KEY RESPONSIBILITIES


For a Head of Finance and Administration in Kenya, in a role that involves compliance with Government of Kenya laws, the ideal candidate must combine technical financial expertise with a solid understanding of local regulations, governance practices, and administrative leadership. The key responsibilities include:
Financial Management and Reporting
Prepare consolidated financial statements in compliance with Mission inclusion and donor policies and regulations.
Maintain accurate project accounts and ensure timely payments to suppliers.
Manage monthly accounting reports, bank reconciliations, and year-end closings.
Oversee cash flow planning, cash advance requests, and procurement alignment.
Support internal and external audits and implement audit recommendations.
Responsible for local offices’ financial records, including follow-up on audit.
Ensure proper tax management and compliance with local and Canadian regulations.
Financial Controls
Implement and monitor internal controls, policies, and procedures.
Oversee accounts receivable, accounts payable, and payroll processes across all offices and countries.
Manage multi-currency transactions and ensure accurate reporting and approvals.
Ensure strong controls over restricted reserves and reconciliation processes.
Budgeting and Forecasting
Monitor budget execution and provide recommendations aligned with annual work plans of the project.
Analyze budget variances and provide monthly management and financial reports to HQ.
Support preparation of annual budgets and prepare quarterly forecasts in collaboration with the Chief of Party (CoP) and the Project Director (PD).
Prepare the quarterly financial report submitted to the Finance and Compliance Director (SFCD) at Head Quarter.
Compliance and Regulatory Oversight
Ensure compliance with local laws, donor requirements, and anti-corruption policies.
Liaise with legal advisors and regulators as needed.
Certify that service providers have no links to criminal or corrupt activities.
Ensure timely submission of tax, social security declarations, and all other obligations and statutory charges in accordance with the countries and the donors’ requirements.
Administrative Management
Develop and oversee the implementation of the organization’s annual procurement plan in line with approved budgets and operational needs.
Maintain and update inventories of fixed assets and supplies for the project.
Oversee procurement processes including Request for Quotations (RFQs), Evaluation and award processes.
Supervise logistical, administrative, and technical support functions.
Ensure accurate record-keeping of approved staff timesheets, time banks, and pay slips.
Maintain up-to-date partner and donor information in compliance with Kenyan, and
Canadian laws (oversee compliance of other seascape countries’ laws).
Perform any other tasks related to their mandate that may be assigned.
Staff Management
Supervise, coach, and mentor finance and administrative staff.
Set clear performance objectives and conduct regular evaluations.
Oversee the onboarding process for new employees; ensure all enrolments are completed and all necessary equipment is provided and functional.
Promote staff well-being and model healthy work-life balance.
Ensure adherence to environmental, gender equality, and social inclusion standards.


EDUCATION AND EXPERIENCE


Bachelor's degree in finance, Commerce or Business Administration, or a related field from a recognized university (A master's degree is an added advantage).
CPA-K and/or ACCA certification required.
Minimum of 10 years of progressive experience in finance and administration, preferably within an international NGO or large organization.
Extensive knowledge of donor accounting, financial partnerships, and familiarity with
Global Affairs Canada (GAC) standards, regulations, and procedures (preferred).
Experience with accounting systems such as QuickBooks, Sage, SAP, or Navision.
Proven experience in budgeting, financial forecasting, and variance analysis.
Demonstrated ability to manage consortia-led grants and complex funding structures.
Proficient in enterprise resource planning (ERP) systems and advanced Excel skills.
Fluency in both English and French is required; Kiswahili and/or Portuguese is an asset.
Strong proficiency in MS Office Suite, web conferencing tools, ERP platforms, and budget management systems