MENTOR Programme Finance Coordinator Job in Kenya

Finance Coordinator, Kenya Programme

Contract Length: 1 year.
Start Date: 2nd January 2013.

Fee Rate: Dependent on qualifications and experience but in the region of $3,200 per month.

Base: Garissa, North Eastern Province, Kenya with occasional travel to Nairobi and other in-country sites when required.

The MENTOR Initiative (MENTOR) is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises. 

The MENTOR Initiative is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, Somalia, the Central African Republic, Southern Chad and South Sudan.

Reporting To:

• At field level administratively and operationally to the Programme Director and to Programme Manager at HQ level.
• Technically to Senior Grant Manager.

In-Charge/Managing

• Finance Officer.
• Administration and Procurement Assistant.
• Logistics Officer.

Horizontal Relations:

• Malaria Case Management Coordinator, Clinical Support and Research Coordinator, Community Based Malaria Coordinator among other staff within KENYA Programme.

The Financial Co-ordinator will be responsible for financial, administrative and human resources support to The MENTOR Initiative Kenya Programme and will work in collaboration with other team members within the operation to ensure smooth functioning of all activities.

Financial Coordination

• Ensure good quality finance and administration systems as per the standard MENTOR Initiative guidelines, and functioning in the programme.
• Ensure accounting for all grants and in accordance with the grant agreement(s).
• Prepare monthly electronic and paper reports on expenditures against the project budget(s) and send these together with all hardcopy receipts and other expenditure-related paperwork, including bank statements, to the MENTOR Initiative HQ.
• Ensure compliance to all Grant agreements for financial reporting and procurement. Ensure field level compliance to all legal aspects of the grant agreement.
• On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) as well as paper version of payroll to MENTOR HQ.
• Plan and update the budget tracker on a monthly basis for the duration of each programme/Grant with Programme Director, Finance Officer, Grant Managers and Programme Managers.
• Supervise and provide training to the local Administrator in the MENTOR Initiative finance and administration procedures.
• Ensure that all members of the MENTOR team are trained and adhere to the Finance and Administration procedures.
• Responsible for payment of all local team members including daily workers when necessary.
• Responsible for distributing ICLA and security cash (when required) to international team members as well as reimbursement of approved expenses.
• Maintain a MENTOR bank account in the programme country.
• Technical support (budget lines vs MENTOR Kenya, quotations) with the preparation of new proposals and budgets.
• Supporting HQ GM in monitoring and reporting international and local donors.
• Assist with the preparation of the Audits required by donors and local government and MENTOR annual Audit.
• Maintain MENTOR accountability system “SAGA” in cooperation with HQ GM. • Monitoring monthly and annual closing accounts.
• Consolidated into his/her SAGA monthly accounts within the Programmes.
• Provide monthly donors financial report to MENTOR Directors, GM and PM for Kenya.

Administration

• Follow up on all rental agreements/lease including the MENTOR Initiative house(s), office(s), and vehicles, etc. and renew rental agreements when necessary.
• When necessary, follow-up on the MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors.
• Assist the Programme Director for Kenya with any other administrative tasks as required.

Human Resources

• Directly responsible for all administrative aspects of local financial staff management and recruitment in close consultation with the Programme Director. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc.
• Ensure that the MENTOR internal rules are in line with the local Human Resources Policies of the Country.
• Ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly.
• Ensure compliance with all local government taxation and labour regulations concerning employment contracts.
• Ensure that national staff adheres to The MENTOR Initiative contracts, policies and internal rules.
• Ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.

Logistics Coordination

• Identify requirements and oversee and take responsibility for the establishment and maintenance all logistical infrastructures for administration and operations.
• Be responsible for the identification, procurement and transport requirements including those of collaborating agencies and host counterparts as appropriate.
• Oversee fleet management including develop vehicle plans for fuel and maintenance requirements and costing.
• Take responsibility for movement of all goods and equipment including coordinate with Warehouse Manager, Procurement Manager and Distribution staff to ensure efficient and timely delivery of Programme/Activity commodities.
• Work closely with the Programme Director to ensure security of logistics infrastructure including selection, training and management of security staff and delegation of responsibilities for locking and material releases.

Programme Support

• Assist the Programme Director with writing and budgetary requirements of Memorandums of Understanding.
• When required, represent the MENTOR Initiative in external coordination meetings.
• At the request of the Programme Director, provide finance/admin and/or human resources support during field or assessment missions.
• Assist all activities in budget management and drafting monthly financial plans.

Other:

• From time to time and as requested work with MENTOR Initiative HQ to share best practice across the organization.
• Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement.
• Any other duties as may be assigned by the Senior Grant Manager, Programme Director and agreed with the HQ Programme Manager.

Qualification and Experience

• A degree in Finance or related field such as Accounts, Commerce. Professional certification is essential. 
• Over 5 years’ experience in managing large budgets, including external funding in an Accountant/ Finance and administration manager role.
• Proven analytical and report writing
• Excellent computer skills.
• Excellent English language proficiency.
• Proven mentoring, coaching, training and facilitation skills and a strong commitment to developing skills of national staff colleagues.
• Excellent communication and public relation skills.
• Team player and highly disciplined.
• Flexible, willing to learn, practicable and hands on approach.
• Proven management and leadership experience in a complex, multi-cultural environment, leading diverse teams and stakeholders (internal and external).
• Experience working with SAGA will be an added advantage.

How to apply:

If you would like to apply please send a CV and letter of interest plus scanned copies of qualifications to recruitment@mentor-initiative.net on or before 5th December. 

Should you be successful we will require contact details of your previous 3 line managers.

Due to high volume of applicants we can only reply in person to short listed candidates.