Main Responsibilities

Program Management


Oversight and responsibility for timely and qualitative programme implementation in compliance with the programme proposal, donor strategy and regulations of the German Federal Foreign Office GFFO/ Auswärtiges Amt-AA and Core Humanitarian Standards.
Develop and operationalise programme work and MEAL plans for both countries (DRC &... SOM)
Coordinate the ToGETHERCountry Project Unit Teams (Project Coordinator, Process & Finance Administrator and MEAL Advisor) in both, Somalia and DRC, and manage their programmatic performance, as well as their interlinkages to the Diakonie Katastrophenhilfe Heads of Mission and Office teams, both in Goma, DR Congo and Mogadishu/ Nairobi for Somalia.
Ensure the programmatic and thematic priorities of the ToGETHER programme are understood and followed by the Country Project Units (CPU) in DRC and Somalia as well as the Local Humanitarian Partners.
Link and streamline overall ToGETHER 2.0 targets and policies with the civil society initiatives and networks in DRC and Somalia, closely coordinating the country teams and LHPs both in DRC and Somalia and ensure their attachment to the programme.
Effectively coordinate with the Programme Management Unit (PMU) at Welthungerhilfe and other Regional Programme Coordinators to align programme activities and maximise impact across the consortium.
Closely coordinate with other regional and country-based programmes to ensure complementarity and synergies.
Coordinate with DKH Regional Liaison Manager Africa on communication with GFFO and visibility, and Berlin-based project officers for DRC & SOM.


Reporting and finance


Ensure timely and high-quality narrative and financial reporting is submitted to the consortium lead at Welthungerhilfe. This includes compiling, coordinating, and reviewing narrative and financial reports submitted by the CPU in DRC and Somalia.
Ensure timely and donor-compliant cash transfer flow to the CPUs and Local Humanitarian Partners in the programme.
Monitor project progress against the master log frame and workplan and share continuous learning from the implementation.
Ensure that technical quality and standards are considered and respected during project implementation.
Conduct, in collaboration with the country offices, monitoring visits and prepare, together with the Finance Officer for on-the-spot checks.
Together with the Finance Officer AA, review and identify discrepancies between financial and programme progress and provide mitigation measures to implementing partners through the country offices.


Capacity strengthening and partnership


Provide technical inputs to activities for capacity building, participation, MEAL and finance activities to Country Project Units and Local Humanitarian Partners
Encourage maximum involvement and ownership of the programme by Local Humanitarian Partners by ensuring all in-country processes are designed in a participatory manner


Communication


Collaborate with Diakonie Katastrophenhilfe technical advisors and Partnership and Learning Coordinator (Regional Office) on discussions on principled humanitarian aid, localization, Grand Bargain and Charter for Change (e.g. DRR; CVA, Compliance/CRM) for relevant programme activities
Collaborate with Diakonie Katastrophenhilfe Program Standard and Quality Assurance Managers in East and southern Africa region and West, Central and Caribbean region and Partnership and Learning Coordinator (Regional Office) to create opportunities for experience sharing and learning
Ensure that knowledge and best practices of the programme are shared with other humanitarian stakeholders in the programme countries and beyond
Ensure Diakonie Katastrophenhilfe contributes to and is visible in ToGETHER communications outputs, media reports, and learning events
Ensure regular communication about progress of the programme with Diakonie Katastrophenhilfe offices in DRC, Somalia, the Regional Hub for West and Central Africa in Dakar and Berlin Office and staff in other project countries.
Stay informed about the localization agenda and respective initiatives in DRC and SOM as well as in other broader regions, especially Western and Central Africa


Professional qualifications


At least five years of project management experience, preferably in humanitarian contexts. Previous experience in staff management, financial management and MEAL are a must
Proven work experience in and on Localization, Charter4Change, #ShiftThePower
Familiarity with the ToGETHER Consortium and Project
Strong grasp of global localization and participation debates
Experience in designing, facilitating and overseeing capacity building and exchange activities
Proven work experience in Africa
Profound knowledge of civil society networks and recent humanitarian developments in DRC and Somalia
Proven and strong communication and coordination skills
Proven experience in managing multi-country consortium projects
Experience working in a humanitarian innovation project is an asset
Ability to work remotely and establish trust among intercultural project teams
Willingness and ability to travel minimum 50% of working time (duty station TBD,)
Experience working with a partnership-focused NGO desired
Fluency in French and English (oral and written) is a must, command of German is a plus. more

As an Operations Finance Coordinator of the Regional Office, you support the Operations Manager in overseeing the back-office tasks (Finance, Procurement and Logistics) of the Regional Office (RO) that includes the multi-Country office (MCO) Ethiopia, Kenya and Southern Africa. You will collaborate with the Operations Manager in ensuring that standards and operating procedures of the organization... are consistently upheld in the Regional and Multi Country office and in the various offices in the region (Juba, Mogadishu, Addis-Ababa and Maputo)

Budgeting and Reporting

Support the Operations Manager in developing the master operational budget and the operational budget for the RO, ensuring alignment with the overall financial strategy for the Nairobi operations and the region.
Compile cash forecast for the RO and consolidate fund requests from the 3B Office to ensure accurate financial planning and allocation.
Provide financial and budget variance analysis and insights to support decision-making and resource allocation.
Produce accurate and timely monthly financial reports for the RO expenses ensuring adherence to reporting deadlines and organizational standards.
Consolidate on a monthly basis financial report of the RO and MCO for monitoring expenses vs. operational budget for effective financial monitoring and control.

Quality assurance/ Internal controls

Produce, in collaboration with the Operations Manager, standardized formats and checklists for internal controls following the organization’s standards and procedures.
Implement and maintain robust financial controls and systems to safeguard assets, prevent fraud, and ensure the accuracy and reliability of financial information.
Advise and support, in collaboration with the Operations Manager, other offices in the region to be compliant with operating procedures and standards, where necessary also through on site visits.
Conduct, in collaboration with the Operations Manager, regular internal audits to assess the effectiveness of internal controls, identify any potential financial risks or irregularities, and recommend corrective actions when necessary, and implement improvements (in the Nairobi operations) / for the other offices: follow up on implementation.

Team supervision and Capacity building

Support the Operations Manager in building up the Operations Unit, formulate common goals, motivate, and support the team to effectively carry out their tasks.
Support the Operations Manager in training and mentoring staff of the offices in the region on financial and operational best practices, ensuring a high level of competency within the team.
Supervise and provide guidance to the office assistant, ensuring the smooth execution of tasks.
Pro-actively address performance issues through timely constructive feedback and coaching.
On-board and mentor accountants for regional projects.
Support / train partner organizations in their internal control systems and project accountability systems (on a need basis).

Strategy and Planning

Support the Operations Manager in providing strategic input to the development and implementation of the office's goals and objectives.
Support the Operations Manager in the long-term planning and sustainability of the RO and MCO operations.

Accounting

Coordinate and maintain accurate financial records, oversee the proper upkeep of the books of accounts for the Nairobi office.
Conduct regular bank and cash reconciliations, as well as end-of-year and adhoc balance reconciliations.
Reconciliation and management of accounts receivables and payables, supporting the Operations Manager in these efforts.
Thoroughly examine and authenticate invoices and documentations from contractors and suppliers before processing them.
Support the Finance/HR/Admin Officer in preparing the payroll, including deductions for Social Security, NHIF, Taxes, and other staff benefits for all Nairobi-based employees, ensuring compliance with statutory requirements.
Manage the data file and ensure meticulous maintenance of electronic and hard copies of financial documents and reports.
Coordinate with the Operations Manager during both internal and external audits, facilitating participation and ensuring effective coordination.
Regular review of the fixed asset registers to ensure accuracy and completeness. Review of bookings made in the financial system to ensure accurate data entry and perform month end closing processes in the accounting system.
Monitor the petty cash and bank balances to ensure liquidity of the RO, maintaining meticulous records and compliance with financial regulations.
Manage inter-company/inter project billing and settlement.
Manage the organizations banking operations and act as the organizations, lead agent with the bank.

Procurement/Logistics

Participate in the pre-qualification of suppliers by assessing their capabilities and suitability for the organization's requirements.
Participate in conducting regular inventory/ asset counts to maintain accurate records and prevent discrepancies.
Check whether the procurement documentation is complete, accurate, and in compliance with the procurement process and follows the organization’s standards and procedures.

Audit

Take lead on the annual institutional audit of the regional office as the lead and ensure timely submission of returns to the NGO board.
Prepare for any audits that may be carried out on the regional office including project audits and compliance checks from the type 1 office.
Surge Capacity for partner finances as needed

Education & professional qualifications

A bachelor's degree in finance, accounting, business administration, or a related field is often required, and relevant professional certification (such as CPA, CMA, or ACCA) would be advantageous.
A master's degree in a relevant field can be an added advantage.

Skills and Competencies/ Qualifications

At least 7 years of relevant work experience in finance and operations management, preferably in a multi-country or international setting.
Strong financial management and accounting skills, including budgeting, analysis, and reporting.
Experience in implementing and maintaining robust financial controls.
Ability to maintain accurate and up-to-date financial records and reports.
Proven experience in overseeing procurement processes.
Strong team building skills: ability to build up a new team and work within a team.
Ability to fit into existing structures and build up new organizational forms at the same time with the necessary sensitivity.
Excellent communication and collaboration abilities with diverse stakeholders.
Strong analytical skills with the ability to interpret complex financial data and provide actionable insights Understanding of non-profit sector operations, especially in international or humanitarian contexts.
Deep understanding of the organization's mission and values to support its regional initiatives
Good understanding of humanitarian programming, and experience in grant management and accountability systems at program/project level.
Advanced proficiency in MS Excel for data analysis and reporting.
Proficiency in accounting systems.
Adaptability and Problem-Solving-Ability to adapt to changing situations and address complex challenges effectively.
Cultural Sensitivity to diverse cultural and social contexts, especially in a multi-country office setting.

Additional Information

Experience in East and Southern Africa contexts is advantageous.
Willingness to travel regularly in the region. more

Roles and responsibilities
Project Coordination and reporting

Ensure proper and timely implementation of the project according to the approved proposal and log frame and agreed policies and donor requirements.
Monitor the overall project progress against the master log frame and proposal and ensure, together with the Finance Officer AA, compliance with donor and DKH regulations and... standards.
Generate on a half-yearly basis a high-quality interim narrative and oversee the interim financial reports and submit both timely to the Head Office in Berlin for an extension to the donor.
Produce monthly-consolidated reports on the same by using the partner’s/country narrative reports to generate a combined monthly report and disseminate these consolidated reports to the country offices.
Validate the content of reports received by implementing partners through the country offices
Promote harmonization of approaches and methodologies across countries, where applicable and possible (f.i. in Cash for Assets activities, WASH), by implementing common tools
Coordinate with other relevant projects such as the AA-funded ToGether consortium and others for synergies and complementarity.
Stay informed about the localization agenda and initiatives in ETH, SSD, and SOM and identify ways of creating linkages/synergies.
Responsible for keeping the Regional Director and Heads of Mission in South Sudan and Somalia updated on the overall project progress, challenges, and planned mitigation measures in addition to the monthly reports.

Compliance

Ensure, by supervising the Finance Officer AA, overall budget monitoring, financial management, and expense control for the project in line with donor rules and guidelines
In collaboration with Finance Officer AA, train partner staff on the detailed AA financial guidelines and requirements to implement activities and execute budgets accordingly with full compliance.
Oversee preparation for external audits.

Monitoring, Evaluation, Accountability and Learning Framework (MEAL)

Oversee the comprehensive MEAL framework for the project, which outlines the monitoring components for each country program and assists implementing partners in defining which data is adequate and needs to be collected, enabling measuring project progress and informing project decisions.
Guide country offices on the use of monitoring tools for implementing partners which include cross-cutting outputs on protection mainstreaming and gender-based actions.
Monitor project progress against the master log frame and er work plan and share continuous learning from the implementation. Ensure that technical quality and standards are considered and respected during project implementation.
Conduct, in collaboration with the country offices, monitoring visits and preparing, together with the Finance Officer for on-the-spot checks.
Together wit
h the Finance Officer AA, review and identify discrepancies between financial and program progress and provide mitigation measures to implementing partners through the country offices.
Create opportunities for experience-sharing and learning
Engage, guide, and supervise consultants for capacity building, training, quality assurance, end-line study, etc.
Organize in collaboration with the DKH Capacity Building Coordinator learning and training events under outcome 5, identify and engage facilitators (where needed and in line with the budget) and ensure smooth implementation of the events and that results inform project implementation.
Organize and facilitate any other meeting (project partners, stakeholders, etc.) which has significance for the overall progress of the project.

Project Quality Assurance

Enhance the quality of programming throughout the project cycle through project review meetings, program quality initiatives (such as gender analysis, stakeholder mapping exercise, etc.), close-out meetings, and program quality checks.
Ensure the implementation of accountability mechanisms (participation and effective communication of beneficiaries at all stages of the project cycle
Quality checks and monitoring in line with the commonly agreed MEAL framework (standards and designs, monitoring tools, beneficiary selection criteria): review all project-related documents prepared by the country offices and implementing partners e.g. ToRs, and MoU among other project documents.
Advise implementing project partners on the implementation process and work on standardization of project-related processes and development of SOPs

Communication

Making use of the resources of the offices to deliver different communication products on the project such as technical papers and presentations about approaches and technical setup to be used f.i. for clusters in the respective countries and communication to donors in the region
Ensure regular and open/transparent communication between the 3 country offices, the Regional Offices, and their implementing partners to share best practices and learnings.

Other Functions

To attend RO and any other meeting related to his/her areas of responsibility.

Minimum Qualifications and competencies
Education

BA Degree in political or social science, agriculture, or a related field
Post-graduate qualification in project management or experience in the management of large-scale programs

Working experience

Minimum 5 years of field experience in Project coordination/management positions in INGOs managing complex humanitarian projects
Significant exposure and experience in successfully managing and leading consortia or multi-sectoral, complex projects with several partners
Relevant working experience in at least 2 of the project sectors such as Protection, Food/Livelihood through CVA, WASH, Disaster Risk Reduction (DRR)
Knowledge of cash transfer programming including practical experiences in the implementation or management of CVA activities is a strong advantage
Broad working knowledge and experience working with German donors (AA, BMZ) more

Tasks of this position (amongst others)

Raising payment requests for settlement of expenses incurred by the Somalia Crisis Programme and following up on payment processing.
Posting /booking payments and other entries related to the SCP in the accounting software.
Prepare timely and accurate monthly, quarterly, final and ad hoc financial reports for the Somalia programme.
Preparation of... monthly cash/ bank reconciliations for the Somalia Crisis Programme.
Treasury management of the Operations budget including cash forecasting, funds requisitions and reconciliations between other projects.
Support the finance control officer in Mogadishu in controlling projects assigned by the supervisor to ensure compliance with donor policies and requirements.
Ensure proper and complete documentation of all payments by the financial policies and procedures of DKH.
Reconciliation of payments made by the Regional Office on behalf of the Somalia Crisis Programme and vice versa.
Assist in the coordination of audits.
Reconciliation of project balances as per the final reports presented to HQ and the DKH accounting software.
Identification of office/programme needs and follow-up on the subsequent procurement process with the logistics and procurement department.
Provide remote support to the Somalia team on the administrative and procurement processes.
Assist the Finance and Grants Manager in the preparation and management of the Operations budget and master budget.
Provide support to the finance and Grants manager in donor reporting
Support in the administration of the Health insurance scheme for the Mogadishu staff.
Preparation of yearly financial plans for the office.
Participate in monitoring visits to Somalia when necessary.
Assist in designing financial reporting templates for partners and DKH at the beginning of each project.
Any other duty assigned by the supervisor.

Qualification and experience:

Bachelor’s degree in a business-related field (Commerce, Accounting, Finance, Business administration) or other relevant fields from a recognized university.
CPA II qualification or ACCA equivalent
At least three (3) years of relevant work experience in INGOs
Computer literate with significant experience in Microsoft Office packages and proficiency in MS Excel
Significant experience with QuickBooks and/or other accounting software.
Great interpersonal skills with a strong analytical approach to problem-solving & management
Excellent time management skills with the ability to work with minimal supervision.
Good team player with cultural sensitivity in a diverse team with players of different nationalities and cultural backgrounds
Strategic and critical thinker who can take proactive initiatives for changes
Willingness to travel to complex environments e.g. Somalia
High resilience, improvisation, and flexibility
Compliance with DKH code of conduct and PSEA standards more