We are seeking an experienced and dynamic Head of Finance and Administration to lead the financial operations of our secretariat. This senior leadership role is responsible for financial management, financial reporting and analysis, audit management, Human Resources and administrative oversight, procurement sub-granting coordination, and collaboration with the management team.

Key... Responsibilities

Financial Leadership & Oversight


Develop and manage comprehensive financial systems, including budgeting, forecasting, financial planning, and reporting, ensuring compliance with donor requirements, local regulations, and internal policies.
Oversee the preparation and consolidation of financial statements and reports for the organization and its donor-funded programs.
Manage annual budgets and financial forecasts, ensuring efficient allocation of resources.
Ensure transparency and integrity in financial reporting and oversee regular reconciliations and tax filings.
Prepare and deliver financial presentations, in liaison with and on behalf of the Country
Coordinator, to the Country Board, Annual General Meeting (AGM), and external stakeholders including donors and strategic partners.
Directly supervise the Senior Finance Officer, Finance Officer, Finance Assistant and HR/Administrative Officer
Lead the Finance and Administrative department
Maintain robust internal controls and proactively mitigate financial risks.


Granting & Financial Management


Support financial due diligence processes for existing and prospective funders.
Collaborate with program teams to ensure financial alignment with grant deliverables.
Oversee sub-granting processes, ensuring financial integrity, compliance, and accountability with partner organizations.
Conduct regular financial assessments and audits of sub-grantees, ensuring effective use of resources.
Provide technical assistance and capacity-building support to sub-grantees on financial management, reporting, and compliance.


Management Team Collaboration


As a member of the senior management team, contribute to strategic planning, decisionmaking, and organizational growth.
Work closely with Head of Programmes to ensure financial processes and reporting requirements are met.
Assist in identifying and securing new funding opportunities in alignment with organizational priorities.


Procurement Roles for Head of Finance:


Provide oversight and strategic guidance on procurement planning and execution in line with organizational policies and donor requirements.
Review and approve procurement plans and documentation, ensuring compliance with financial and procurement regulations.
Work in liaison with the Procurement Committee and Country Coordinator to ensure transparency, value for money, and accountability in procurement processes.
Support budget alignment with procurement needs and monitor expenditure against procurement activities.
Oversee supplier contracting and payment processes to ensure timely and accurate financial transactions.
Ensure that procurement audits and risk assessments are addressed promptly and effectively


HR & Administrative Management


Working closely with the HR and Administrative officer, oversee HR functions such as recruitment, onboarding, performance management, training, and staff development, ensuring alignment with PELUM Kenya's values.
Lead and manage the administrative team to ensure smooth operations, including office management, procurement, and logistics.
Ensure compliance with labor laws, employee contracts, and statutory requirements


Requirements


Education: Bachelor’s degree in Finance, Accounting, or a related field. A master’s degree will be an added advantage


Professional Qualification: CPA (K) or ACCA is mandatory.


Experience: At least 7 years of senior financial management experience, preferably in the NGO, networks or non-profit sector, with a proven ability to manage large budgets and diverse donor-funded projects and sub grants.
Expertise: Extensive experience in HR management, administration, and sub-granting processes.
In-depth knowledge and working experience in Sage evolution. Experience with other computerized accounting packages will be an added advantage.


Desired Skills


Strong problem-solving and decision-making skills.
Ability to work under pressure and manage multiple priorities.
Strategic thinking and ability to align financial objectives with organizational goals.
Experience with financial management software and accounting tools.
Strong planning and organizational abilities.
Excellent team management and leadership skills.
Exceptional reporting and financial analysis skills.
Clear and effective communication, both written and verbal.
Ability to work collaboratively in a multicultural, diverse team environment. more

Key Roles and Responsibilities

Responsible for financial accounting, reporting, financial analysis, monitoring and sub grant management
Reviewing, verifying and processing funds requests for all payments and imprests. This will include review of MPESA payment request; reviews of project activities and initiating funds transfers and review and verification of support payment documents; process... all payment receipts once received and process the payment in relevant forms (cash, MPESA or cheque)
Responsible for Sub grant management ensuring compliance, timely reporting and financial monitoring of sub grantees.
Post all accounting data into the sage accounting system
Prepare final accounts for submission to the external auditors in accordance with the existing financial policies and procedures.
Maintain an inventory record of control for all equipment and ensure effective maintenance
Timely preparation and dispatch of cheques and processing of funds payment vouchers.
Receive payroll data, review and process the monthly payroll on time
Process all payroll related statutory payments, staff benefits (includes staff separations, medical, gratuity, insurances and returns and remit the amounts on time to relevant statutory bodies)
Post all payroll related transactions in the SAGE accounting package
Timely filing and maintenance of all payroll related documents
Prepare allocated financial reports (financial reports, variance reports) on monthly, quarterly, annual and any ad hoc reports

Qualifications and Requirements

The ideal candidate should have a minimum of the following desirable qualifications and requirements:
Bachelor’s Degree in Finance/Accounting or related fields from a recognized university
CPA (K) or other professional qualification in accounting
4-years relevant financial accounting work experience preferably in an NGO or network
In-depth knowledge and previous working experience in Sage accounting package or any other major ERP system
Well-versed in computerized accounting packages
Have in depth Knowledge of and experience in donor funding accounting, grant management, financial monitoring, and control.
Ability to work and meet strict internal and external financial reporting deadlines including preparing for internal and external audits (both finance and systems audits)
Self-driven and ability to work with minimum supervision
Be a team player and builder with ability to work and interact with others at all levels
Have strong analytical skills, good communication (written and spoken), report writing and presentation skills.
Honest, firm, accountable and full of integrity
Attention to details, excellent in planning, management and coordination skills
Proven ability to support program teams during budgeting and reporting more