The Finance & Administration Coordinator (FAC) will report to the Center Director and is expected to provide CWMS with proper finance, human resource records, and administrative coordination. They will support the Center Director, departmental heads and the core academic program activities.
Reports to
Center Director, SFS Vice President of Finance and SFS Staff Accountants
Duties & ResponsibilitiesFinance & Accounting
- Ensure accurate financial, contractual, and administrative monthly financial reporting to the Vice President of Finance
- Ensure accurate financial and administrative compliance of the CWMS with the Kenyan NGO reporting requirements, including annual audit requirements and all required government filings
- Oversee day-to-day coordination of financial activities in accordance with GAAP and best practices as set forth by the Vice President of Finance
- Maintain and administer monthly financial accounting and bookkeeping systems (Blackbaud/Excel/QuickBooks) as required to assure the integrity and effective performance of financial operations
- Preparation and online posting of monthly financial accounting to SFS HQ online systems, as directed by Vice President of Finance
- Review expenditures versus budget to ensure cost efficiency in alignment with approved budgets.
- Be available to respond to queries and provide supporting information to SFS HQ finance team as may be needed from time to time, especially during annual audit cycle in October
- Work with the Center Director to manage Centre’s day-to-day cash needs, payments, procurement, contracts, soliciting bids, reviewing/processing invoices, operation systems, policies and procedures, consultant payments
- Preparation of monthly staff payrolls and timely payment/submission of all statutory returns and requirements to KRA, NSSF, NHIF, pensions, and other service providers
- Ensure sound cash management of local bank accounts and petty cash fund. Maintain appropriate documentation of all deposits and withdrawals.
- Reconcile main operating cash account and petty cash account on a monthly basis in accordance with month end closing process.
- Process cash disbursements in accordance with financial management policies and established approval levels.
- Prepare monthly wire requests under guidance of the Center Director and have them ready for submission to SFS HQ
- Lead training and follow-up guidance to CWMS staff regarding the financial requirements and office operational accounting compliance with procedures and policies
- For specific projects, provide reviews of project budgets, monthly financial analysis of budget vs. expense reports to determine reasonableness of variances and provide appropriate action
- Provide guidance, monitoring and support to CWMS management on procurement for goods and services, logistical support for local and international travel (including expense reports) for staff and consultants, contracts development and management and maintenance of office inventory and asset register
- Facilitate the work of external audits and ensure that financial records are properly maintained and readily available during audit and ensure timely submission of periodic returns to relevant authorities
- Contribute to developing work plans and annual budgets for CWMS program
- Support and facilitate the CWMS staff with regards to finance and administration and align their efforts in concert with program goals
Administration, Logistics Coordination and Facilitation
- Responsible for all matters related to the operations and administration of the office
- Ensure CWMS registration requirements with KRA are always kept current and file statutory returns and renewals as required
- Oversee administration of human resources records and information, including but not limited to, maintaining personnel files, assisting with orientation procedures, and maintaining adequate health and other insurance policies, etc.
- Be familiar with legal labor laws and ensure CWMS policies, practices and employee manuals are kept in alignment with Kenyan labor law
- Management of the staff performance scheme
- Management of leave for all staff, with tracking mechanism of days taken
- In collaboration with various heads of departments, manage CWMS assets and records, local contracts and other hires to ensure that infrastructure needs of the Center are met
- Develop and maintain effective office and filing systems (e.g. office maintenance, fixed assets, supplier contact, etc.), ensuring these are consistent with CWMS program requirements.
- Support Health and Wellness Manager to ensure maintenance of required levels of health, safety, and environmental standards at the Centre’s facilities
- Ensure the correct recording of daily work of consultants and casual laborer to ensure proper data is provided in processing payments
- Ensure payments of facilities and utilities (water, electricity, rent, etc.) are completed in a timely manner and scheduled when they are supposed to be done.
- Ensuring staff are provided an enabling environment for work by facilitating of CWMS operations in conjunction with the director and department heads
