Médecins Sans Frontières Spain – OCBA (Operational Centre Barcelona-Athens) is looking for a
GENERAL CONTEXT
Médecins Sans Frontières (MSF) is an international independent medical-humanitarian organization that offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, or political affiliation.
The MSF movement is built around five operational directorates supported by 24 sections and offices worldwide. MSF OCBA is one of those directorates. Its operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona, Athens, Buenos Aires, Nairobi and decentralised in Dakar and Amman.
The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other Units supporting operations.
MSF’s Nairobi Branch Office (NBO) was endorsed in 2017 with the objective of increasing strategic added value and support to the MSF movement, taking into account the vast potential that Kenya and East Africa have to offer. The NBO is under the management of OCBA but renders services to the MSF movement as a whole.
FUNCTIONAL AND HIERARCHICAL LINES
Hierarchically reports to the Director of NBO. The Head of Finance/Facilities is functionally accountable to the Financial Director of MSF OCBA.
H/She will supervise staff in the unit under Finance/accounting and facilities/services within the NBO.
JOB CONTEXT AND GENERAL OBJECTIVE
As a member of the management team of NBO, the Head of Finance/Facilities provides strong input on strategic developments of the NBO and guidance on financial matters related to the operations.
H/She reports to the Director of NBO regarding the performance of the finance unit.
OBJECTIVE OF THE POSITION
The Head of Finance/Facilities is fully responsible for all the Branch’s financial activities in Nairobi, providing strategic vision, input, direction on activities and all technical aspects of financial management.
H/She will ensure that the NBO fulfils all requirements necessary of a Branch office in terms of financial management, accountability, analysis and reporting, maintaining a close link with Barcelona Finance, and other platforms necessary in fulfilment of the objectives and tasks.
H/She will ensure that all resources required for the office Facilities that support the NBO operations are well managed and adequately provided for. **
MAIN TASKS & RESPONSIBILITIES
- Financial Management, planning and organisation:
- Is fully responsible for all aspects of financial management for NBO, ensuring efficiency, financial transparency and integrity, compliance and accountability;
- Develops, coordinates, follows-up and evaluates the implementation of the finance strategies and activities
- Defines the financial structure needed by NBO in term of Cost Centres, Orders and WBS elements.
- Defines the needs in terms of IT for a proper financial management and development of NBO.
- Assures development, management and implementation of internal control systems, management tools and work flow procedures.
- Together with Director of NBO Coordinates risk Management within NBO, keeping the Risk management tool (Naris) updated.
- S/he takes the lead on the definition and improvement of financial management and control tools.
- Prepares the annual plan of objectives and action plan of the Finance Unit of NBO.
- Tax, Policy and compliance:
- S/he defines and tailors the short, mid and long term financial guidelines, policies and procedures of NBO, within the framework of OCBA’s Strategic Plan and local regulations.
- Ensure strict implementation and adherence of the same with the purpose to assure compliance with ethical standards and mitigation of financial risk and guarantees that all the financial & accounting policies and procedures are in place
- Monitors risk in policies and procedures to ensure that financial risks are minimized/avoided.
- S/he oversees the evolution and impact of all tax and legal issues related to the NBO.
- Ensure compliance with Kenyan legal and tax requirements. S/he liaises with the different tax and legal consultants accordingly
- Proposes any necessary modifications to MSF OCBA‘s rules, policies and procedures according to local legislation and submitting them, to the unit and to Barcelona HQ for validation.
- Participate in and provide input on contracts, agreements, projects, procedures and policies that have an impact on Finances.
- Ensures that all the statutory requirements of Nairobi Branch office are met, including accountability for proper tax and social contributions.
- Responsible for ensuring that VAT reimbursement and any other financial task related to MSF Protocol Office is properly done.
- Disbursements and Treasury Management
- S/he oversees, within the framework defined by the Board of Directors of MSF OCBA, the NBO’s treasury management and chooses the main banking partners and maintains a fluent relation with them.
- S/he is a signatory to the accounts and organizes and authorizes all payments, while ensuring that a clear policy is in place for authorisation and signatories to the bank accounts based on proper internal control procedures.
- Develops and maintain financial accounting system for cash management, accounts payable, accounts receivable, credit control and petty cash.
- Prepares forecasts cash flow position and ensures that there are sufficient funds to meet on-going operational needs.
- Responsible for ensuring that cash and Bank reconciliation’s are carried out on a regular basis (weekly/monthly).
- Approves the Monthly Money Request to be sent to BCN
- Negotiate with the Bank for financial services as required and appropriate by the unit (good rates, account charges or other).
- Budget, Audits and Financial reporting
- S/he takes the lead in all aspects of budgeting audit and financial reporting for the Branch office;
- Supervises and consolidates the NBO’s budgeting process and ensures a sound reporting to the NBO MT.
- Provides timely monitoring and analysis for any changes in the budget and raises attention to significant budget variances and overspendings, recommend corrective measures for savings / improvements / reduction of fraud and financial risks.
- S/he defines and approves the use of resources within the Finance area/Unit of NBO and proposes and follows up the annual budget of the area/Unit.
- Identifies the external auditors in line with statutory/ MSF guidelines / unit´s requirements to ensure sound financial management and resources of the unit that meet the statutory obligations/laws.
- S/he supervises the elaboration of the Annual Accounts, the yearly financial audit(s) and the relation with the external auditors.
- Assures and supervises timely international MSF reporting and consolidation, and prepares all the information needed for the Structural Analysis.
- Assures adherence and follow up of international Finance agreements (RSA – resource sharing agreement) and provide timely update of financial projections. Report’s projections related to RSA (3) to MSF OCBA (and the broader movement on appropriate platforms).
- Provides the monthly report for presenting Year-end best estimate in terms of expenses and income.
- Reports on the cash position (banks & safe) and the monthly income (where applicable).
- Participates in international finance meetings and working group (as part of Full FinDir meeting).
- Reports to/updates the Head of NBO regarding the international developments from various platforms.
- Promotes and advocates for the best use of MSF economical resources and expenses ethics according to MSF values and practices.
- Team (HR Management)
- Inspires, lead and evaluates the finance & facilities staff. Carries out annual reviews through the performance management system (PMS).
- S/he coordinates and evaluates the Accounting Manager of NBO, other Finance and facilities staff under his/her supervision, building up their competences and capacity by training, coaching and provides opportunity for development and growth.
- S/he participates in the recruitment, training and evaluation of the different members of the Unit.
- Ensures that the Finance Unit is adequately staffed, positions are clear and job profiles updated
- Fundraising and Accountability activities for the NBO
- Takes the lead to steer the fundraising strategy/plan and development of concept, and will be the main focal point for the various discussions across to prepare and produce the final implementation plan.
- Takes the lead on all financial (technical and strategic) considerations of fundraising activities for the NBO, this includes but not limited to:
- Participates in any reviews, research and desk/external studies or scoping exercises into fundraising activities and potential for the NBO, providing strategic input and guidance in the process.
- With the Director of Finance (BCN) and NBO, defines/design the financial guidelines, policy and financial system needed to assure/guarantee full accountability of any income receivable for the NBO.
- Assures that there is full accountability, transparency and integrity of financial transactions in line with legal, structural (in country and international) and institutional (MSF) considerations, and that the integrity and reputation of MSF is upheld at all times.
- Assures a system of accountability that mitigates and avoids any legal and/or institutional risk for MSF/NBO.
- Financial Support in the office, other units in NBO and external relations.
- S/he acts as an interlocutor for economic and financial issues.
- Gives updates, BF and DBF on all key aspects of Finances.
- Develop/maintain credible relationship with important financial/legal stakeholders relevant to the unit including Kenya Revenue authority, Banks, other sections, suppliers and Finance managers in the sector.
- Defines the financial support and advice needed by EAA (East African Association) board or by any other MSF related entity under the NBO. This includes assisting the board in budgeting preparation.
- Assist/facilitate the association’s external audit and advises the board.
- Responsible for re-invoicing to other entities and guarantees proper allocation and tracking/monitoring of expenses of the NBO and other units.
- Maintains adequate communication flow with key interlocutors and ensure that credible support in financial matters is provided to the members of NBO and MSF OCBA units based in Nairobi (DU, CELL, etc.)
- Identify and ensure that NBO provides punctual and relevant financial support to MSF missions.
- S/he will promote visits to the HQ, and in case of emergencies remain available for field visits to support any operational needs arising.
- S/he boosts partnership with other MSF sections in the region
- Facilities management
- S/he will assure proper management of all systems/processes and staff responsible for office facilities and maintenance for smooth running of operations. This includes but not limited to NBO IT & projects and procurement/supply.
- Act as the focal point on implementation and management of the data protection regulation (GDPR-2016 Law) closely supported by the IT Manager (NBO) and IT Security manager (Barcelona).
- Work closely together with the Head of HR/Admin to ensure that contracts for services and supply procedures and systems are updated, in place, well documented and adhered to.
SELECTION CRITERIA
Qualification, Training and experience
- Higher degree in Business Finance/Accounting, Administration, Economics or the like.
- Relevant training certification and Professional qualifications, including membership of professional bodies is desirable.
- Experience of minimum two years in a similar position in Finance Units of large companies, INGO’s or organizations.
- Previous work experience with MSF for at least 2 years in Finance/fundraising or a similar role is highly desired.
- Very good command of English.
- Knowledge of SAP ERP system.
- Advanced knowledge of Microsoft Office.
Competencies
- Commitment to MSF’s Principles
- Cross-cultural Awareness
- Strategic Vision
- Results and Quality Orientation
- Service Orientation
- Planning and Organising
- Initiative and Innovation
- Teamwork and Cooperation
- Leadership
- Networking and Building Relationships
Others
- Highly motivated and interested in the humanitarian sector
- Availability to travel
- Flexibility with working hours
JOB CONDITIONS
- Location: Based in Nairobi, at the MSF Spain Nairobi Branch office/HQ.
- Full-time position
- Salary and benefits will be compensated in KES based on the Nairobi Branch Office scale and secondary benefits package.
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