Job Summary: The Lutheran World Federation, Department for World Service Program in Kenya-Djibouti is looking for a mature, qualified and experienced Finance Manager to lead, manage and coordinate the finances of the programs.
Starting Date: As soon as possible
- Experience: Several years’ experience in managing finances, accounting, aspects of development and emergency programs.
- Education: Professionally qualified accountant.
- Professional skills: Knowledge of church structures and experience with related agencies, ecumenical partners, other NGOs and UNHCR.
- Awareness of the general political, economic and development dynamics of the region. Strong organizational and management skills.
- Knowledge of the reporting requirements of ECHO, USAID, UNHCR and government funding agencies.
- Excellent command of English is essential. French, Swahili and Arabic would be an asset.
- Computer skills: Experience in computer applications such as Microsoft Word, Excel, accounting systems. LWF/DWS country programs use the SAGE General Ledger system.
- Commitment to train national staff and communities to increase their capacity for self-help and development.
- Applicants are required to be in sympathy with the core values of our organization.
Ensure that accounting systems are maintained to provide the information required for planning and monitoring and reporting for program operations, for safeguarding assets, discharging liabilities and legal responsibilities.
- Manage and directly supervise a team of qualified and experienced staff in Nairobi, and oversee a total of 10 finance staffs based outside of the Nairobi program headquarters.
- Supervise the preparation of all mandatory monthly and yearly accounts including the monthly finance and management reports for the Representative of the LWF/DWS country program in Kenya-Djibouti and the LWF/DWS head office in Geneva, ensuring that accounting policies are properly and consistently applied and to submit such accounts in accordance with the deadlines in the LWF/DWS Finance Manual.
- Supervise the preparation of separate financial reports for funding agencies such as the United Nations High Commissioner for Refugees (UNHCR), BPRM, etc. in accordance with the terms of the contracts.
- Where required, submit requests for instalments of funds from funding agencies in a timely manner, ensuring a reliable cash flow for the program.
- Responsible for overall control of expenditure against budget for all projects. The Finance Manager will provide to program staff regular and accurate financial reports and analysis to inform timely and cost-effective project management and decision-making.
- Assist in the preparation of, and verify the accuracy of, budgets for all project proposals, Project Documents (PDs) for Geneva-channelled (Basket-funded) projects with Related Agencies, ACT appeals for emergencies, bilateral applications to institutional donors and any other projects.
- Prepare cash flow projections in accordance with procedures, and manage the cash flow of the country program in order to ensure that sufficient funds are always available.
- Ensure that purchasing is carried out in accordance with the LWF/DWS Procurement Policy including review and improvement of systems as needed.
- Ensure that procedures for electronic data storage, backups, and security are followed in accordance with the LWF/DWS Operations Manual.
- Liaise at the appropriate level with banks, tax authorities and other financial institutions.
- Co-ordinate the taking out of and the renewal of insurance as required by law for national staff, vehicles, as well as public liability insurance, fire insurance, etc.
- Assume responsibility for up to date and correct inventories of all project equipment, including the Asset Register.
- Supervise and coach national finance staff and other staff as requested by the Representative; ensure that each member of the finance team has a clear job description and receives regular feedback on performance.
- Pursue an active policy of capacity building of the local finance staff.
- Make arrangements, in agreement with the Representative of the LWF/DWS country program in Kenya-Djibouti for the recruitment of locally employed staff required for the program and deal with personnel matters, keeping himself/herself up to date on current legislation.
- Monitor the payment of salaries and allowances of local staff; ensure the timely payment of taxes, insurance and benefits, and ensure the maintenance of accurate payroll records.
- Ensure that all staff settle advances and/or loans in line with established policy and procedures and that all accounts are settled at the time of termination of service.
- Ensure compliance with national and international staff Personnel Policies and Regulations of the Lutheran World Federation.
- Ensure the compliance with the LWF/DWS Operations Manual, as revised.
- Ensure that internal controls are properly in place, including regular visits to project offices.
- Act as contact with external auditors on accounting matters and, in consultation with the Representative of the LWF/DWS country program in Kenya-Djibouti, to make available to them all records required for the purpose of auditing the accounts, including any additional audits for funding agencies.
- Prepare and submit to LWF/DWS Geneva, if applicable, monthly reports on visitors and other persons to be included under the group insurance policies.
- Work with administrative staff and the Representative to ensure smooth office operations and cost savings where possible.
Applications (motivation letter and detailed curriculum vitae in English), with the names and e-mail addresses of three persons who know the applicant professionally, should be sent to:
Ms Aline Ritchie