Administration Manager Finance

LINDA GATAKAA

Tel: +254********* Email: *****.*******@*****.*** P.O. Box 551**-*****, Nairobi, Kenya EXECUTIVE SUMMARY

A Finance and Accounting professional with in-depth skills to appraise an organisation's financial position, and issue periodic reports on an organisation's financial stability, liquidity, and growth. CORE COMPETENCIES

Financial reporting/managing budgets/internal controls/Financial modelling/operational Efficiencies/Performance management/Tax matters.

EXPERIENCE

Finance & Administration Manager Muthaura Mugambi Ayugi & Njonjo Advocates June 2019 - Present

MMAN Advocates is a leading Kenyan Corporate law firm that aims to provide innovative and meaningful legal solutions for its clients.

Reporting to: Managing Partner

Responsibilities:

I. Leadership:

● Ex-officio member of the Finance committee, IT committee and HR committee;

● Maintain the minutes, records and information relating to the MMAN board meetings. II. Financial Management:

● Prepare MMAN financial action plans, annual work plans, budgets and strategic plans through participatory approaches. Currently managing a USD 2M budget;

● Prepare annual procurement plans, M&E plans and training plans and ensure their implementation;

● Maintain books of Accounts: preparation and submission of operational and financial reports to the Board on a monthly basis;

● Ensure response to all audit queries by both the internal and external auditors;

● Ensure that appropriate accounting practises, processes, controls and procedures are implemented and adhered to. This includes processes and controls over billing, financial reporting, maintaining the general ledger, profitability analysis, budgeting and forecasting, variance analysis, income tax planning, trust accounting, year-end audits and other financial management functions. In time here, costs have drastically reduced by an average KES 2M per year;

● Oversee preparation of management accounts, respond to inquiries and provide all required financial support to the Managing Partner, Heads of practice groups and Partnership Board;

● Oversee report preparation and presentation of the status of the Firm’s revenue, unbilled work in process, accounts receivable, collections, realisation rates, billable hours, and cash position; III. Budget support:

● Oversee budgeting and forecasting activities;

● Make presentations of the Firm’s budget to Managing Partner and Partnership Board;

● Continuously monitor and manage Firm’s approved budget throughout the year; IV. Controls:

● Oversee development and implementation of new procedures and policies to enhance the workflow within the Finance department and across the firm. In the time i have been in this role, workflow improvement is at 90%;

● Ensure compliance with all financial policies and procedures; V. Vendor Management:

● Manage the purchase of office supplies; ensure inventory control, records storage, reception services, mail, messenger and other facilities management functions;

● Supervise and work with landlords, real estate brokers or consultants as required and review and monitor the lease for office space to ensure compliance with all terms and conditions;

● Procure insurance and ensure all insurance contracts for equipment, medical and professional indemnity are up to date;

● Oversee and direct all daily office operations including travel, hotel bookings, cleaning and functioning of equipment such as printers/copiers;

● Supervise five (5) staff within the function, providing general and/or specific supervision and instructions to messengers, clerks and receptionists;

● Manage the Firm’s infrastructure and be responsible for its efficient use and effective operation, including the office space, library, facilities, and ICT systems;

● Manage making of approved payments of administrative services to suppliers including utilities, memberships, insurance, training, licences, seminars etc. Accountant Muthaura Mugambi Ayugi & Njonjo Advocates Jan 2018-May 2019 MMAN Advocates is a leading Kenyan Corporate law firm that aims to provide innovative and meaningful legal solutions for its clients.

Reporting to: Chief Operations Officer

Responsibilities:

I. Financial Management:

● Ensured that appropriate accounting practises, processes, controls and procedures were implemented and adhered to. This included processes and controls over billing, financial reporting, maintaining the general ledger, profitability analysis, budgeting and forecasting, variance analysis, income tax planning, trust accounting, year-end audits and other financial management functions. This led to overall process improvement of 80%;

● Facilitated the payment of vendors and managed accounts payable;

● Oversaw all accounting activities including entries to the general ledger and ensured annual accounts were prepared and financial reporting deadlines met;

● Interacted and assisted the internal and external auditors in completing audits;

● Reviewed and confirmed the bookkeeping activities as done by the assistants;

● Represented the firm in dealings with banks, tax authorities and other financial related firms/institutions;

● Managed payroll and all controls over payroll;

● Prepared management accounts, responded to inquiries and provided all required financial support to the firm;

● Oversaw, monitored and generated reports on the status of the firm’s revenue, unbilled work in process, accounts receivable, collections, realisation rates, billable hours, and cash position; II. Banking

● Ensured routine and monthly banking activities are performed in a timely and accurate manner this includes bank reconciliations, preparation of cheques, Electronic Funds Transfers; III. Budget support

● Managed a budget of USD 1.75M - 2M and presented the same to the Partnership Board

● Continuously monitored and managed firm’s approved budget throughout the year; IV. Controls

● Assisted in development and implementation of new procedures and policies to enhance the workflow within the Finance department and across the firm by 90%;

● Supervised and Instructed staff within the function. Conducted performance appraisals and provided general and/or specific supervision and instructions as appropriate;

● Ensured compliance with all financial policies and procedures;

● Performed Tax planning and compliance to all tax and statutory requirements including VAT, WHT, PAYE, NHIF, NSSF etc.;

● Performed ad hoc projects and other job-related duties as necessary; Finance Manager Daraja Microfinance Bank Aug 2015- Dec 2017 Daraja Microfinance Bank is a Kenyan Microfinance bank licenced by CBK to take deposits and give loans. Reporting to: Chief Executive officer

Responsibilities:

● Sourced for funds upwards of USD 1M from potential investors to fund growing business;

● Ensured compliance with organisational and statutory financial policy requirements;

● Prepared monthly and annual reports on a regular basis and submitted to C.E.O.;

● Secretary of the Asset and Liabilities committee;

● Made recommendations for updates of financial policy and procedures as necessary;

● Prepared CBK report and submitted returns;

● In consultation with the CEO, maintained and operated bank accounts to ensure efficient management of financial resources;

● Forecasted cash flow requirements and initiated interbank transfers to meet cash needs;

● Ensured all necessary reconciliations are done within the set deadlines. The reconciliations included among others: bank and cash books, debtors, creditors;

● In consultation with the CEO and heads of department, ensured preparation and maintenance of organisation’s financial forecast and more particularly:

Annual budget

Annual budget variance

Five-year business plan

● Ensured compliance with existing accounting policies formulated by management and International Standards Accounting policy;

● Coordinated and resolved various issues with banks such as cleared cheque differences, bank fee anomalies, reconciling items and enhancements to online services;

● Outsourced and coordinated installation of a sound internal control system that safeguarded against accounting errors; ascertained completeness in records by 90% and safeguarded the organisation’s assets against avoidable losses;

● Coordinated with the Chief Executive Officer, Operations manager and Credit manager for seamless flow of funds at the bank and other banking channels; Accountant East Africa Scope insight BV April 2014 - Aug 2015 SCOPE insight is the first rating organisation in Agriculture, Aquaculture, Dairy/livestock and Forestry. They assess the creditworthiness of producer organisations by profiling their organisational performance Reporting to: Country Director

Responsibilities:

● Ensured accurate, timely financial data capture on a weekly/monthly basis;

● Recorded, Managed and oversaw external and internal receivables and payables;

● Prepared monthly financial analytical reports for management information;

● Prepared of staff payroll;

● Facilitated and reported on company multi-currency bank reconciliations;

● Tracked the posting of data in the system and ensured data was adequately supported by documents of original entry;

● Ensured all company tax obligations were met and complied with on a continuous basis;

● Facilitated company audit through preparation of draft financial statements and related schedules;

● Evaluated the impact of foreign exchange transactions on the business by ensuring best rates were obtained;

● Offered invoices to clients and followed up on payments;

● Coordinated consultants’ payments;

● Maintained project budgets, related cost and reported on project profitability;

● Liaised with external auditors during interim and final audit; Senior Finance officer Sidian Bank (formerly K-Rep Bank Ltd) Jan 2010 - Mar 2014 Sidian Bank is a Kenyan bank that empowers entrepreneurs to create wealth through provision of transformational financial solutions

Reported to: Finance Manager

Responsibilities:

● Analysed income and expenses to ensure they were posted and reported appropriately;

● Compiled and analysed financial information to prepare financial statements including monthly and annual accounts;

● Handled the bank reconciliations;

● Handled internal and external auditors and prepared audit schedules and answering audit queries;

● Prepared and submitted statutory deductions like N.S.S.F, N.H.I.F, H.E.L.B, PAYE;

● Prepared budget comparison reports for the branches on a monthly basis and invested any variances;

● Maintained the fixed asset register and schedules;

● Assisted in preparing payroll;

● Prepared loan insurance schedule and forwarded the same to the insurance company; Finance officer Sidian Bank (formerly K-rep Bank ltd) Jul 2005 - Dec 2009 Sidian Bank is a Kenyan bank that empowers entrepreneurs to create wealth through provision of transformational financial solutions

Responsibilities:

● Prepared end month schedules to reconcile company activities with the trial balance;

● Managed and reconciled bank accounts and correspondence accounts;

● Ensured timely processing of payments and reconciling daily payments;

● Oversaw loan processing and disbursements to the branches;

● Ensured information in the core banking software was accurate for the 3 branches worked under;

● Monitored cash management and ensured the branch holds cash to the approved limit;

● Maintained the unpaid claims schedules;

● Followed up on death claims payments from the insurance company;

● Ensured all prepaid payments and accruals were passed every end month and updated a schedule of the same;

Accounts Clerk K-rep Bank ltd Dec 2003 - Jun 2005 Sidian Bank is a Kenyan bank that empowers entrepreneurs to create wealth through provision of transformational financial solutions

Responsibilities:

● Reconciled of bank statements against the ledgers;

● Processed loans for group clients;

● Processed savings refunds;

● Maintained loan insurance data for the assigned branches;

● Reconciled on interbank ledgers;

Accounts Clerk Madison insurance Jun 2002 - Nov 2003 Madison Insurance is a Kenyan Insurance company good at designing coherent and intelligent insurance coverage for even the most complex portfolios

Responsibilities:

● Reconciled bank statements against the ledgers;

● Managed petty cash and imprest to staff;

● Managed documents i.e cheques, Vat and Withholding;

● Maintained books of account – cash books;

● Facilitated payment of utilities and maturity claims; ADDITIONAL SKILLS

Executive leadership Risk Management in Agricultural Finance Salaries & payroll management MS Office applications T-24 ORBIT-R Bankers Realm banking software Easy Payroll Exact online accounting software Quick books Email and Internet. EDUCATION

Master of Business Administration (Finance) University of Nairobi Dec 2014 Bachelor of Business Administration (Finance) Kenya Methodist University July 2012 Certified Public Accountant Kasneb Dec 2010

Certified securities and Investment Analysts (CSIA)-PART 2 Dec 2013 MEMBERSHIP

• Member of Institute of Public Accountants of Kenya -ICPAK REFEREES

Mr. Anthony Munialo

Clearing Manager

First Community Bank

Tel: 072*******

********@***.**.**

Miss. Lilian Muchiti

Group Finance Manager

Riara group of schools

Tel: 072*******

********@************.**.**

Gladys Muriithi

Consultant

Dencam Consults Ltd

Tel: 072*******

****.******@*****.***

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