Closing date: August 6th, 2018 – 2300 EAT.
Contract duration: 1+ years renewable, with probation.
Location: Nairobi, with possible travel in Kenya, Somalia and Sudan.
Purpose of the job: You are responsible for all the finance, human resources (HR) and grant management of LPI operations in Kenya, Somali and Sudan, as well as for essential supervisory tasks within the Finance Unit staff.
Key tasks and responsibilities:
Financial Management
Post and review all expenditures and every transaction in the Infor SunSystem software V6.3, according to programme and projects budgets, and ensure that reports produced from the accounting system reflect the true position of LPI financial performance
Process payments and ensure that each payment/transaction complies with LPI internal financial procedures, programmes and project budgets. This includes checking and ensuring the stamping and filing of all vouchers and documents is done
Design programme/project budgets in consultation with other relevant staff and ensure budget holders are regularly updated on burn rate
Manage staff advances issuance, liquidation and ageing in line with the LPI’s policies and procedures
Ensuring that all information required for audit is availed including financial reports
Ensure Cash/Fund flow management in liaison with relevant staff
Review procurement documents prior to Procurement Committee meetings in liaison with the Logistics & Administration Officer
Maintain contact with LPI bankers and monitor all bank transactions to ensure that adequate balances are maintained. This includes ensuring competitive Forex rates
Analyze risk areas in internal controls and recommend mitigating measures
Responsible for accounts payables and receivables for the organization
Grants & Partner Management
Monitor financial performance for all grants and produce reports according to donor reporting requirements
Facilitate transfer of funds to partners and ensure close monitoring of utilization of funds.
Support developing/drafting contracts for partners that are compliant to LPI donor regulations
Ensuring that partner organizations comply with signed contracts
Regularly review of partner organization’s reports and provide them with documented feedback
Train and advise on improvements in partner internal controls and related aspects
Ensure partner management procedures comply to LPI Grant Management Guidelines
Human Resource Management
Prepare the payroll for local staff, ensuring payment of statutory deductions and file tax returns with relevant authorities
Keep an up-to-date database of LPI’s staff and consultants
Provide support to the recruitment process and ensure that new staff recruitment is done in compliance to LPI policy and Kenyan labour laws
Update and keep secure each staff file and ensure that confidentiality levels are maintained
Ensure staff training and development plans are designed, budgeted for and implemented
Develop a robust new staff orientation procedure and ensure that it is implemented
Advise on staff renumeration, benefits and other entitlements
Responsible for staff wellbeing such as medical insurance, WIBA, maintenance of the leave schedule and time sheets management
Liaise with other relevant staff on management of staff complaints, staff disciplinary proceedings and other HR related practices
Advise and support on staff separation procedures in compliance with Kenyan labour laws and LPI policies
Ensure the staff appraisal tool is regularly updated, scheduled staff appraisals are completed, filed and outcomes actualized
Execute other tasks and responsibilities assigned by the Finance & Administration Manager
The position has supervisory responsibilities. It also requires close working relationship with the Kenya, Somalia and Sudan Programme teams.
The following qualifications are required for the post holder:
Certified Public Accountant in Kenya and a registered member with ICPAK in good standing
A holder of university degree in Business Administration, Commerce or any other equivalent qualification
At least four years of experience in similar functions in an international non-governmental organization
Advanced book-keeping skills, including the ability to analyze financial information and prepare complete financial statements.
Experience in enforcing internal financial procedures
Human Resource experience is required
Proactive attitude to budget monitoring and reporting, preferably with experience in advanced reporting requirements
Command of Management Information Systems, in particular info SunSystems V6.3 and exposure to one or more computerized accounting packages
The candidate must be accurate, thorough, and able to consistently meet deadlines.
Proficiency in English language, both written and spoken
Possess a certificate of good conduct from the Kenya Police
