Vacancy: Associate Director of Finance and Operations
Based in Nairobi, Kenya
Closes 3 December 2015
Planned Parenthood Global (PP Global) is the international division of Planned Parenthood Federation of America (PPFA) an international nongovernmental organization working in the field of sexual and reproductive health and rights.
The Africa Regional Office of PP Global seeks to recruit an Associate Director of Finance and Operations.
The Associate Director of Finance and Operations has the primary responsibility of financial and operations management for the Africa Regional Office (ARO) and country offices.
The position is responsible for strong financial management, contract and legal compliance and aligning resources with PP Global strategic priorities.
The Associate Director provides leadership to finance and operations staff at the regional office and in each of the country offices.
The Associate Director of Finance and Operations reports to the Regional Director for Africa and works closely with the operations unit of PP Global New York.
Principal Responsibilities
A) Financial Planning and Management
- Maintains financial systems and procedures for the Africa Regional Office and country offices.
- Works with other finance staff to maintain financial records; reconcile bank statements; procure goods and services; review bills for payment; cash management; payroll, statutory and tax management; and travel and logistics management.
- Acts as the bank contact for financial transactions.
- Ensures timely submission of statutory returns and reports such as to the NGO board and other government bodies.
- Prepares donor budgets and expenditure reports
B) Financial Analysis and Reporting
- Oversees the monthly financial and variance reporting for all ARO offices, by project and funding source
- Guides on all issues related to budgeting, reporting, financial systems and business processes to ensure effective and efficient financial operations.
- Prepares and analyzes reports on revenue and expenditure, growth, trends and projections as well as short term forecasts and offers recommendations based on annual projections.
- Undertakes on-going financial analysis of occurrences that affect the financial management at ARO and country offices; and monitors legislative, programmatic and policy decisions at country level to determine implications for financial and operational management.
- Meets monthly with the ARO Senior Management Team to review and analyze budget to actual variances.
- Maintain knowledge and current skills using software for financial analysis, accounting, budgeting and reporting.
C) Support to Program Staff and Collaboration with NY Staff
- Consults with Regional Director and Associate Regional Directors to develop program budgets and helps assess needs for budget revisions.
- Participates in preparation of project documents and proposals particularly the budgeting aspect.
- Guides the review of progress and financial (PF) reports for completeness and accuracy.
- Maintains tracking systems, including timely reporting by partners, disbursements to partners and informs staff.
- Ensures the training of regional and country staff in current and new policies and procedures.
- Provides training/guidance to finance and operations staff engaged in ongoing budget and operations management.
- Track financial submissions by country level finance and operations staff for accuracy, timeliness and compliance with PPFA policies and procedures.
- Works closely with PP Global Operations and Finance Director based in New York on financial policies, procedures and reporting.
D) Support to Human Resources
- Works closely with Human Resources Officer to process new hires including staff and interns as well as employee separations, position requisitions, position changes such as job scope, organizational hierarchy amendments and oversees preparation and submission of HR internal forms.
- Monitors salary information, including merit increments in coordination with Human Resources Officer.
- Provides budget and financial reporting orientation to new staff.
- Supports the HR Officer in the implementation of the Human Resources Policy and Procedures Manual and other organizational policies.
- Collaborates with the Human Resource Officer concerning employee benefit schemes including medical insurance, pension, etc.
E) Support to Administrative Staff
- Ensures that operations staff collect and collate all final project documents, donor reports, commodity documents, general correspondence, trip reports and consultant agreements etc.
- Ensures that operations staff maintain office assets and inventory; monitors office supplies and commodities; and maintains office vehicles and equipment through being in contact with service providers.
- Monitors relevant registration documents, licenses and agreements including offices leases, maintenance and service level agreements.
- Works with operations staff to ensure office security, safety and maintenance, including office cleanliness and repairs.
- Ensures that the operations staff organize monthly staff meetings
- Ensure that operations staff facilitate travel logistics and prepare travel advances for staff.
- Recommends and implements financial/operational policies and procedures and assures compliance with the same.
F) Other
- Maintains confidentiality and security of information.
- Completes special projects as assigned and required.
Position Scope: Leads in developing, implementing and evaluating budgets for the Africa Region of PP Global to align with program strategies and objectives that ensure PP Global achieves its goals within the region.
Works with PP Global New York to ensure that ARO has the necessary infrastructure for sound financial, human resource and operations management i.e. adequate financial systems and procedures; procurement procedures; human resources manual etc. Recommends changes to improve work systems and processes.
Fiscal Responsibility: Responsible for assuring that the Africa Region and assigned projects utilize PPFA resources appropriately and monitors project financial reporting. Monitors expenses and revenues to ensure that expenses are within budget and comply with policy.
Contacts: Regularly interacts with regional office staff, country office staff and collaborates with PP Global New York as appropriate to ensure work is on time and meets performance goals.
Requirements
Education:
- Bachelor’s degree in Finance or Accounts plus CPA K or ACCA. A master’s degree in Business Administration would be an added advantage.
- Should have extensive knowledge of budgeting and financial management techniques, practices and theories.
- Should have a broad perspective in developing programmatic financial plans and translating financial plans into action.
- Thorough knowledge of accounting processes and procedures necessary.
Experience:
- 7 to 10 years of directly related experience including experience in financial and operations management.
- Experience working with a non-governmental organization at a regional or international level would be an added advantage.
Related skills or knowledge:
- Proficiency in Microsoft Office – Word, Excel, Power Point, email etc.
- Experience working with financial software packages is an advantage.
- Excellent organizational, management, communication and negotiation skills.
- Ability to coordinate multiple and simultaneous tasks, good time management, attention to detail and able to work under pressure.
- Flexibility in adjusting to changing circumstances, information, staff and partner needs.
- Demonstrated willingness to take initiative.
- Ability to train, instruct and motivate others.
- Ability to work with diverse groups, multicultural workforce and sensitivity and appreciation to cultural differences is required.
Other Requirements:
- Ability to work independently and as a member of a team.
- Ability to travel a minimum of 35% time.
How to Apply
Please send your application cover letter, curriculum vitae with three referees and salary history via email to aro.recruit@ppfa.org with Associate Director of Finance and Operations as the Email Subject by Thursday, December 3, 2015.
Only shortlisted candidates will be contacted.
Planned Parenthood Global is an equal opportunity employer.