Finance and Administration Manager (FAM) at Frontiers Children Development Organization (FCDO)

Location: Lodwar

Reporting to:  Chief Executive Officer (CEO)

Direct Reports: Finance Officer, Human Resource Officer and Procurement and Procurement and Logistics Officer

Job Purpose:

The job holder is responsible for providing leadership to the finance and administration unit and oversees all financial management, internal controls and financial compliance aspects of the organization, in accordance with all relevant internal regulations, donor regulations and statutory requirements. S/he will manage the implementation of accounting systems, budgeting, expenditure tracking, and financial reporting for FCDO.

The FAM is responsible for ensuring that an appropriate structure exists to ensure effective support of operations and to protect the integrity of FCDO’s financial and administrative operations.

DUTIES/RESPONSIBILITIES

• Compliance
  • Ensure that the finance and administration unit complies with laid down policies, procedures and regulations;
  • Ensure that all operational services are audited for their efficiency and effectiveness on a regular basis, and that suitable risk management arrangements are established;
  • Co-ordinate the annual audit and  follow-up on recommendations and action points raised by auditors;
  • Develop and maintain sound reporting systems to facilitate effective financial management and strong internal control mechanisms
  • Ensure an effective internal control system is maintained and adheres to statutory and fiscal requirements;
  • Ensure that the project operations are carried out in accordance with sound financial management and procurement practices;
  • Ensure FCDO is compliant with all legal requirements including but not limited to filing all the necessary statutory deductions on time;
• Budget Management
  • Prepare and monitor budgets to ascertain that spending occurs as planned and that variances are anticipated, noted, and corrected; ensure that key program personnel are aware of budgetary resources and can monitor their budgets respectively;
  • Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with FCDO’s policies and procedures and the donor’s and contracts requirements.
  • Monitor burn rates, advise on spend projections and maintain and update the status of obligated funds 
• Reporting
  • Reviewing the regulations, mechanisms and procedures to assess the adequacy of the reporting requirements to enable sufficient monitoring;
  • Record, analyze and report project accounts accurately in accordance with rules and procedures;
  • Reviews all the daily financial transactions and the books of accounts to ensure they are appropriately recorded and coded;
  • Prepare monthly reports, quarterly reports, consolidated annual fiscal report, cumulative life of project reports, and any other required donor submissions.
• Administration
  • Supervise the finance and administrative staff, conducting performance appraisals and revising job descriptions as necessary. Providing capacity development and training opportunities for the team and facilitate their professional growth;
  • Ensure that there is adequate and conducive office environment for all staff (furniture, security and safety, equipment and supplies);
  • Ensure the safe custody and security of all organizations’ assets including vital records (purchase contracts, proof of ownership documents, after sale service contracts etc.);
  • Develop a fixed asset register, ensuring filing and archiving system is maintained;
  • Carry out day-to-day operations of the project designated accounts, adhering to the procedures of the respective donors for this account;

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable her/him to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with FCDO’s Child Safeguarding Policy.

Minimum Qualifications, Knowledge and Skills 

• A Bachelor’s degree in commerce or finance from a recognized academic institution,
• At least five years’ experience in financial and administrative management, three of which must be in a management position at an NGO or overseeing donor programs/grants management.
• Professional accountancy qualifications i.e., CPA K;
• Those with professional training in Administration and Human Resource Management will have an added advantage;
• Computer skills and familiarity with an accounting software is essential
• Proven Knowledge of QuickBooks online;
• Experience in coordinating budgeting processes and managing budgets and monitoring and supervising administrative processes;
• Good oral and written communication skills.

Frontiers Children Development Organization (FCDO) is committed to safeguarding the Interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.