Director of Finance and Administration

ORGANIZATION SUMMARY: World Relief is a global Christian humanitarian organization that is fighting for change that lasts, right here in the U.S.

and across the globe.

We bring sustainable solutions to the world’s greatest problems – disasters, extreme poverty, violence, oppression, and mass displacement.

The organization is approximately 75 years old and has worked in over 100 countries around the world since its founding.

In the United States, we come alongside local churches, community organizations and hundreds of individual volunteers to support newly arriving refugee and other immigrant families.

Today, we are proud to partner with over 6,000 local churches, and 95,000 volunteers globally to bring hope, healing and transformation to the most vulnerable.

POSITION SUMMARY: Are you a person of compassion?

An advocate for justice?

Someone who stands up for the rights of the vulnerable and speaks out for the marginalized, the exploited and the forgotten?

Do you believe in our calling as Christians to welcome the least of these and love our neighbor?

If you answered ‘yes’, to any of the above, World Relief, and millions of people around the world need you.

Financial Accounting, Reporting, and Control: Manage the country office financial systems and advise the SMT/ELT on strategic financial decisions to make WRK a leading institution in stewardship, business and best practice HR Administration: Ensure HR policies and operational structures are in place and are facilitative of operations of WRK business in compliance with tax requirements, labor laws governing the labor market and the general good practice of the HR mandate General Administration: Lead Managers in understanding and executing in compliance with best practices in the conduct of administrative roles including procurement policies, IT policy, asset management and the general conduct of WRK business.

Role & Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Strategic planning:

Development, implementation and monitoring and review of the overall strategy, cascade of that strategy into functional/operational strategies or plans; engagement of staff in strategy implementation through performance management; annual, mid-term and quarterly strategy implementation reviews; nurture, develop and sustain effective relationships with other management members.

Development of an organizational culture that reflects WRI-K’s values, promotes accountability and high performance, and enables staff to deliver outstanding results for beneficiaries and donors.

Advise the Country Director to enable strategic investments of funds

Planning and Budgeting:

Management/administration of Country Office resources and its sub-offices including:

The formulation of country work programme and resource allocation

Providing effective support and guidance during planning and allocation exercises;

Monitoring implementation of donor agreements and resource utilization

Oversee the finance function in the Country Office, including planning and budgeting, financial accounting, financial control, financial systems, and reporting

Develop annual budget and ensure that budgeted activities match with detailed implementation plans

Develop plans to meet funding and programming needs (includes diversification of funding resources)

Undertake budget revisions and realignment to match the changes that have taken place

Identify and effectively manage all key financial risks related to delivering programs

Manage financial aspects of budget development for new proposals

Fulfil all financial reporting requirements for internal and external stakeholders

Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control over assets, funds, equipment, property, and facilities

Ensure appropriate and adequate emergency finance and grants procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up

Ensure sub-offices receive adequate support to operate efficient accounting systems, including timely receipt of monthly budget variance analysis, timely answers to queries and scheduling tasks and deadlines.

Financial Accounting, Reporting, and Control:

Manage the country office financial systems and advise the SMT/ELT on strategic financial decisions to make WRK a leading institution in stewardship, business and best practice Specifically -

Manage the Country Office financial systems and provide monthly updates on budget variance analysis

Ensure systems are in place for the control of all assets, funds, equipment, property, and facilities

Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control including:

Coordinate Annual accounts and tax statement preparation

Accounting and management information systems

Expenditure procedures, especially around procurement

Documentation of all controls and procedures

Monitor accurate and timely submission of financial reports and attachments to members, donors and government regulatory agencies

Coordinate submission of audit reports, respond to findings and recommend resolutions or action plans

Lead and participate in the development of finance policies and procedures to be able to maintain a well-financially controlled environment in both development and emergency contexts

Monitor completion of financial reports for grants/contracts. Ensure proper accounting and closing of books upon receipt of completed reports and documents from various sub-offices

Provide guidance to finance and non-finance staff and coordinate efforts to ensure compliance with donor requirements

Treasury Management:

Ensure organization treasury management policies are complied with local laws and donors

Estimate funds request on a timely basis to ensure resources are in place for carrying project activities

Cash and cash flow management and control in particular gain/losses on currency exchange;

Ensure Country Office treasury operations are adequately managed to keep adequate liquidity

Monitor fiscal exchange policies and update local policies accordingly

Availability of funds for sub-offices and the Country Office Audit

Keep track of statutory and donor specific audit requirements and initiate them on time.

Lead in managing audit process with External Auditors ensuring smooth audit and provision of required documents

Ensure proper archiving of records and adherence to Month End and Year End procedures for purposes of audit preparedness

Plan and conduct internal audits with coordination of the Internal Auditor

Participate in Audit Entry and Exit WRI-K’s meetings and implement recommendations before the next audit.

Implement audit recommendations from various audits and maintain a tracker of all audit queries

Grants management:

Provide strategic support within the Senior Management Team/Execuitve Leadership Team (i.e. SMT and ELT respectively) on all aspects of award management including award contracting, donor compliance and pipeline management

Support the development and implementation of the Country Office funding strategy, making recommendations and flagging issues to the SMT/ELT as appropriate.

Ensure accurate and up to date information on the award portfolio is readily available to SMT/ELT

Ensure the CO has a clear framework for master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, in particular ensuring alignment between the master budget and funding tracker

Donor compliance:

Ensure all donor requirements are met and there is a complete audit trail of the implementation and reporting for all awards.

Ensure that key contributing staff has a clear understanding of donor requirements and expectations at the agreement, kick off, implementation, amendment, reporting, close out and audit stage of grants.

Ensure that key processes are in place so that formats, eligibility, compliance, reporting, receive optimum attention at the various stages of the grant life cycle with a view of securing donor satisfaction.

Ensure potential issues and amendment requests are flagged promptly to donors.

This may include developing business cases where donor waiver/derogation requests need to be more thoroughly articulated or negotiated.

Work with internal and external auditors as necessary.

Reporting:

Lead preparation of monthly and annual financial analytical reports

Provide monthly budget versus actuals reports to all budget holders and ensure formulation and resolution of interventions to minimize budget versus actuals variances.

Ensure monthly budget versus actuals adjustments are posted timely.

Highlight variances, provide analyses and recommend resolution or reallocation of resources

Ensure accurate and timely submission of financial reports as per donor requirement HR & Administration Oversight

HR Administration:

Ensure HR policies and operational structures are in place and are facilitative of operations of WRK business in compliance with tax requirements, labor laws governing the labor market and the general good practice of the HR mandate Specifically:

Review & approve monthly payroll report .

In liaison with the finance department, monitor and ensure prompt monthly returns on staff advances, NSSF, NHIF, PAYE and HELB loan repayments.

Review personnel files for all staff, ensuring all documentation is complete.

Collect and maintain information on commercial, private and inter agency training schedules and institutions (course schedules, curricula and cost) and propose relevant training to appropriate staff.

Support the HR Coordinator in responding to routine/records human resource queries from staff.

Provide guidance to World Relief on Kenyan tax and labor laws,and ensure organizational compliance.

Provide support in continuous review of existing World Relief Kenya hiring guidelines and the Human Resources’ Standard Operating Procedures for World Relief.

Working with supervisors, ensure that each WRK staff member completes personal development goals that include personal and professional growth.

Assess training needs among staff and initiate/facilitate training events, as appropriate.

Performance Reviews and Problem Solving:

Develop and implement a schedule for end of probation and annual evaluation of staff performance.

Ensure end of probation confirmation letters are provided to each staff member.

Provide advisory support to the leadership in relation to handling of employee grievances and disciplinary matters.

Ensure proper tracking of resignation, disciplinary action and /or termination.

Ensure that exit interviews by HR Coordinator are conducted and documented for all departing staff.

Provide guidance on implementation of performance management systems in the organization.

Provide HR training to managers and supervisors.

Develop and implement HR Strategy plan to support overall organization development and monitor and review HR related audit recommendations.

Oversee implementation of staff benefits, safety programs, employee relations and compensation with respective supervisors.

General Administration:

Lead Managers in understanding and executing in compliance with best practices in the conduct of administrative roles including procurement policies, IT policy, asset management and the general conduct of WRK business. Specifically:

Ensure managers understand vehicle use policy and it is enforced to all users

Contract for storage facilities as needed

Review the purchasing and acquisition of goods and services needed by the project in multiple locations, for continuous operations of relief and development activities.

Establish and maintain effective relationships with various government departments essential to the purchase and importation (and licensing where applicable) of all essential project goods and supplies.

Maintain an accurate inventory of all office operations and project equipment and its source/purchase. Insurance cover and maintenance/repair issues are properly addressed.

Communication/IT:

Supervise the network administrator to ensure smooth functioning of network communications-sat connectivity, email services, help desk response, pc/printer troubleshooting and telecommunications systems.

Ensure that the information management systems and processes meet the needs of the country programs, regional office, and WR HO.

Coordinate communications for the country program. Periodically evaluate communication needs to ensure timely &relevant communication with all staff.

Primary contact with the landlord concerning all matters pertaining to facilities maintenance& upkeep. Human resources and administration Ensure effective employee lifecycle and administrative products and services namely

Strategic human capital management, resourcing, early integration and development,

Performance management, learning and development.

Talent management, remuneration and benefits management.

Change/project management,

Enhanced employee relations

Health, safety, security and welfare,

Estate/property management,

Front office operations for all WRI-K Offices. Supply Chain / Logistic

Ensure adequate transportation exists to facilitate the functions of the area and field offices; ensure all legal, insurance and maintenance issues are properly addressed.

Review all vehicle records, including service records, accident reports, use logs, ensuring that copies of registration and insurance documentation for each vehicle should be accessible in the main operational locations, as well as with the vehicles.

Design a vehicle use policy, and ensure all drivers are properly trained and compliant

Provide technical and strategic support in supply chain to ensure “value for money”.

Manage the procurement of programmatic and non-programmatic goods and services

Ensure procurement of goods and services in accordance within timescales set and agreed with budget holders to support programs

Provide technical and strategic support in supply chain to ensure “value for money”.

Develop, implement and review procurement strategy and policies and manage and drive best practices and operational efficiencies for the benefit of the Institute.

Ensure monthly supply chain management reports, trackers, analysis are prepared to support strategic objectives

Support managers in implementing polices and processes on matters related to buying, sourcing, transport/fleet management, asset management, facilities management, systems development, risk management, warehousing and distribution of supplies.

Asset management

Ensure that the office asset register is well maintained

Ensure that all assets have been issued a unique identification number and tracked on a central Asset Register

Ensure regular updating of the asset register whenever transfers, disposal, changes in condition and procurement take place with details of that transfer, disposal etc.

Coordinate a full physical verification of asset register at least once a year to verify that assets are in place and in good condition.

Warehousing:

Ensure effective control and documentation support for the procurement coordinator.

ICT systems management

Provide supervision for the Communications and IT Officer to execute roles as described in the officers’ JD.

Ensure innovation to make IT an enabler for the achievement of WRM’s strategic priorities

Supervise timely and value for money IT related purchases;

Staff management:

Manage the corporate services team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly

Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff

Manage the performance of all staff in finance and administration through:

Effective use of the performance management system including establishment of measurable objectives, periodic reviews and fair and unbiased evaluations;

Coaching, mentoring and other developmental opportunities;

Recognition and rewards for outstanding performance;

Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans

Knowledge, Skills, & Abilities

At least 7 years' experience at manager level; or 4 years at manager level and 3 years at senior manager level in a busy organization in finance, grants and administrative services management

Demonstrated experience in strategic level engagement for NGO sector in Finance and Administration for institutional development with strong business acumen and the ability to contribute to strategic decisions

In-depth knowledge of human resources management and employee relations;

Experience in managing a budget of over $2.5 million annually

Progressive responsibility in administrative services or programme support operations

Strong organizational and management skills including problem solving Excellent experience of computerized accounts packages/ERP systems, Excel, QuickBooks, etc

Excellent understanding of business and financial planning including strategic modelling

Excellent analytical skills – ability to analyze complex financial data and design and produce effective management information

Excellent understanding of financial systems and procedures and experience with major donors such as USAID, ECHO, DFID, NORAD, UNICEF, GIZ, WFP etc.

Knowledge of IT system management (added advantage)

Proven and significant experience in procurement and contract management, including an ability to review procurement demands and trends, and to develop procurement strategies

Experience with strategic sourcing, developing category strategies