Financial Management
Responsible for establishing financial management practices for the East and Horn of Africa (EHA) region in alignment with CIVIC policies
Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor policies and procedures
Ensure fund availability and verify that all procurement actions are compliant with both client and internal financial management guidelines
Ensure that all accounting data is updated and reconciled on time and fully supported with backup documentation
Responsible for the timely processing of staff payroll, allowances, and other reimbursements
Monitor program and operational forecasting
Maintain cash controls to ensure supply of adequate funds
Design and write budget narratives for internal and external proposals and projects
Design, develop, monitor, and report on regional internal budget and operational budget
Support the preparation, monitoring, review and revision of budgets as needed, in close coordination with the regional field director and HQ
Meet financial reporting requirements, ensuring that all financial reports are submitted before deadline
In coordination with HQ, ensure accurate and smooth month and year-end closing and reporting within agreed upon schedules
Provide financial status of project expenses and budget information as requested
Ensure compliance with local laws, particularly on withholding taxes
Coordinate with Program Manager(s) to establish proper controls and monitoring for grants management
Ensure and routinely test for maintenance of audit-ready documentation
Oversee and provide all necessary documentation for financial auditing
Operations Management
Management operations for Nairobi office and forthcoming offices, in alignment with internal policies
Manage physical offices and liaise with building management
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
Keep track of CIVIC assets (technology equipment, etc.)
Control official correspondence including fax and mail dissemination
Serve as first point of contact for staff with technical issues
Manage technological needs within the program office and ensure all staff are equipped and have an understanding of how to use CIVIC-approved technologies
Troubleshoot technical issues including internet, phones, printers, network, etc.
Manage supplies and approve staff requests for furniture, equipment, and other supplies
Human Resources
Manage new hire employment certification, benefit enrollment, and other paperwork for staff and local consultants
Together with team, oversee in-house benefits administration including processing monthly benefits and serving as point person for all staff inquiries
Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc.
Prepare contracts and additional paperwork for consultants
Liaise with HQ to ensure close communication and consistency of processes, as well identify HR needs and requirements
Monitor consultancies to ensure prompt payment of fees
Other
Coordinate CIVIC Kenya Board meetings and any other country board
Skills/Qualifications
Minimum of 7 years financial management and bookkeeping experience, including budgeting, forecasting, accounts payable, accounts receivable, payroll, general ledger, and financial reports
Minimum of 5-7 years operations and human resources management experience, including oversight of benefits, taxes, insurance, assets, and property
Kenyan residency or citizenship required
Strong command of English required, in both verbal and written communication
Understand local labor law, human resources, and facilities regulations
Experience working with international NGOs (INGOs)
Understanding of Kenyan Revenue Authority requirements (how to file PAYE TAX, tax returns, etc.)
Knowledge of the NHIF and NHSS of Kenya
Ability to manage several tasks concurrently with tact and professionalism
Maintain strict confidentiality around sensitive CIVIC matters
Excellent interpersonal skills
Excellent Microsoft Office skills, particularly Excel
Experience managing multi-year grants with large funders preferred
