FINANCE AND ADMINISTRATION OFFICER At Good Shepherd International Foundation

Position: Finance and Administration Officer

Duty Location: Nairobi, South B. Type of contract: Fixed Duration: one year (Renewable based on performance). Accountable to: The MDO Director

Salary Level: Commensurate with experience

Application Deadline: 31st July 2022

Background

The Congregation of Our Lady of Charity of the Good Shepherd (RGS), Eastern Central Africa Province (ECAP) is an international apostolic religious Institution whose mission of reconciliation reaches out to the poor and vulnerable members of society, especially women, girls, and children. In the Province (Kenya, DRC, and Uganda), the Congregation has grown in number, geographical coverage, and ministries (programs). The ministries run by Sisters are broadly classified into five main areas, which include Education, Health, Women/Community Empowerment, Rescue Centers, and Livelihoods. Justice Peace and Advocacy are cross-cutting themes embedded in all program areas. The Sister’s call is to daily strive to serve those at the margins of society according to the Mission and Charism of Our Lady of Charity of the Good Shepherd.

Job Purpose

To provide effective leadership and professional financial management and administration of the Congregation of Our Lady of the Good Shepherd Sisters’ programs in the Eastern and Central Africa Province (ECAP) in Kenya and Uganda.

Job Summary

The Finance and Administration Officer is responsible to the Director, Mission Development Office. S/he will oversee effective financial management and administrative processes of the GSS – ECAP including preparation of program budgets and financial reports, maintenance of assets register, payroll system, petty cash management, bank reconciliations, and audit preparations, among other accounting tasks. In addition, s/he will liaise with the MDO Director to ensure periodic procurement and oversight of external auditing services in accordance with the laid down procurement policy and procedures, and GSIF international accounting standards.

Key Objectives – Mission Development Office (MDO)

1. To strengthen the Mission Development Office in order to ensure organizational sustainability by fostering the values of professionalism, operational integrity, and trust and by putting in place organizational systems of planning, budgeting, M&E, and updated policies and procedures.
2. To oversee the design and implementation of a versatile Management Information System (MIS) that delivers efficient and effective accountability for the congregation’s assets and information.
3. To create a strong link with the Good Shepherd International Foundation (GSIF) in order to increase and diversify funding for the Province programs, comply with best practices in Project Cycle Management, adopt the GSIF finance and administration procedures, and ensure that all projects are aligned with the values and policies of the Congregation.
4. To provide support to the Program Manager in promoting a holistic empowerment and transformation approach to address barriers to the development of marginalized groups, by addressing social, spiritual, intellectual, and economic needs. This will include the implementation of a rights-based approach to ministries and a sustainable results-oriented intervention model.
5. To oversee the implementation of the Human Resources Management procedure, aimed at aligning the available staff capacities to the needs, outsourcing qualified and competent personnel for project management, and enhancing the capacities of the staff involved in the program.
6. To raise the visibility of the Good Shepherd programs and to increase advocacy initiatives in the global arena of development and cooperation, especially by creating a link with the Good Shepherd Justice and Peace Offices in New York and Geneva.

FOUR PILLARS OF FINANCE AND ADMINISTRATION

ECAP – MDO will ensure the updating and implementation of the Unit Finance and Administration policy, in solid compliance with the GSIF finance and administration procedures as well as international standards of accounting through the following pillars:

Compliance

• Legal compliance: Comply with the national and international laws and regulations regarding your activity and legal entity
• Governance compliance; Comply with the mechanisms and processes set up by your organization or by your network (policies, internal regulations, etc)
• Grant compliance: Respect the requirements of the donor (government, foundations, etc)

Transparency

• Allow stakeholders to get to know the Good Shepherd mission
• Disclose potential conflict of interest
• Admit weaknesses and work towards improvement.

Ownership

• Having a vision that embraces the past, present, and future of our financial and administrative situation, and bearing the responsibility for that vision.
• To manage responsibly all the resources
• To have a vision in planning
• To have the technical expertise

Accountability

• Downward accountability: Be accountable to the program participants, to the people we aim to help
• Upward accountability: Be accountable to donors, the authorities, and to the public.

DUTIES AND RESPONSIBILITIES:

Financial Management

1. Ensure sound financial management in all aspects of the Programme Cycle Management (PCM): planning, forecasting, monitoring, analysis of variance, and reporting.
2. Compile and manage office budget for MDO and prepare timely financial reports.
3. Ensure compliance with the Congregation’s internal and external finance policies and procedures.
4. Maintain a versatile MIS for maintenance of the Congregation’s assets and support its use in all programs and projects.
5. Preparation and submit timely Monthly, Quarterly, Mid-year, and Annual financial reports as required.
6. Ensure maintenance of proper books of accounts in accordance with International Accounting Standards (IASs).
7. Provide coaching, mentorship, and supervisory support to all Programme Accounts across the Congregation’s programs.
8. Oversee the consolidation of financial information in line with IFRS and internal management reporting needs.
9. Maintain a consolidated asset register that ensures accountability for the congregation’s fixed assets.
10. Ensure efficient payments and disbursements according to the approved policy and procedures.
11. Ensure internal control systems are in place and operational in all transactions.
12. Facilitate the annual process of forecasting funding needs across programs in close liaison with local Programme Directors and Managers within the stipulated time.
13. Ensure compliance with all Government regulations to alleviate statutory risk.

Grant Management

1. Review Budgets from Partners and ensure they comply with GSIF financial policies and other donor requirements.
2. Receive and assess financial reports from Projects Financial Officers and ensure compliance with stipulated Grant Agreements before sending them to the donors.
3. Receive and assess audited financial statements, including Management letters from Partners, and ensure compliance with GSIF regulations.
4. Follow up on issues raised by auditors in the Management Letter from projects to ensure resolution.
5. Ensure Disbursement Receipts, Financial reports, completed Assessment Tools, and Audited Financial Statements are reserved for future reference in soft and hard copies.

Audit Management

1. Procure statutory audit services for projects in accordance with procurement policy and procedures.
2. Ensure support of Internal Audit function by all staff in the congregation.
3. Oversee the preparation of annual audit files, complete with audit schedules to support the projects and consolidated financial reports.
4. Prepare statutory Audit reports and support the statutory/external audit process.

Administration

1. Ensure up-to-date Compliance with statutory deductions for MDO staff.
2. Ensure safety, custody, and maintenance of Office, Computer & Accessories, furniture, and equipment
3. Ensure proper function of archive and documentation system
4. Ensure maintenance of an up-to-date register of assets for MDO and other programs.
5. Ensure safe custody of all checks, receipt books, payment vouchers, and other financial documents of the organization

Human Resource Administration

1. Ensure up-to-date records are maintained including leave, staff personal records
2. Ensure proper payroll administration. In strict confidentiality, prepare and maintain an up-to-date employee payroll, and process employees’ pay in accordance with the stipulated human resource guidelines.
3. In liaison with the Human Resource Manager, ensure all staff benefits are managed according to ECAP Human Resource and Financial guidelines, and ensure all statutory deductions are duly remitted in strict compliance with the law e.g. NHIF, NSSF, PAYE, WIBA & NITA
4. Perform other legally assigned tasks as delegated by the MDO Director

Desired Qualifications, Skills, and Experience

• Bachelor’s degree in Finance or Accounting CPA (K), and be a member of ICPAK
• Have at least 5 years of progressive accounting practice in a reputable institution with a proven track record in financial and grants management in an automated environment.
• Be computer proficient with the ability to work with excel spreadsheets and analytical tools, including accounting software packages.
• Previous experience working with development projects in the non-profit sector and/or faith-based organizations in Kenya is desirable.
• Be conversant with the Government of Kenya’s taxation regime, policies, and laws.
• Be experienced in budget monitoring and review, with the ability to track budget spending.
• Have demonstrable interpersonal skills, creative problem-solving, and ethical and conflict management skills.
• Have excellent verbal and written communication skills, both in English and Swahili.
• Be a person of high integrity, committed to meeting deadlines, and willing to work extra hours with a passion for children, family, and community development work
• Note: Term of reference not covered by this contract shall be covered by the prevailing HR, Finance, and other related policy.

  The organization has a Child Protection/Safeguarding Policy that every staff is required to understand and sign a commitment to. Potential candidates will be required to provide information confirming whether or not they have ever been convicted of any child abuse crimes.