Manager, Regional Finance and Operations (East and Horn of Africa - EHA) at Center for Civilians in Conflict

About The Position

• The Regional Finance and Operations Manager is responsible for the management of general operations and administration for CIVIC's East Africa offices. They will be a key support to the Regional Director (RD) and will be responsible for overseeing finances, budgeting, bookkeeping, human resources, facilities, and procurement, including management of staff across multiple countries.
• This position requires independence, strong organizational and interpersonal skills, and the ability to anticipate needs and respond to staff inquiries on a broad range of subjects.

Key Functions
Financial Management

• Responsible for establishing financial management practices for the East and Horn of Africa (EHA) region in alignment with CIVIC policies
• Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor policies and procedures
• Ensure fund availability and verify that all procurement actions are compliant with both client and internal financial management guidelines
• Ensure that all accounting data is updated and reconciled on time and fully supported with backup documentation
• Responsible for the timely processing of staff payroll, allowances, and other reimbursements
• Monitor program and operational forecasting
• Maintain cash controls to ensure supply of adequate funds
• Design and write budget narratives for internal and external proposals and projects
• Design, develop, monitor, and report on regional internal budget and operational budget
• Support the preparation, monitoring, review and revision of budgets as needed, in close coordination with the regional field director and HQ
• Meet financial reporting requirements, ensuring that all financial reports are submitted before deadline
• In coordination with HQ, ensure accurate and smooth month and year-end closing and reporting within agreed upon schedules
• Provide financial status of project expenses and budget information as requested
• Ensure compliance with local laws, particularly on withholding taxes
• Coordinate with Program Manager(s) to establish proper controls and monitoring for grants management
• Ensure and routinely test for maintenance of audit-ready documentation
• Oversee and provide all necessary documentation for financial auditing

Operations Management

• Management operations for Nairobi office and forthcoming offices, in alignment with internal policies
• Manage physical offices and liaise with building management
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Keep track of CIVIC assets (technology equipment, etc.)
• Control official correspondence including fax and mail dissemination
• Serve as first point of contact for staff with technical issues
• Manage technological needs within the program office and ensure all staff are equipped and have an understanding of how to use CIVIC-approved technologies
• Troubleshoot technical issues including internet, phones, printers, network, etc.
• Manage supplies and approve staff requests for furniture, equipment, and other supplies

Human Resources

• Manage new hire employment certification, benefit enrollment, and other paperwork for staff and local consultants
• Together with team, oversee in-house benefits administration including processing monthly benefits and serving as point person for all staff inquiries
• Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc.
• Prepare contracts and additional paperwork for consultants
• Liaise with HQ to ensure close communication and consistency of processes, as well identify HR needs and requirements
• Monitor consultancies to ensure prompt payment of fees

Other

• Coordinate CIVIC Kenya Board meetings and any other country board

Skills/Qualifications

• Minimum of 7 years financial management and bookkeeping experience, including budgeting, forecasting, accounts payable, accounts receivable, payroll, general ledger, and financial reports
• Minimum of 5-7 years operations and human resources management experience, including oversight of benefits, taxes, insurance, assets, and property
• Kenyan residency or citizenship required
• Strong command of English required, in both verbal and written communication
• Understand local labor law, human resources, and facilities regulations
• Experience working with international NGOs (INGOs)
• Understanding of Kenyan Revenue Authority requirements (how to file PAYE TAX, tax returns, etc.)
• Knowledge of the NHIF and NHSS of Kenya
• Ability to manage several tasks concurrently with tact and professionalism
• Maintain strict confidentiality around sensitive CIVIC matters
• Excellent interpersonal skills
• Excellent Microsoft Office skills, particularly Excel
• Experience managing multi-year grants with large funders preferred