Role Description Job Title Reports to Job location Management responsibility Other lines of communication Salary Finance and Operations Manager Kenya / Somalia Country Coordinator Functional Supervisor Head of Operations and Development (London) Nairobi Finance and Admin Assistant Works closely with the project teams Competitive salary Job Purpose With International Alert starting a new programme in Kenya / Somalia, this position will be central to setting up the financial and administrative systems and supporting efficient management of the International Alert Kenya / Somalia country programme. The Finance and Operations Manager will: 1. Oversee and manage all finance and administration related activities in regards to Alert projects in Kenya / Somalia, in line with local laws, Alert policies and procedures and international best practice. 2. Supervise all aspects of programme financial management related to Alert s operations in Kenya / Somalia as part of the Africa programme and provide strategic and technical support to budget holders with all aspects of grant management. 3. Oversee and manage all HR, IT and security-related activities, including administrative and logistical support to the country team and visiting staff members, in line with local laws, Alert policies and procedures and international best practice. 4. Liaise with partners and donor representatives in Kenya / Somalia in relation to administrative and financial issues, with an emphasis on ensuring effective grant management Duties and Responsibilities 1. Oversee and manage all finance and administration related activities in regards to Alert projects in Kenya / Somalia, in line with local laws, Alert Policies and procedures and international best practice. Develop and maintain robust programme financial management systems to ensure the proper management of Alert financial resources in regards to operations in Kenya / Somalia; Maintain office accounts in accordance with local legislation, Alert s finance systems and donor requirements; Oversee petty cash and monitor bank accounts (including reconciliations); Ensure that all expenses are authorised and efficiently processed Ensure Alert s tax payments and other statutory obligations are administered in accordance with Kenyan law; Submit timely, accurate monthly financial reports and expenditure forecasts as required by London Finance Team; Receive monthly overseas financial data from London Finance Team, review it for accuracy and completeness; Ensure compliance by Alert Kenya / Somalia and budget-holders with local legislation, Alert policies and procedures as well as donor regulations; 1
Comply in a timely, accurate way with any in-country reporting and audit requirements; Support London Finance team in providing financial information and documentation for the annual organisational audit. 2. Supervise all aspects of programme financial management related to Alert s operations in Kenya / Somalia and provide strategic and technical support to budget holders with all aspects of grant management. Provide timely and accurate overseas office financial reporting to Alert London Office; Maintain an understanding of the overall financial picture of the country office including matched funding requirements and communicate this to Country Coordinator; Prepare expenditure forecasts and request project funds (from donors and partners); Ensure compliance with donor procedures and regulations, and oversee audits; Assist the Country Coordinator with annual budgeting and forecasting and businessplanning; Support budget-holders, Country Coordinator and Senior Programme Design and Assessment Officer in developing budgets for new grant proposals. Induction and training on local finance policies, procedures and systems; Bring any issues of non-compliance to the attention of the Country Coordinator. 3. Oversee and Manage all HR, IT and Security-related activities, including administrative and logistical support to the country team and visiting staff members, in line with local laws, Alert policies and procedures and international best practice. HR (working closely with Alert s HR Team in London) Monitor Kenya / Somalia n labour laws that are relevant to INGO work and contribute towards the development of Kenya / Somalia programme HR policy to the Country Coordinator as appropriate; Conduct quality control of HR practices and ensure that Alert Kenya / Somalia HR policies, systems and procedures are followed; Provide necessary administrative support on all aspects of HR management; Coordinate inductions, briefings, trainings of staff; Take out and maintain cost effective health cover for staff; Undertake annual salary benchmarking and inflationary reviews and recommend any changes to the Alert Kenya / Somalia salary scales to the Country Coordinator as appropriate. IT (working closely with Alert s Technology Team in London) Ensure the smooth running of Alert Kenya / Somalia IT systems; Provide briefings on Alert s IT policies, systems and procedures and ensure compliance; Ensure staff have necessary access to Alert Outlook and Intranet systems and provide briefings where required. Office administration systems Contribute towards the establishment of office policies and systems including sourcing an office; Ensure that Alert offices are in good order, ensuring rental agreements are kept up-todate and facilities such as water, electricity, etc. are maintained; Act as an authorisation signatory in the absence of the Country Coordinator; Manage computer equipment, office supplies and other project assets (including inventories) in Kenya / Somalia ; Purchase new equipment, as required and necessary, in full compliance with Alert and donor procurement procedures; Oversee the proper use of office vehicles, including maintenance, staff use and compliance with rental agreements and local legislation; Ensure implementation of office health and safety policy; Take out and maintain cost effective office insurance policies. 2
Security Act as Point of Contact for Kenya / Somalia operations for all security-related matters; Be responsible for the country security plans, including regular updates as necessary, and drafting sections for new areas of operation - ; Provide security briefings, in line with Alert s Security Policy and country plans, to all visiting staff members and consultants; Together with Country Coordinator, monitor the security situation in the country and keep colleagues up-to-date; Monitor staff movements when travelling on Alert business in the country. 4. Liaise with partners and donor representatives in Kenya / Somalia in relation to administrative and financial issues, with an emphasis on ensuring effective grant management Conduct partner assessments (financial and organisational) of capacity to receive and implement grants; Develop and issue partners with sub-contracting and other partnership agreements, ensuring compliance with agreed terms; Ensure timely transfer of agreed funds to all partners; Maintain regular relations with grant partners on issues of finance and administration; Provide partners with basic capacity building in financial management, where needed; Monitor and review partner financial reports, checking for accuracy and completeness; Provide other administrative support with partner management and relations as required; Liaise with donor representatives on financial and administrative issues, as necessary; Contribute to donor reporting, in close cooperation with Country Coordinator 5. Other Provide administrative and logistical support to the team as required Develop understanding of project activities and strategies Participate in the development and implementation of Kenya / Somalia Country Strategy Maintain good relationships and collaborate with Alert s London office, especially the Finance team Accompany senior colleagues when undertaking external networking or representation, as required; Any other duties which contribute to the smooth running of Alert, as required by the Country Coordinator Travel requirements This position is based in Nairobi, with occasional travel to other regions of Kenya / Somalia. 3
PERSON SPECIFICATION Essential requirements Talents At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work. We believe all individuals are talented and success comes in matching the right talents to the right roles. For this role, the skills, qualifications and experience listed below are important, but we believe that to be successful in this job you will have the following talent: The post requires someone who is both highly organised and flexible and able to maintain a positive attitude to work even when under stress. You will have a can-do, solution-oriented, customer-focused attitude, because while the main focus of the position is finance and administration, the post requires frequent communication and liaison with project partners, requiring excellent interpersonal and communication skills (both verbal and written). A degree or equivalent in a relevant subject At least 3 years managing finance and administration for an INGO project/office in Kenya / Somalia, including experience of accounting for funds from international funders and grant audits Significant experience of developing budgets and financial forecasts, monitoring and reporting Experience of systems development and management (financial and others) Experience in negotiating best value contractual agreements with service providers Good English language skills Good understanding of Kenya / Somalia n legal and labour law requirements for INGOs Excellent computer literacy and knowledge of Microsoft Office applications - Word, Excel, Power point, internet, etc. Good understanding of Donor requirements, eg. EU/USAID Good knowledge of accountancy packages (preferably SUN systems) Good interpersonal skills and communication skills Ability to work under pressure and to tight deadlines to be able to prioritise clearly Personal and professional integrity, flexibility, initiative and a can-do attitude and meticulous attention to detail Desirable requirements Qualification in Management; ACA/ACCA/CIMA Audit training with a reputable company Experience in financial capacity building of non-finance managers, in particular working with partner organizations (establishing and operationalising partnership agreements, capacity building) Experience of management of security in an INGO context Business planning IT networking and maintenance 4
5