SENIOR FINANCE & ADMINISTRATION OFFICER (S-FAO) Kenya, Somalia and Uganda Programmes

Action Africa Help International (AAH-I) is a regional African-led non-governmental organisation that supports livelihood-challenged communities in East and Southern Africa to sustainably improve their well-being and standard of living. With Country Programmes in South Sudan, Kenya, Somalia, Uganda, Zambia and recently in Ethiopia, AAH-I has over 25 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities. More recently AAH-I has expanded its activities to work with other marginalised communities, including pastoralists and people living in informal urban settlements.
Action Africa Help International (Kenya, Somalia & Uganda Programme) is looking for well-organized and highly motivated individual to be considered for the Finance & Administration Manager position.

Reports to: Regional Finance & Administration Manager
Liaises with: Finance & Admin Officers in the field
Staff Supervision: Nairobi Finance Assistant
Duty Station: Nairobi with regular oversight visits to field locations.

Job Summary:
The Senior Finance & Administration Officer (S-FAO) will be a strategic thought-partner, and report to the Regional Finance Manager. The S-FAO will lead and develop the country teams to support the following areas; finance, administration, business planning, Budgets development and management.
S/he will ensure that all programme accounts are managed effectively according to AAH-I and donor financial policies and procedures. The job holder works with the Project Managers to prepare periodic and adhoc financial reports as required.
The (S-FAO) will play a critical role in partnering with the senior management team (SMT) in strategic decision making and operations of AAH-Kenya, Somalia and Uganda.

Duties & Responsibilities

Financial Management
 Support programs with budgeting during proposal development and ensure budgets are in line with donor requirements.
 Support project managers/officers with financial planning including ensuring they update and follow costed work plans and develop project call downs in good time to ensure proper planning.
 Analyse and present financial reports in an accurate and timely manner, clearly communicate monthly and annual financial statements; collate financial reporting materials for all AAH-Kenya, Somalia and Uganda donors and oversee all financial, project/program and grants accounting.
 Coordinate and lead the annual audit process; liaise with external auditors and the Regional Finance Manager (RFM).
 Coordinate all project audits within the scope.
 Coordinate funds requests from the donor within the required timelines for continuous flow of Project activities.
 Assist the Project Managers to prepare budgets based on planned project activities using the approved finance guidelines or given donor regulations
 Take lead in annual budgeting and planning process in conjunction with the RFM; administer and review all financial plans and budgets; monitor progress and changes and keep senior Management team (SMT) abreast of the organizations financial status.
 Track in detail all commitments, purchases and outstanding items and prepare status reports
 Implement a robust financial management/reporting system; ensure that financial data and cash flow are steady and support operational requirements.
 Update and implement all necessary business policies and accounting practices; improve the finance departments overall policy and procedure manual.
 Effectively communicate and present the critical financial matters to the senior management team.
 Review of monthly bank reconciliations for all bank accounts to verify accuracy and compliance to policy.
 Training of other field finance staff and providing necessary support like processing funds request from the Projects.
 Ensure any budget realignments/adjustments is done in collaboration with the RFM.
 Ensure donor financial reports are collated and submitted to the RFM in advance to allow adequate time to discuss, edit and make necessary modifications before final approval and submission.
 Analyse the financial situation and cash flow management of projects and advise the Project Managers accordingly.
 Ensure and monitor on a timely basis all financial transactions and monitor them to ensure that they are accurate, complete and reliable as entered in the ledger.
 Will act as the first line support for technical Finance system end Users, maintaining the integrity of Finance systems administration of AAHI.

 Oversee administrative functions as well as facilities to ensure efficient and consistent operations.
 Coordinate and liaise with all external partners including third-party vendors and consultants for to ensure efficiency and transparency.
 Observing compliance with all statutory, regulatory, laws and policies for effectiveness and efficiency.
 Establish and manage a comprehensive training program to employees on key processes, tools, policies and procedures.
 Oversee the procurement function for Kenya, Somalia and Uganda Programmes

Expected Results
 Accounting systems are maintained and up to date
 Compliance to all organizational and legal requirements
 Bank and Cash statements reconciled and up to date
 Project audits supported and gaps closed (audit recommendations implemented).
 Financial reports from the field are prepared on time and submitted to the Project Managers, RFM, and CD.
 Cash flow is monitored and maintained at acceptable levels
 Finance systems are accurate and maintained as per laid down financial procedures

Essential Qualifications, skills, and experience
 Minimum of a Bachelors Degree in a Business related discipline.
 A Certified Public Accountant of Kenya (CPA-K) with active membership.
 MBA/MSC is an added advantage.
 At least 5 years of overall professional experience in financial and operations management.
 Ability to translate financial concepts and to effectively collaborate with – programmatic and fundraising colleagues who do not necessarily have a finance background.
 Past experience in grants management for projects implemented within Africa.
 Working experience with different donors –UNHCR, UNICEF, UN Women, DANIDA, DFID, EC, Bread for the World etc
 Knowledge of various accounting and reporting software especially Sage Evolution.
 Excellent communication and relationship building skills with ability to prioritize, negotiate and work with internal and external stakeholders.
 A multi tasker with the ability to wear many hats in a fast-paced environment.
 Personal qualities of integrity, credibility and dedication to the mission of the organization.

Skills and competencies
 A good understanding of managing accounts and information needed to support forecasting and budgeting
 High degree of integrity and analytical skills.
 Familiarity with SAGE Evolution for financial and management accounting as well as payroll and statutory matters
 Ability to work independently, but as part of a small team, on different projects.
 Computer literate in MS Office, with a particular focus on Excel.
 Ability to work well under pressure.

How to apply

Application Instructions
Interested candidates should email application letters and CVs (with 3 referees) addressed to to be received by 3rd October, 2020. The email Subject Line must show the job title of the position applied for. AAH-I is an equal-opportunity employer. We thank candidates for their high interest in the opportunities we publish on our website. Due to the high number of applications we receive, we will only get back to shortlisted candidates. AAH-I does not charge a fee at any stage of the recruitment process nor does it use recruitment agents. Selection will be done on a rolling basis.

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