Head of Finance and Administration

WORK CONTEXT

Cesvi opened a coordination office in Nairobi to supervise the projects in the country and to support the staff in Somalia at an institutional level.

In Kenya Cesvi is actually working in a development project founded by EU focused on Child Protection. The area of involvement concerns the abolishment of every form of violence towards minors in the National Justice System in 6 counties across Kenya.

In Somalia, in the regions of Hiraan, Galmudug,and Banadir, Cesvi is involved in the mother-child health emergency with activities that ensure adequate access to primary care, the fight against child malnutrition and vaccine campaigns for rural and urban populations. Health actions are integrated with programs aimed at increasing self-support for families and the resilience to shocks caused by natural or man-made disasters. In the capital Mogadishu, Cesvi is working on water sanitation, emergency waste disposal and child health

JOB DESCRIPTION

1. She/He will assist the international and national staff in complying with:

a) the Organization’s administrative procedures ( Overseas Offices Administration Manual, Manual of Procurement Procedures, Logistics Manual).

b) rules established by the different donors, paying special attention to the procurement and reporting procedures;

c) country regulations, paying special attention to the taxation and labour laws.

1. She/He will manage with the support of her/his international and national staff in preparing the required material for the auditing foreseen by the country legislation and for the project audit, where requested by the donor.


2. She/He will also assist the auditors in the activities they are in charge of.


3. She/He will contribute to the efficient organization of the office and will correctly file both the necessary project documents and the evidence of the activities outside the project – specially contracts, expenses receipts and other useful documents, both in paper and computerized.


4. She/He will guarantee the correct and prompt expenses allocation (Prime Entry) as well as the thorough administrative control of the different projects/programs she/he is in charge of.


5. She/He will punctually prepare the project periodical and final documentation (Prime Entry and expenses receipts requested) following the rules established by the donors and the requested Headquarters procedures.


6. When a project is locally financed she/he will draw up a financial reports for all the projects and send them to the Headquarters to check they agree with the donor’s guidelines. Afterwards she/he will send it to the Country Representative/Project Manager so that they can be forwarded to the donor.


7. In case the Headquarters explicitly request him so, she/he will see to the correct and prompt drawing up of the project/programs financial report in accordance with the donor’s forms and guidelines. She/He also elaborates the final financial report and sends it to his manager.


8. She/He will work with the manager ( PM or sector) in preparing the cash flow an and in monitoring le expenses’ final and estimated trend.


9. In the procurement process she/he will verify the administration compliance or in case of need she/he will have more involvement in the processes themselves as being part of the procurement process operations regarding goods, works and services, ensuring that the Organization’s procedures, the local regulations and the donor’s guidelines are accomplished (see Procurement Procedures Manual).


10. In agreement with the Country Representative/Project Manager, she/he will take care of the relations with suppliers, banks, administrative and social security institutions in the country.


11. By explicit and written proxy from the Country Representative/Project Manager she/he will sign contracts of current bank accounts:


12. on demand of the project activities;


13. on demand of the local office, in accordance with the Headquarters and after their explicit authorization.


14. Regarding the local staff management and by explicit assignment from Regional Representative:

a) she/he will participate in the selection of the local staff members, and for administration and accounting position will be responsible of the process ;

b) she/he will responsible of the local staff’s training; in the basic element of administration

c) she/he will verify that local staff members follow the organization procedures (Administrative Overseas Offices Manual;

d) she/he will control administrative procedures carried out by local staff or by the expatriate staff members who may have been assigned administrative tasks;

1. She/He will be very careful with storing and controlling the confidential information she/he acquires by means of her/his position.


2. She/He will assist the Headquarters in the administrative management of contractual issues with the expatriates in the area:

a) Supervising the Booking air-tickets (if necessary)

b) Managing, in accordance with the Headquarters, the possible benefits to be paid to them there.

1. She/He will be requested to monitor and supervise the administrative staff locally based ( Somalia) with frequent missions;


2. She/He will be plannning with the different managers the HR and RC sharing costs of the Regional Office;


3. She/He will act as a liaison between the field teams and the finance & grants team in Nairobi to ensure effective implementation of systems.

ESSENTIAL COMPETENCIES

At least 5-8 years’ experience in financial management ideally within an international non-governmental organization (INGO). Knowledge of Somalia would be an advantage;

Experience with program management of institutional donors projects (i.e., ECHO, EU, USAID, DFID, etc.);

Demonstrable financial and budget management experience, including the ability to train and mentor staff on project financial and logistic management;

Experience as a budget holder;

Significant knowledge of international humanitarian systems, institutions and donors and of procedures, accountability frameworks and best practices in emergency management;

Significant knowledge and experience of logistic management and procurement procedures;

Ability and willingness to travel regularly into the field in Kenya and especially in Somalia;

Proven team working skills, adaptability and flexibility;

Proven ability to work under stress and with tight deadline;

Strong communication skills;

Excellent written and spoken English;

Excellent IT skills.

DESIRABLE COMPETENCIES

Master’s degree in development, NGO management in economic and logistic or equivalent work experience;

Experience working in emergency contest especially in East Africa;

Experience running development and emergency programs and field-level project implementation.

DURATION3+3 months

SALARY RANGE

TBD