Director of Finance- SCI/FIN DIR/NRB-04

DIRECTOR OF FINANCETEAM/PROGRAMME

Kenya Country Office Senior Management Team

LOCATION:Nairobi

GRADE**: Executive**

POST TYPE:National or International

Child Safeguarding:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE: As a member of the Senior Management Team (SMT) in Kenya, the Director of Finance shares in the overall responsibility for the direction and coordination of the Country Office (CO). The Director of Finance in his/her capacity is responsible for finance administration, fiscal management, grant management, and financial and grant reporting, in both emergency and development programming contexts

SCOPE OF ROLE:

Reports to:Country Director

Dimensions:Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million

Staff directly reporting to this post: 4 KEY AREAS OF ACCOUNTABILITY:

As a member of the Senior Management Team, contribute to:

· Leadership of the Kenya Country Office

· Support the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for children and excellent customer service for our Members and donors

· Help design and implement a coherent organizational structure that is consistent with agency practices and appropriate to programme needs

· Help establish, maintain, and improve active and regular working relationships with: host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs

· Ensure Kenya Country Office complies with all Save the Children Management Operating Standards and Standard Operating Procedures

· Ensure that all required support is provided promptly, at scale and in line with the rules and principles during humanitarian responses, working closely with the Regional Office

Planning and Budgeting

· Assist the Country Director (CD) in the management /administration of the Country Office resources and its sub-offices including (a) the formulation of country work program and resource allocation, (b) providing effective support and guidance to the Senior Management Team and other key program staff during planning and allocation exercises; (c) monitoring implementation of donor agreements and resource utilization. Highlight variances, provide analyses and recommend resolution or reallocation of resources

· Work along with the Director of Program Operations, Director of Member Service and the Director of Program Development and Quality in developing plans to meet funding and programming needs. This includes diversification of funding resources

· Identify and effectively manage all key risks, especially financial, related to delivering the Country Office program. Develop mitigation plans at proposal stage.

· Ensure correct level of budget authority exists within Country Office

· Manage financial aspects of budget development for new proposals

· 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 budget holders understand their responsibilities (e.g., through training)

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

· Work with the Director HR to establish equitable staff compensation policies and practices within the approved budget and donor requirements

· Work with the SMT and the Director HR design and implement a coherent organisational structure that is consistent with agency practices and appropriate to approved budget and program needs

Financial Accounting, Reporting, and Control

· Manage the Country Office financial systems and provide the SMT and all budget holders a monthly update on the budget variance analysis

· Ensure, together with the Director of Program Operations and the Director of HR, Admin and IT, that systems are in place for the control of all assets, funds, equipment, property, and facilities; submit timely financial reports to centre, Regional Office and donors as required

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

o Annual accounts and tax statement preparation;

o Accounting and management information systems;

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

o Financial procedures during emergency responses, including meeting all relevant responsibilities in the Rules and Principles for Emergency Response;

o Expenditure procedures, especially around procurement;

o Documentation of all controls and procedures;

o Finance training for staff in the field and partners as necessary;

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

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

· Ensure quarterly effort reporting is prepared with major variances discussed with Regional Office and centre

· Coordinate submission of control 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

· Coordinate and assist CD during any internal or external audits

· Ensure monthly financial reviews (MFRs) are prepared, reviewed with SMT, and submitted to Regional Office regularly

Awards Management

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

· Work with budget holders to estimate funds request on a timely basis to ensure resources are in place for carrying project activities

· Ensure Country Office treasury operations are adequately managed

· Ensure timely and accurate information is provided through Grants Management systems

· Oversee and monitor finance aspect of sub grantees/ grants as required per SC policies and procedures

· Develop sub-grantees through training and capacity building

· Ensure that donor financial reports and additive reports align

Staff Management, Mentorship, and Development – Finance

· Ensure appropriate staffing within finance

· Ensure that all staff understand and are able to perform their role in an emergency

· Manage finance 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.

· Incorporate staff development strategies and Performance Management Systems into team building processes. Establish a results-based system and follow up mechanisms

· Ensure adequate segregation of finance duty within Country Office Manage the performance of all staff in the finance work area through:

o Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

o Coaching, mentoring and other developmental opportunities;

o Recognition and rewards for outstanding performance;

o Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans

SKILLS AND BEHAVIOURS (our Values in Practice)

COMPETENCIES AND SKILLS

Leading

Leading and Inspiring Others

Demonstrates leadership in all our work, role models our value, articulates a compelling vision to inspire others to achieve our goals for children.

Leading Edge

· Creates and engages others in a shared vision and strategy that will deliver more for children.

· Acts with integrity and walks away from major opportunities if these are not aligned to the organisations values.

· Inspires people to reach the highest standards of performance and a sense of pride in belonging to the organisation.

Thinking

Problem Solving And Decision Making

Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organisation and making appropriate judgements.

Leading Edge

· Identifies and addresses root causes of Long-term problems facing the organisation.

· Brings in external perspective to ensure strategic decision making remains relevant and future focused.

· Provides a strategic framework to support decision making across the organisation.

· Explores and analyses external trends and their potential impact on strategic choices.

· Takes calculated risks and has the courage to stand by decisions despite resistance.

Engaging

Networking

Builds and uses sustainable relationships and networks to support the work of Save The Children.

Leading Edge

· Role models transparency and openness when engaging with others.

· Drivers external networks and partnerships in the sector and beyond.

· Aligns and builds networks and alliances to reflect global shifts and opportunities.

· Gathers intelligence from external networks to influence the medium and longer term impact of our work with children.

QUALIFICATIONS AND EXPERIENCE

• Recommended a minimum of 7 years management experience in a corporate or an NGO environment, of which 3 years at a management level within the finance department of a national or international organization


• Experience with working in an emergency context


• CPA or equivalent degree (CA, ACMA, ACCA) strongly recommended


• Excellent understanding of business and financial planning including strategic modelling


• Excellent analytical skills – the ability to analyse complex financial data and design and produce effective management information


• Excellent experience of budgeting and budget management


• Excellent understanding of financial systems and procedures


• Strong business acumen and the ability to contribute to strategic decisions


• Excellent experience of computerised accounts packages, Excel, PowerPoint and Word


• Experience of general administration work


• Strong communication and interpersonal skills


• Ability to manage a complex and diverse workload and to work to tight deadlines


• Ability to build a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary


• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies


• A full appreciation of the value of co-operation, both internationally and within a team environment


• Understanding of Save the Children’s vision and mission and a commitment to its objectives and values


• Written and verbal fluency in English. Similar skills in Kiswahili and other local languages an advantage


• Willingness to travel to Save the Children’s field offices and operational areas on a regular basis