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Monday, June 23, 2014

Regional Finance and Administration Manager: East Africa, Nairobi, Kenya

by Unknown  |  at  1:23 PM

Location: Nairobi, Kenya
Employment Type: Full Time
Department:International Programs
Description:Lutheran World Relief (LWR) is a US non-governmental that works with local partners in Africa, Latin America, and Asia to provide lasting solutions to poverty, injustice and human suffering. LWR is seeking to recruit a qualified person for the Regional Finance and Administration Manager (RFAM) position based in LWR East Africa Regional Office (EARO) in Nairobi, Kenya. The Regional Office oversees the operations of country programs in Kenya, Uganda, and Tanzania, as well as coordinates with partners in South Sudan and other emergency response programs in East Africa as needed.
REPORTS TO: East Africa Regional Representative with a dotted line relationship to Senior Director, International Finance (in the US).
PURPOSE: The RFAM ensures strong internal controls and capacity that enables LWR country offices and local partners to continually manage effective and accountable financial systems. The RFAM provides support to LWR country offices in Kenya, Uganda, and Tanzania and is responsible for overseeing all aspects of financial management including accounting, internal controls, donor compliance, budget development and analysis. In addition, the RFAM will provide support to ensure compliance to internal policies and local laws. The RFAM coordinates closely with the International Finance and Africa Teams in LWR\'s Baltimore, Maryland headquarters. As the Regional Office is shared by the Kenya country office, close coordination with the Kenya team on responsibilities that apply to shared resources is needed.
LOCATION: Nairobi, Kenya
Duties: Internal Controls
  1. In close cooperation with International Program Department and International Finance Unit, enhance internal controls and systems to safeguard the assets of LWR EARO country offices and ensure efficient and effective operations of financial and administrative functions of those offices.
  2. Monitor systems and controls and ensure consistent application among all the offices in the region.
  3. Develop comprehensive partner monitoring systems and tracking schedules for each country office and monitor the delivery of that support and the resolution of outstanding financial management and compliance issues with partners.
  4. Respond to inquiries from country offices regarding the interpretation and application of policies contained in the Overseas Finance and Administration Manual, and other manuals and policies.
  5. Establish country level trainings and updating mechanisms for Personnel Policy, Safety and Security, and Finance Policy Supplements.
  6. Conduct monitoring trips, desk audits, and spot checks to assess country office and partner compliance with applicable donor rules & regulations, and LWR policies and procedures.
  7. Establish, document, monitor, and promote effective policies, procedures, including monitoring mechanisms to ensure that country offices and partners operate in compliance with the rules and regulations governing LWR\'s funded agreements.
Financial and Administrative Management
  1. Oversee use of general ledger software (QuickBooks) and ensure consistent application of the chart of accounts by country offices.
  2. In close cooperation with International Program Department and International Finance Unit, assess financial/administrative and accounting capacity of country offices and initiate plan of action for addressing and enhancing the office capacities, especially related to finance, administration, and accounting
  3. In close cooperation with International Program Department and International Finance Unit, develop plan, and conduct or participate in internal audits for country offices. As per the outcome of the audit, coordinate implementation of corrective action plans and provide or coordinate training as needed.
  4. In coordination with country offices, plan and conduct compliance review and monitoring of randomly selected partners in East Africa receiving funding from LWR.
  5. In close cooperation with International Program Department and International Finance Unit, coordinate completion of external financial audits for country offices. As per the outcome of the audit, coordinate implementation of corrective action plans.
  6. Oversee procurement procedures and practices established by the country offices and ensure compliance with the internal and applicable external polices and manuals.
  7. Oversee personnel filing systems and benefits tracking procedures established by the country offices and ensure compliance with relevant manuals.
  8. Oversee the Learning for Leadership and Results performance management system for all country office staff. Ensure all coaching and assessment sessions are completed and submitted to the Human Resources unit at LWR Headquarters in a timely fashion. Providing guidance on setting measurable performance goals, providing constructive feedback, and developing Performance Enhancement Plans for country office Finance and Administration Managers.
  9. Support country offices to manage payroll, leave records, and benefits systems for staff. Ensure that human resources documents and reports are submitted to the International Human Resources Coordinator, as required in the Overseas Manual.
  10. Ensure that the country offices submit timely and accurate financial reports to LWR Headquarters. This includes monthly country office financial reports, and partner financial reports
  11. Regularly review burn rates and monitor budget variance of restricted and unrestricted revenue expenses, and assist the Regional Representative and Country Directors in using the data for management decisions. Follow up on corrective actions as needed.
  12. With Regional Representative and Deputy Regional Directorr, coordinate annual budgeting and forecasting process for country offices and the Regional Office.
  13. Serve as the focal point for the Project Information Management System of program and financial tracking and roll out to country offices as appropriate.
  14. Provide advice and support on field Human Resource manuals and compliance with local labor laws and ensure country offices regularly update the manuals.
  15. Ensure each country office has on retainer a qualified attorney and periodically consults with him/her to insure that office policies comport with local labor and tax law.
  16. In support of country directors\' responsibility to oversee staff and visitor safety and security, ensure that country safety and security plans are updated at a minimum of once a year. Advise in the development of standard operating procedures and contingency plans, including procedures protecting property and sensitive documents, and ensuring the safety of staff.
  17. In coordination with the Kenya Finance and Administration Manager, make travel and accommodation arrangements for in-country visits by non-Kenya based LWR staff and visitors. Backstop the Kenya country office security point person in providing a security briefing upon arrival.
  18. Prepare reports as required by local government authorities.
  19. Develop appropriate training curriculum and conduct financial management orientation for new finance and administrative staff hired by country offices.
  20. Other duties as assigned
Grants Management
  1. Assist country offices in developing budgets for restricted grant proposals and ensure appropriate cost recovery.
  2. Assist country offices in setting up new restricted awards and ensuring that mechanisms are put in place for accurate tracking and cost recovery.
  3. Assist the country offices to put necessary systems in place for maximizing cost recovery through restricted grants.
  4. Provide training to country offices and partners on receipt of a new restricted award
  5. Assist with preparation of financial reporting on restricted awards.
Qualifications:
  1. Deep commitment to LWR\'s core values and an ability to model those values in relationships with partners and colleagues.
  2. A Master\'s Degree or equivalent specialized training in accounting. Certified as a Certified Public Accountant. Specialized training in Human Resources Management a plus.
  3. Progressively responsible professional experience, with a minimum of eight years or more experience in accounting and administration. Experience in non-profit accounting is preferred.
  4. Experience in the effective use and management of Quick Books.
  5. Experience with supporting financial and administrative aspects of institutional donor funded programs (US and other national government aid programs, multi-lateral agencies, foundations). Training in US government rules and regulations a plus.
  6. Experience in coaching and conducting trainings.
  7. Ability to work effectively with local and/or international NGOs, CBOs, and other grassroots organizations. Experience in management of above organizations desirable.
  8. Ability to be accurate and attentive to detail in project accounting, tracking and monitoring, writing, editing, typing and filing.
  9. Ability to prioritize, organize and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision.
  10. Excellent interpersonal skills.
  11. Proficiency in using accounting, Word, Excel, Access, e-mail, and web browser software.
  12. Fluency in English, with excellent verbal and written communication skills. Additional language(s) spoken in the region a plus.
  13. Proof of ability to work legally in Kenya.
  14. Ability to travel within the region and internationally as needed, up to 60% of the time.
APPLICATION PROCEDURE:
PLEASE DO NOT APPLY USING THIS ONLINE SYSTEM. CANDIDATES SHOULD APPLY BY FOLLOWING THE INSTRUCTIONS LISTED BELOW:

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