MENTOR Initiative Recruits Finance Coordinator
Start Date: 2nd January 2013.
Fee Rate: Dependent on qualifications and experience but in the region of $3,200 per month.
Base: Garissa, North Eastern Province, Kenya with occasional travel to Nairobi and other in-country sites when required.
The MENTOR Initiative (MENTOR) is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises.
- At field level administratively and operationally to the Programme Director and to Programme Manager at HQ level.
- Technically to Senior Grant Manager.
- Finance Officer.
- Administration and Procurement Assistant.
- Logistics Officer.
- Malaria Case Management Coordinator, Clinical Support and Research Coordinator, Community Based Malaria Coordinator among other staff within KENYA Programme.
- Ensure good quality finance and administration systems as per the standard MENTOR Initiative guidelines, and functioning in the programme.
- Ensure accounting for all grants and in accordance with the grant agreement(s).
- Prepare monthly electronic and paper reports on expenditures against the project budget(s) and send these together with all hardcopy receipts and other expenditure-related paperwork, including bank statements, to the MENTOR Initiative HQ.
- Ensure compliance to all Grant agreements for financial reporting and procurement. Ensure field level compliance to all legal aspects of the grant agreement.
- On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) as well as paper version of payroll to MENTOR HQ.
- Plan and update the budget tracker on a monthly basis for the duration of each programme/Grant with Programme Director, Finance Officer, Grant Managers and Programme Managers.
- Supervise and provide training to the local Administrator in the MENTOR Initiative finance and administration procedures.
- Ensure that all members of the MENTOR team are trained and adhere to the Finance and Administration procedures.
- Responsible for payment of all local team members including daily workers when necessary.
- Responsible for distributing ICLA and security cash (when required) to international team members as well as reimbursement of approved expenses.
- Maintain a MENTOR bank account in the programme country.
- Technical support (budget lines vs MENTOR Kenya, quotations) with the preparation of new proposals and budgets.
- Supporting HQ GM in monitoring and reporting international and local donors.
- Assist with the preparation of the Audits required by donors and local government and MENTOR annual Audit.
- Maintain MENTOR accountability system “SAGA” in cooperation with HQ GM. • Monitoring monthly and annual closing accounts.
- Consolidated into his/her SAGA monthly accounts within the Programmes.
- Provide monthly donors financial report to MENTOR Directors, GM and PM for Kenya.
- Follow up on all rental agreements/lease including the MENTOR Initiative house(s), office(s), and vehicles, etc. and renew rental agreements when necessary.
- When necessary, follow-up on the MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors.
- Assist the Programme Director for Kenya with any other administrative tasks as required.
- Directly responsible for all administrative aspects of local financial staff management and recruitment in close consultation with the Programme Director. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc.
- Ensure that the MENTOR internal rules are in line with the local Human Resources Policies of the Country.
- Ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly.
- Ensure compliance with all local government taxation and labour regulations concerning employment contracts.
- Ensure that national staff adheres to The MENTOR Initiative contracts, policies and internal rules.
- Ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.
- Identify requirements and oversee and take responsibility for the establishment and maintenance all logistical infrastructures for administration and operations.
- Be responsible for the identification, procurement and transport requirements including those of collaborating agencies and host counterparts as appropriate.
- Oversee fleet management including develop vehicle plans for fuel and maintenance requirements and costing.
- Take responsibility for movement of all goods and equipment including coordinate with Warehouse Manager, Procurement Manager and Distribution staff to ensure efficient and timely delivery of Programme/Activity commodities.
- Work closely with the Programme Director to ensure security of logistics infrastructure including selection, training and management of security staff and delegation of responsibilities for locking and material releases.
- Assist the Programme Director with writing and budgetary requirements of Memorandums of Understanding.
- When required, represent the MENTOR Initiative in external coordination meetings.
- At the request of the Programme Director, provide finance/admin and/or human resources support during field or assessment missions.
- Assist all activities in budget management and drafting monthly financial plans.
- From time to time and as requested work with MENTOR Initiative HQ to share best practice across the organization.
- Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement.
- Any other duties as may be assigned by the Senior Grant Manager, Programme Director and agreed with the HQ Programme Manager.
- A degree in Finance or related field such as Accounts, Commerce. Professional certification is essential.
- Over 5 years’ experience in managing large budgets, including external funding in an Accountant/ Finance and administration manager role.
- Proven analytical and report writing
- Excellent computer skills.
- Excellent English language proficiency.
- Proven mentoring, coaching, training and facilitation skills and a strong commitment to developing skills of national staff colleagues.
- Excellent communication and public relation skills.
- Team player and highly disciplined.
- Flexible, willing to learn, practicable and hands on approach.
- Proven management and leadership experience in a complex, multi-cultural environment, leading diverse teams and stakeholders (internal and external).
- Experience working with SAGA will be an added advantage.
If you would like to apply please send a CV and letter of interest plus scanned copies of qualifications to [email protected] on or before 5th December.
Due to high volume of applicants we can only reply in person to short listed candidates.
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