Finance and Administration Manager

Country: Kenya

Organization: LVCT Health

Closing date: 21 Aug 2023

Background

LVCT Health is an established Kenyan NGO that is renowned for the implementation of health programs at scale in Kenya. Through its vision of Empowered, Healthy and Resilient Communities, LVCT Health is a leader in designing and implementing innovative HIV prevention and treatment approaches, sexual and reproductive health and gender-based violence programs reaching the most vulnerable populations. LVCT Health works with the government and other stakeholders at the national and county levels.

LVCT Health seeks to fill the position of a Finance and Administration Manager, in anticipation of an award of the USAID-funded Kenya Tuberculosis Program Support Activity (TBPSA), anticipated to start in early 2024. The proposed USAID’s Tuberculosis Program Support Activity (TBPSA) project will support the Ministry of Health (MoH) to control and prevent tuberculosis (TB) in Kenya. The program will cover diagnosis of TB, treatment of diagnosed patients and prevention of transmission of TB, besides spearheading introduction of new technologies and approaches, and sustain the gains made in control of TB in Kenya

Recruitment is contingent upon successful award of the project to LVCT Health and final USAID approval of the candidate.

Job purpose

The Finance and Administration Manager (FAM) will report to the COP and will be responsible for overseeing all aspects of budgeting; financial management and reporting; contract/sub-award procurement and management; asset management, logistics, and prime award compliance with terms and conditions of the award. The FAM will work with the anticipated award Senior Management to ensure that the anticipated award staff have the financial and administrative support required to deliver on the requirements of the award.

Specific Roles & Responsibilities

Leadership and Administration

• Advise senior leadership regularly on financial and related matters.


• Provide technical assistance, as needed, to local partners and LIPs


• Design systems and processes that provide appropriate levels of security and control of project assets, resources, and operations


• Provides overall administrative leadership for project operations, including logistics and procurement


• Supervise departmental staff in the project in terms of timesheet review, leave management, and appraisal reviews.


• Provide oversight in the general administration of office operations


• Hold regular team meetings review the progress of the department under the project


• Provide support for the Procurement division, ensuring all procurements are done, and the procurement plan is executed. Ensure Invoices/suppliers are paid as per policy.

Financial management

• Prepare and/or update manuals outlining policies, processes, and procedures for financial systems


• Ensure proper accounting of all project transactions using LVCT Health’s accounting system and in line with local and funding agency requirements


• Establish and maintain sound and transparent accounting and fiscal control procedures for financial and sub-award aspects of projects


• Manage banking operations and reconciliations


• Develop, analyze, and monitor program budgets; monitor and track obligations and expenditures against budgets


• Prepare and submit annual, quarterly, and any ad hoc financial reports to Donors


• Monitor monthly cash needs ensuring cash requirements of the project and sub-awardees are met


• Perform final financial reviews of sub-award budgets prior to approval


• Manage cash flow, oversee weekly payments, and approve general ledger and bank reconciliations


• Maintain a filing system for financial documents in readiness for audits or reporting purposes and participate in financial audits


• Work closely with Internal Audit & Compliance Manager and external auditors in the review of project financial management and development of strategies to reduce financial risk


• Ensure program work is supported as expected


• Provide oversight on imprest management, including issuing advances, surrender submission, and reconciliation of imprest accounts

Compliance and Audit Oversight

• Assess and monitor compliance with institutional and donor policies and procedures through field visits and management report reviews


• Ensure that regular and comprehensive risk and cost-efficiency analyses are conducted

Required Qualifications, Skills, and Experience

• A Master’s degree in Business Administration, Accounting, Finance, Commerce, Human Resources, or other relevant fields.


• Certified/Chartered Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), or equivalent qualification is required for this position.


• A minimum of 10 years of experience supervising overall financial and administration operations of donor-funded activities (e.g., teams of human resource, logistics, grant/contract, and finance staff) of similar dollar value


• Demonstrated financial management, analytical and computer skills, with emphasis on budgeting and financial analysis.

Knowledge, Skills, and Abilities

• Experience in USG rules & regulations


• Strong interpersonal and influencing skills;


• Demonstrated ability to work with teams operating at a distance successfully;


• Excellent written and oral presentation skills


• Ability to work under tight deadlines.


• Should demonstrate a positive attitude and behavior that aligns with program values

How to apply

Interested and qualified candidates are invited to submit their applications and CV along with a cover letter expressing interest and indicating Salary history and expectations to recruitment@lvcthealth.org. The position applied for and reference number should be clearly indicated on the subject line and cover letter; Female candidates are encouraged to apply.

The closing date is Monday August 21, 2023. Only short-listed candidates will be contacted.

LVCT Health is an equal opportunity employer. Please visit our website www.lvcthealth.org for more information about the organization.

LVCT Health DOES NOT CHARGE any fee whatsoever in any part of the recruitment process.

LVCT Health is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, stigma and discrimination of individuals of various diversity, lack of integrity and financial misconduct. LVCT Health expects all staff and volunteers to share this commitment. Failure to adhere will result in disciplinary action.