever will most improve the welfare of working horses, donkeys and mules through the alleviation of existing suffering and the development of better welfare practices and facilities to prevent and reduce suffering in the future. The Brooke s mobile vet teams and community animal health workers, and our partner organisations worldwide, provide free treatment to animals and train animal owners, local healers, farriers, saddlers, feed sellers, harness and cart makers so making a sustainable difference. Our work is underpinned by methods developed with Bristol University Veterinary School. We also raise awareness in the wider community of these animals vital contribution and show how healthier, happier animals can be more productive to help ensure that local, regional and national governments and other organisations work to improve access to the resources needed for better animal welfare. The Brooke currently operates across ten countries in Asia, Africa, Central America and the Middle East, with over 1,000 highly-skilled staff working directly in the field. Our goal is to increase the number of working animals we reach from 1,100,000 every year to measurably improving the lives of at least 2 million horses, donkeys and mules in the most need in the developing world.