Regional Finance and Administration Manager
Reporting to: Head of Global Finance
Location: Nairobi, Kenya with some travel to field offices
Application closing: 15 November, 2021
Job start date: December 2021
Interpeace is an international peacebuilding organisation that strengthens the ability of societies to manage conflict themselves in sustainable and non-violent ways. Interpeace designs and delivers its work tailored to each situation in partnership with local partners and communities, based on extensive consultation and research. Interpeace also ensures that the processes of conflict management and change that it supports are integrated at all levels of society including local communities, civil society, government, and the international community (we call it a ‘Track 6’ approach).
Interpeace was originally established by the United Nations and remains its strategic partner. Beyond field-based peacebuilding, Interpeace also assists the international community – particularly the UN – to be more effective in supporting peacebuilding efforts worldwide. This includes contributing innovative thought leadership on peacebuilding policies and practices.
Interpeace is headquartered in Geneva and has offices around the world.
For more information about Interpeace, please visit www.interpeace.org
Position within the Organization
The Regional Finance and Administration Manager is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Compliance and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world.
Under regular supervision from the Head of Global Finance, the Regional Finance and Administration Manager manages the finance function for the eastern and central Africa region (Kenya, Somalia, Rwanda, Burundi, Ethiopia) in compliance with Interpeace’s policies, standards, and procedures, internationally accepted financial reporting and accounting standards, donor’s requirements and government rules and regulations. The Regional Finance and Administration Manager supervises Finance and Administration Managers at the country programmes within the region and the Finance and Administration team in Nairobi. The Regional Finance and Administration Manager is also responsible for overseeing the office in Nairobi and acts as secretary to the Kenya Board in coordination with the Executive Management of Interpeace.
The Regional Finance and Administration Manager is the Officer in Charge for Interpeace’s office in Nairobi.
Purpose and General Overview
The Regional Finance and Administration Manager mentors and oversees the work of the Finance and Administration team that supports the various programmes in the region. More specifically, the position is responsible for:
- the smooth running of the financial component of the programmes that is implemented through local Partners and Interpeace country offices, including compliance, training, and capacity building
- reporting to donors
- oversight of all audits in the region
- management of existing financial systems and recommendations for improvement/enhancement of the systems
- oversight of the Administration function, responsible for the day to day running of the office in Nairobi (20 staff approx.)
The Regional Finance and Administration Manager works closely with Programme Management teams to deliver coordinated, coherent, and compliant financial and project budget management for all programmes in the region. The position also interacts frequently with auditors providing information and justification for financial management in the region. S/he also works closely with implementing partners to oversee, monitor and build their capacity for financial management. The position works closely with the Global Compliance Officer and other functions from the Global Operations team.
The Regional Finance and Administration Manager travels internationally on regular basis, including to high-risk areas (Somalia, Burundi, and Ethiopia).
- Create a cohesive team in the region aligned with the institutional global priorities that can respond to regional needs in terms of project financial management, compliance, donor reporting, and statutory reporting.
- Oversee successful conclusion of statutory and project audits in the region.
- Oversee the implementation of new reporting and monitoring financial tools (ICC (Internal controls checklist), FSD (library for scanned supporting expenses), BvA, Coverage plan, operating budgets, etc.) and roll-out of SunSystems ERP to the different country offices.
- Help maintain and continue building close collaboration between the Programme teams and Operations teams in the region.
- Engage with and support the development of local partner financial systems and capacities.
- Provide guidance and support to the HQ team when developing financial strategies, plans or tools to ensure context applicability and coherence.
Duties and responsibilities
- Monitor timely the monthly accounting consolidation for the region (Partners and Interpeace offices) uploaded by the finance team and resolve issues arising from the reviews.
- Train and coach Interpeace colleagues on Financial Rules and Procedures and specific contractual requirements imposed by donors. Monitor the compliance with internal and donor regulations.
- Oversee the Nairobi Office accounting, including the monthly review of Balance Sheets accounts.
- Convene weekly meetings of the Nairobi Office finance team to discuss current issues, workloads, upcoming deliverables, and other issues as they arise.
- Validate draft project budgets prepared by Programme and Finance teams, amend as necessary to ensure coherence and maximum coverage. Monitor that the review and approval process is documented, the budgets are uploaded into SunSystems and the BvA reports are set up.
- In collaboration with the Regional HR Manager, analyse compensation packages, taxation requirements, and human resource policies for staff to ensure that Interpeace has fully accounted for the full cost of staff compensation and benefits. Ensure that any new budgeted position has been pre-approved.
- Prepare in coordination with the finance and programme team, annual project budgets and the annual operating budgets for the different offices in the region for the Head of Global Finance approval. These must be based on realistic estimates of likely funding for each programme.
- Assist Finance teams in providing accurate and recurrent reporting to Programme teams and other partners involved in implementation of a budget.
Financial Management and Systems
- Approve expenses, in line with approved budget for the programmes being implemented.
- Cash management – oversee management of the bank accounts in the region and monitor cash balances daily.
- This position is a signatory to the bank accounts in the Nairobi Office.
- Review and approve the Cash Transfer Requests (CTR) to the Interpeace’s offices and to Partners within the region to make sure they are funded in a timely manner, in accordance with approved budgets.
- Review existing financial systems and procedures used in the region and recommend modifications to enhance these as needed, to improve delivery. Ensure that staff members working in the region understand, follow, and are trained in these procedures.
- Visit the Country offices and Partners to perform capacity assessments, reviews, planning and capacity building to ensure proper implementation and compliance with Interpeace and donor requirements. Coordinate and supervise any subsequent recommendation from the visit or other compliance actor (as audits).
Financial Responsibilities, Reporting and Compliance
- Oversees all budgets implemented within the region (restricted budgets approved by donors and unrestricted budgets approved by Headquarters) to ensure compliance with donor regulations as well as Interpeace’s internal policies and procedures; and to maximize cost coverage of the assigned programmes and support teams.
- Monitors that systems in the region are set up well to prevent or detect any fraud or misappropriation of funds. He/she will monitor that the approval matrix at each office within the region is coherent and followed consistently.
- Oversees the production of accurate and timely financial management information for monitoring and decision making.
- Monitor the funding available to each programme (especially when this is impacted by exchange rate movements), both for the current financial year but also over the life of multi-year projects and advise Programme team when changes in income availability will require a budget revision.
- Provide summarised financial reporting to the Head of Global Finance monthly and ensure that internal control checks are performed, and risk mitigation actions are in place.
- Provide financial training to financial and non-financial staff and partners when needed.
- Coordinate Interpeace and Partner audits required by donors for the region in line with stipulated requirements, terms of reference and donor regulations. Ensure that a timetable outlining the tasks that need to be completed is prepared in discussion with the Finance team and then used to monitor preparations leading up to the audit.
- Lead the implementation of the audit recommendations in coordination with the Global Compliance Manager of country offices and partners within the region.
- Keep Interpeace management informed by reviewing and analysing financial and audit reports; summarizing information, identifying trends, risks etc. and proposing best courses of action.
- Supervise, coordinate, and support the administrative function, which includes travel and accommodation, logistics and office and kitchen supplies management.
- Manage leases related to the offices in the region.
- Monitor the running expenses and fix assets of the offices in the region.
- Oversee the opening of new bank accounts in the region, should this be required (including approval from the Senior Director for Global Operations).
Officer in Charge
- Promote Interpeace values and objectives.
- Act as administrative supervisor of the staff in the Nairobi office and ensure an effective use of the office and its equipment, respecting internal policies and practices.
- Make sure that materials and equipment in Nairobi Office are maintained and storage is safe.
- Ensure that Interpeace maintains appropriate insurance coverage of facilities and local insurance coverage for inventory, coordinating inventory coverage with respective units (Inventory by IT and Insurance Portfolio by HR).
- Ensure implementation of Interpeace systems and procedures. Provide recommendations and guidance as needed to Headquarter on policy and procedures improvements as well as required contextualization for further assessment.
- Liaise and represent Nairobi Office with external agencies and Government Institutions as required to guarantee compliance of Interpeace (Headquarters and Kenya entity) with local regulations (including registration, work permits, taxes) in coordination with the overall responsible for legal matters at Headquarters.
- Organize monthly staff meetings for planning purposes, communication and sharing of information.
- Maintain staff awareness of policies and procedures to achieve good practices and standards and provide relevant feedback to policy owners to enhance and refine these.
- Responsible for identifying areas of financial and operational risk within both Interpeace and Partners and taking a lead in mitigation measures e.g., identifying training needs and capacity building of staff, to increase knowledge and therefore reduce risks in coordination with the Global Compliance Officer
- Ensure and protect confidentiality of information held by Interpeace and guarantee accuracy of data and maintenance of updated records related to Nairobi office.
- Act as secretariat of the Board for Interpeace Kenya.
- Oversee all communication with the NGO Coordination Board and build a positive relationship with the group by ensuring accountability and up to date information and reporting as per internal regulations.
Management of Personnel and Resources
- Creates an enabling work environment that fosters learning and innovation, where staff members can achieve their potential, demonstrating gender-responsive and non-discriminatory behavior and attitudes.
- Monitors, evaluates, and documents the individual performance of direct reports through a staff development lens.
- Mentors and coaches staff members.
- In collaboration with the Global Operations Unit, establishes and implements necessary measures that respond to the health, wellbeing, safety, and security needs of the staff.
- Guided by and in close collaboration with the HR unit, recruits, motivates, develops, inspires, and builds a high performance and cohesive finance and administration team in Eastern and Central Africa.
- Provides recommendations to the Head of Global Finance on optimal use and allocation of staff development funds.
- Advanced/graduate university degree and a professional qualification in finance such as Chartered Accountant, Certified Public Accountant, Master of Business Administration or equivalent.
- Professional membership with a recognized body is an added advantage.
- At least 7 years of experience in financial management within the context of an Eastern and Central Africa based International Non-Governmental Organization (INGO).
- Experience managing multifunction and multicultural teams
- Advanced understanding of budget management; financial controls and financial systems.
- Proven experience and ability to work successfully as part of a diverse and multicultural team.
- Experience conducting capacity-building for partners and staff on financial systems and financial practices.
- Excellent knowledge of financial and fiduciary concepts, including an ability to develop and manage complex budgets; create and interpret financial statements and reports; and develop/manage cash flow projections.
- Advanced knowledge and understanding of management principles as they relate to multi-cultural and complex organizations. Ability to mentor and guide personnel.
- Demonstrated understanding of Kenya tax and payroll laws
- Advanced accounting knowledge and operating capacity for SunSystems, QuickBooks, and other financial management systems.
- Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behavior and attitudes.
- Ability to deal with confidential information and/or issues using discretion and good judgment.
- Excellent written and verbal communication skills in English and Kiswahili – French an advantage.
- Advanced computer literacy in all MS Office applications.
- Ability to work to tight deadlines.
- Strong commitment to supporting local peace building initiatives.
- Collaboration and Weaving
- Drive for results
- Adaptability and Continuous Learning
- Respect for Diversity
- Identifies with and is committed to Interpeace’s core values and working principles
- Commitment to inclusiveness
- An innovative, critical thinker with extensive problem-solving skills
- A manager who is accountable, leads by example, mentors, and empowers a team and works to create work-life balance
Interpeace values diversity among its staff and aims at achieving greater gender parity in all levels of its work. We welcome applications from women and men, including those with disabilities.
How to Apply:
Qualified candidates are invited to submit their application to firstname.lastname@example.org no later than November 15th, 2021 “Regional Finance and Administration Manager, Nairobi” MUST BE included in the subject line of the application email to be considered.
The application must include:
- a complete curriculum vitae
- a letter of interest
- an acknowledgement letter, answering the following questions:
- Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
- Have you ever been terminated or separated (e.g., contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation, or sexual abuse?
- Have you ever resigned while under investigation or during disciplinary proceedings?
And confirming the following declaration of understanding:
I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.
I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.