SENIOR FINANCE MANAGER _ Sisters of the Good Shepherd (RGS)

POSITION: SENIOR FINANCE MANAGER
DUTY LOCATION: NAIROBI, SOUTH B,
TYPE OF CONTRACT: FIXED
DURATION: ONE YEAR (RENEWABLE BASED ON PERFORMANCE)
REPORTS TO: DIRECTOR

BACKGROUND
The Congregation of Our Lady of Charity of the Good Shepherd / Sisters of the Good Shepherd (RGS), Eastern Central Africa Province (ECAP), is an international apostolic religious Institution whose mission of reconciliation reaches out to those who live in vulnerable conditions, especially women, girls and children. In the Province (Kenya, Uganda & DRC), the ministries (programs) are broadly classified into five main areas: Education, Health, Women/Community Empowerment, Rescue and Rehabilitation and Livelihoods. Justice, Peace, and Advocacy are cross-cutting themes embedded in all Programme areas. The Good Shepherd Sisters and Mission Partners are called to serve zealously in accordance with the Mission, , Charism and Spirituality of the Congregation.

JOB PURPOSE
To provide effective leadership and professional financial management and administration of the programmes in the Eastern and Central Africa Province (ECAP) i.e. Kenya, Uganda, and DRC.

SUMMARY
The Senior Finance Manager will oversee the financial operations of ECAP, ensuring sound financial health in accordance with established accounting principles and International Standards and best practice. S/he will guide internal staff in understanding financial matters, especially the interpretation and implementation of ECAP’s Finance, Administration, and Procurement Policy Manual. Accordingly, S/he will establish and implement the required processes and infrastructure for a sound financial management system to streamline and guarantee strong internal controls, separation of duties, cost allocation plan, as well as financial and procurement policies and procedures. S/he will be responsible for overseeing the budget and budgeting processes; ensuring that all expenses and statutory requirements are duly paid. S/he will be responsible for timely preparation and submission of monthly, quarterly and annual reports to relevant stakeholders including the MDO Director, Province Leadership Team (PLT), the Advisory Board, and Donors.

KEY OBJECTIVES – Mission Development Office (MDO)
1.To strengthen the Mission Development Office in order to ensure organizational sustainability by fostering the values of professionalism, operational integrity, and trust by ensuring that organizational systems of planning, budgeting, M&E and updated policies and procedures are followed for accountability at al level.
2.To oversee the design and implementation of a versatile Management Information System (MIS) that delivers efficient and effective accountability for the Congregation’s assets and information.
3.To create a strong link with the Good Shepherd International Foundation (GSIF) in order to increase and diversify funding for the province programmes, comply with best practices in Project Cycle Management, adopt the GSIF finance and administration procedures, and ensure that all projects are aligned with the values and policies of the Congregation.
4.To provide support to the MDO Team in promoting holistic empowerment and transformation approach to address barriers to the development of marginalized groups, by addressing social, spiritual, intellectual and economic needs. This will include the implementation of a rights-based approach to ministries and a sustainable results-oriented intervention model.
5.To oversee the implementation of the Finance and Administration and Human Resources Management procedures, aimed at aligning the available staff capacities to the needs, outsourcing qualified and competent personnel for project management and enhance the capacities of the staff involved in the program.
6.To raise the visibility of the Good Shepherd programs and to increase advocacy initiatives at the global arena of development and cooperation, especially by creating a link with the Good Shepherd Justice and Peace Offices.

DUTIES AND RESPONSIBILITIES:
Financial Management and Oversight
1.Provide oversight in administration of all financial systems and processes of the province including general ledgers, internal accounts, accounts payable and accounts receivable, payroll (including all stipends), statutory remittances, insurance, budget monitoring, and other financial systems and
processes as required.
2.Lead the implementation of systems, policies and procedures to ensure all financial transactions are monitored for conformity with internal controls.
3.Maintain accounting, financial reporting, financial controls, and information systems to ensure adequate records, appropriate authorizations of transactions, and safeguard assets.
4.Provide financial oversight and fiscal management including budgeting, strategic financial planning, forecasting, preparation of ad hoc and periodic reports.
5.Provide leadership to Financial and Administrative staff at program level through effective communication, review and support.
6. Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
7.Coordinate and assist the external auditors during their audit fieldwork. Ensure that all audited financial statement deadlines are met per Province reporting requirements.
8. Update and implement all necessary financial policies and accounting practices; improve the finance department’s overall policy and procedure manual.
9. Effectively communicate and present the critical financial matters to the board and provide financial insights and recommendations to support strategic decision-making.
10.Provide regular training and coaching to staff on donor regulations, grant management systems, financial management, procurement and HR & administrative procedures.
11.Directly supervise the Finance Managers in the accounting department; currently stationed in Kenya, Uganda and DRC.
12.Maintain and oversee the Province’ banking systems (including but not limited to accounts, statements, records, and institutional arrangements), as well as maintaining the Congregation’s insurance arrangements.
13.Assist, support and advise the program coordinators with respect to financial matters, systems and processes related to the Programs’ social enterprises operations.
14.Manage bank accounts and monitor reconciliations, transactions including wire transfers, renewal of Certificates of Deposit, and keeping track of signing authorities.
15.Advise and maintain the Congregations’ investments, financial instruments, loans (Microfinance groups for Women), donor agreement provisions (financial), and other related matters.
16.Ensure timely and accurate adherence to all statutory, regulatory, and policy regimes with respect to financial and related matters (including but not limited to tax remittance and insurance requirements).
17.Develop plans to address areas of opportunity within the ECAP’s financial health and financial processes.
18.Evaluate and advise on the impact of long-range planning, introduction of new programs/strategies and regulatory action.
19.Consistently analyse financial data and present financial reports in an accurate and timely manner; clearly communicate monthly, quarterly, and annual financial statements; monitor progress and changes and keep leadership abreast of ECAP programs’ financial status.
20.Participate in regular leadership meetings to discuss direction of the ECAP programs and present financial data.
21.Communicate clearly and directly with Finance managers concerning fiscal performance expectations and accountability.
22.Provide staff training in the areas of budget development, budget management, fiscal accountability, finance procedures and more and develop employees for future advancement when possible.
23.Work closely with ECAP leadership and the board to:
a) Maintain, analyse, and interpret general ledger for all funds;
b) Manage the preparation and analysis of financial reports on a monthly and on-need basis.
c) Develop a reliable cash flow projection process and reporting mechanism that includes minimum cash threshold to meet operating needs.
4.Budgets Management and Grants Oversight
24. Supervise development of proposal budgets in collaboration with the proposal development team.
25. Ensure timely and accurate financial information is provided through Grants Management systems.
26.Forecast, plan, develop, and organize fiscal budgets. Implement, direct, and evaluate the organization’s financial performance.
27.Undertake preparation and coordination of the annual budget of the province MDO with the Finance Manager.
28.Ensure that all budgets are done within program plan/strategic objectives and review all the program budgets before sending to GSIF and other external agencies.
29.Continual improvement of the budgeting process through education of program managers on financial issues impacting their budgets.
30.Ensure all donor funds are utilized within the agreed budgetary requirements based on the respective agreements and reports are reviewed and shared in time.
31. Ensure alignment of donor financial reports and narrative reports Human Resource Management and Policy Compliance
32. Support in ensuring human resource policies and procedures are maintained, communicated and implemented.
33.Ensure accurate employee records are maintained and updated regularly at all program levels, including leaves, staff personal records
34. Manage entire employee lifecycle by implementing and maintaining systems related to recruitment, on boarding, case management, staff communication and staff exit management etc.
35.Ensure proper payroll administration. In strict confidentiality, prepare and maintain up-to-date employee payroll, and process employees’ pay in accordance with the stipulated human resource guidelines.
36.In liaison with the Director, ensure all staff benefits are managed according to ECAP Human Resource and Financial guidelines, and ensure all statutory deductions are duly remitted in strict compliance with the law e.g., NHIF, NSSF, PAYE, WIBA & NITA.

RELATIONSHIPS
Internal: Reports to the Director-MDO, and maintain contact with the Program Managers to provide
technical assistance in matters of financial operations; interact regularly with Director and the Board to develop fiscal policies and budgets, and to present regular reports in an advisory capacity. Direct, consult and counsel organization’s employees, Board members, volunteers, and community members in all financial aspects as needed.
External: Maintain contact with external auditors, vendors, insurance carriers, and other groups.

MEASURE OF PERFORMANCE
•Quality, accuracy, timeliness, reliability, and thoroughness of work performed.
•Gains the trust and respect of the Board, leadership team and staff.
•Excellent communication skills.
•Responsive to the requests and information needs of the Congregation.
•Exemplary leader.
•Soundness of business decisions made. Problem solver. Creative thinker. Team player,
•Committed and loyal to the organization.
•Maintains confidential information
•Performance continually results in clean audits and “unmodified” opinions by external auditors.
•Develops, revises and monitors successful compliance with Financial Policies of the organization
•Reporting accurately, timely, and in a manner non-accounts can easily read and understand.
•Budgets monitored continuously for over/under spending.
•Appropriately plans for needed budget adjustments.
•New grants and contracts reviewed for compliance.
•Submits accepted Audit prior to deadline.

QUALIFICATIONS AND WORK EXPERIENCE
•Preferred Master’s degree (MA) in Finance or Accounting or equivalent education in business administration, and full-cycle accounting experience.
•Be a CPA (K) holder and member of ICPAK.
•A minimum of seven (7) years of progressive accounting practice in a reputable institution with proven track-record in financial and grants management in an automated environment.
•Work experience managing the accounting functions in a non-profit organization.
•In-depth understanding of regional and international accounting principles for non-profit organizations, Accounts Payable, Accounts Receivable, Invoicing and General Ledger knowledge and experience.
•Skills and solid experience with financial systems, financial reporting, financial and business planning, budget preparation and adherence to statutory, regulatory and other policy standards and requirements.
•Ability to accurately analyze, interpret, summarize, and present financial information
•Experienced in budget monitoring and review, with ability to track budget spending.
•Computer proficiency with ability to work with excel spreadsheets and analytical tools including accounting software packages.

BEHAVIORAL COMPETENCIES
•Commitment to serve the Congregation’s mission of reconciliation, compassion and justice, to promote the dignity of all persons, especially those who live in situations of poverty, violence, trauma and abuse.
•Results oriented towards own and team’s role in line with organizational priorities, decisive, passion and drive for high quality work
•Working with others, in a team environment, receiving and providing feedback, contributing to the team’s success, and managing conflicts if it occurs
•Ability to work in a demanding self-supervisory, multi-task environment within tight and clear timelines.
•Demonstrable integrity, honesty, and confidentiality; and ability to deal tactfully and discreetly with situations, people and information.
•Ability to work in a multicultural environment with a high degree of flexibility and adaptability to different contexts.
•Excellent verbal and written communication skills, both in English and Swahili. French speaking is an added advantage.
•Demonstrable interpersonal skills, creative problem-solving, and ethical and conflict management skills.
•High attention to detail and a high level of accuracy.