Deputy Director – Finance and Administration

Job Title: Deputy Director – Finance and Administration
Grade: 5
Salary Scale: Kes 135,000 – Kes 230,000
Employment Type: Full-Time
Job Location: Nairobi with 30% travel to the project sites
Reports to: Executive Director
Direct Reports: Finance and Administration Officers.
Contract Details: One (1) Year Renewable Subject to Availability of Funds and satisfactory performance

Organization’s Background

Light Up Hope-Africa is a non-profit, global orphan initiative whose Mission is to provide healing, orphan care and light a path out of poverty for the most deserving within the communities we serve. This is achieved through the provision of educational scholarships, learning resources, Food, youth mentorship and community Development and Empowerment.

Job Summary:

Reporting to the Executive Director, the Deputy Director – Finance & Administration will oversee finance, administrative, procurement, logistics and human resources functions for LUH-Africa, ensuring effective and compliant financial management and operations for the seamless implementation of program activities. S/he will lead collaboration between technical and operations staff. In addition, he/she will be responsible for enhancing financial reporting and analysis systems to provide accurate and
timely financial information to the management.

Main Duties & Responsibilities:

Financial Management

• Oversee the organization’s budget, ensuring that financial resources are allocated appropriately, and monitoring spending to stay within the approved budget.
• Prepare cash projections for all the programs including admin.
• Collaborate with LUH-Africa management to develop budgets, financial strategies and long-term financial plans to support the organization’s goals and objectives.
• Maintain accurate and timely financial information and ensure cost control of all tasks and assignments to achieve the project objectives.
• Ensure that all financial reports and statements are developed and presented financial information to the management and relevant stakeholders.
• Prepare expenditure analysis for all the activities of the organization.
• Review all vouchers prepared by the accountant/finance officer (disbursement, receipt and general journal vouchers) for expenditures and ensure that expenses are reasonable, allowable and allocable as per the approved budget.
• Coordinate payment of invoices ensuring that they are cleared within a set timeframe.
• Review and approve fund request to ensure accountability
• Take part in resource mobilization by participating in proposal writing advising the management on finance and administration part of it.

Procurement

• Coordinate and oversee program tendering and procurement activities ensuring strict compliance with procurement policy and donor regulations.
• Ensure that procurement of goods and services is carried out and documented in compliance with the local laws and organizations policies and procedures.

Quality Assurance and Compliance

• Serve as the management’s advisor regarding processes and compliance on finance, administration, logistics, and procurement.
• Serve as the primary point person for coordination of internal and external audits.
• Monitor finance, administrative, procurement, logistics, and HR actions, assess operational risks, and propose mitigation strategies.
• Ensure that appropriate checks and balances (separation of duties) are maintained, and that staff carry out responsibilities in line with the approved schedules and budgets.
• Ensure that financial transactions, including payroll and remittances to local authorities, are carried out and documented in compliance with LUH-Africa policies and procedures.
• Ensure the development of all required financial reporting to management ensuring quality, compliance and accuracy of all financial information reported.
• Responsible for providing training and capacity-building to staff, partners, and service providers on compliance with LUH-Africa’s rules, regulations, and processes.

Tools and Systems

• Lead the development and review of customized manuals, policies and procedures relevant to finance, procurement, HR, logistics and procurement.
• Ensure that adequate internal controls and risk management procedures are in place and oversee its implementation.
• Ensure staff follows best practices in file management across finance, administration, procurement, and HR.
• Ensure that the programs’ team in budgeting and activity planning.

Personnel Management and Cross-team Coordination

• Line manage accountant, procurement, logistics, admin and HR officers.
• Ensure the establishment of strong relationships with stakeholders including service providers.

Reporting and communication

• Provide regular updates and reports to the management on financial and administration matters.
• Coordinate the development of all the financial reports related to organization’s operations.
• Promote transparency and open communication within the organization, ensuring that relevant information is shared with stakeholders.
• Review all finance reports prepared by the accountant before they are submitted to the management.

Capacity Building, Collaboration and Learning

• Training of programme staff, enumerators and any government officials engaged in Light Up Hope-Africa’s programmes on admin policies and procedures.
• Manage and regularly update a repository of all admin reports.

Light Up Hope Code of Conduct and Associated Policies

• Adhere to the standards of conduct outlined in Light Up Hope’s Code of Conduct and its Associated Policies
• Support and promote the standards outlined in the Light Up Hope’s Code of Conduct and its Associated Policies to the various stakeholders.

Accountability:

• Promote and ensure compliance with the organizations’ policies, guidelines and quality criteria.
• Ensure that all staff are familiar with the principles underpinning accountability and quality standards.

Reporting

• The Deputy Director will report to the Executive Director. S/he will collaborate closely with the deputy Director programs and the Chief Operating Officer based in the USA.

Supervisory Responsibility

• The Deputy Director will directly supervise the accountant and procurement, admin and logistics officer.

Qualification

• At minimum, a university degree in Business, Management, Finance, Accounting, or appropriate field. Master’s degree is highly preferred.
• Minimum of five (5) years of experience, with at least ten (2) years of experience in management roles of progressive responsibility, overseeing project finance and accounting for a donor funded project.
• Experience working within the NGO sector is a must.
• Demonstrated experience in financial management tasks such as developing/updating budget projections.
• Demonstrated recent experience overseeing procurement of goods and services.
• Prior experience supervising staff.
• Experience handling or overseeing internal and external audits Skills
• Strong leadership and supervisory skills.
• Strong project management skills
• Strong systems and strategic thinking skills and ability to set up strong management systems, processes, and tools.
• Good understanding of standard Microsoft Office programs such as Word, Excel, and Outlook and finance/accounting software used to track transactions.
• Ability to communicate/collaborate effectively across cultures and project functions, including with team members based in other countries.
• Critical thinker and self-starter, able to work with minimal supervision and within established deadlines.
• Willing to perform assigned and additional duties and work under unpredictable
  conditions.
• Professional fluency in English.

Disclaimer: This job description is not exhaustive and may be revised by the line manager from time

to time.

Equal Opportunity

Light Up Hope’s is an equal opportunity employer that is committed to diversity and inclusion within the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Light Up Hope makes hiring decisions based solely on qualifications, merit, and the general needs of the organization at the time.