Finance And Administration Manager

Job Description :
TISA is recruiting Finance and Administration Manager, who reports to the National Coordinator and is a key member of the TISA senior management team and will provide technical advice in strategic financial management and general administration at TISA.

The position is responsible in ensuring effective strategic and financial management at TISA. These include budget management, accounting and financial transactions, internal control, compliance (with professional standards, statutory requirements, and donor regulations), risk management and reporting to enhance resource management and decision making processes. It also supports grant making and grants management processes.

Further, the position is responsible for the effective management of Administration functions that provide an efficient service delivery platform; operations, general administration, logistics, procurement, and assets.

Lastly, as a key member of the TISA senior management team, this role also contributes to organisation-wide development and implementation of strategies, structures, policies procedures and systems towards achieving the vision and objectives of the organization.

Responsibilities :

Financial Management

1. Lead financial planning, budgeting, and forecasting, aligning these activities with strategic objectives to achieve long-term sustainability for both the strategic plan annual implementation plans.
2. Proactively assess and address the TISA financial sustainability, monitor and provide advice for revising financial plans, reforecasting budgets and ensures adequate budget control mechanisms.
3. Provide strategic analysis and interpretation of financial management at TISA, highlighting key areas for improvement to support informed decision-making.
4. Collaborate with Head of Programmes and other teams in proposal development, while ensuring alignment of financial resources with programmatic goals and identifying opportunities for cost optimization.
5. Work with the National Coordinator to develop an investment plan and build an endowment fund to support TISA's growth and sustainability.

Cash Management and Banking

1. Oversee the day-to-day operations of the all TISA bank accounts; both local and foreign currency denominated accounts and manage exchange rate negotiations in line with internal policies and agreements with respective donors on operations of accounts and utilization of funds.
2. Coordinate banking activities and ensure that funds are deposited in, and payments are made from correct/designated accounts.
3. Manage day to day liquidity, cash flow and availability of funds for effective programme implementation and operations.
4. Ensure monthly cash and bank reconciliations are undertaken and follow-up on outstanding issues for timely resolution.
5. Prepare monthly cash-flow statements and liquidity reports and advice National Coordinator, Senior Management Team and Board accordingly.

Grants Management

1. Provide direct oversight and mentorship to Grants Officer for effective grant making and grants management.
2. Review grants agreements and contracts to identify compliance issues and contribute to the implementation of appropriate solutions as necessary.
3. Ensure proper post-award management of grants based on both donor and TISA policies.
4. Coordinate preparation, review and submission of all donor reports by the Finance and Grants team; monitor and support to ensure high quality, accuracy, and timeliness.
5. Ensure donor contracts and reporting requirements are understood and met, reporting calendar is maintained and distributed, financial & management tracking occurs, and reporting tools exist and are updated regularly.
6. Ensure an information management and filing system exists and is maintained by Grants Officer; ensure all donor contractual documents, reports, key correspondence and all relevant records are kept safely and appropriately filed.
7. Lead grant portfolio reviews and ensure National Coordinator, Senior Management Team, all relevant teams and Board are informed of spending trends and any other awards management issues that could impact future funding.
8. Ensure effective and professional communication with donors on implementation, progress, reports and concerns.

Financial Control and Risk Management

1. Proactively ensure management of all financial functions and controls, internal and external auditing and development of risk management and business continuity plans.
2. Oversee compliance to financial policies, professional standards, statutory requirements and donor agreements; fostering a culture of transparency, accountability, and ethical practices.
3. Develop a deep understanding of TISA institutional policies as well as donor policies, regulations and procedures and train other TISA team members on them.
4. Implement comprehensive risk management strategies, identifying and assessing financial risks and proactively developing mitigation plans to safeguard resources and assets, while maintaining financial integrity.
5. Conduct regular reviews and assessments of the organization's tax position to ensure full compliance with statutory requirements.
6. Ensure TISA maintains an accurate assets and inventory register.
7. Proactively stay abreast with changes in regulatory requirements and industry best practices, and advise TISA on changes required to uphold high compliance standards.
8. Spearhead the internal and external audits, working closely with external auditors and implementing audit recommendations for continuous improvement.
9. Lead and manage the implementation of the finance and procurement policies at TISA and advice on any needed reviews and improvement to the policy.

Financial Reporting

1. Ensure reporting guidelines and systems are in place for management, programs, finance, and operations departments to produce timely and quality reports.
2. Ensure accurate accounting and reporting of all awards, grants and donor funds.
3. Manage the preparation and presentation of financial and management reports to key TISA stakeholders providing insights and recommendations to support informed decision making including Board, national Coordinator, Senior Management Team, and all teams and also all partners and donors.
4. Oversee donor compliance, managing awards and grants, and preparing financial reports and documentation required for donor reporting and audit.
5. Ensure timely closure of books of accounts and donor reports.

Supervisor, Leadership, Coaching and Development of the Team

1. Offer leadership; provide effective human resource management and day to day supervisor of Finance and Administration team.
2. Foster a culture of customer focus and continuous improvement within the finance team, encouraging pro-activeness and innovation in financial processes and reporting.
3. Provide coaching and guidance to the team, promoting professional development and building a high-performing and accountable finance and administration department.

Administration Functions

1. Ensure effective management of procurement, logistics and administration functions and the set standards are met, and ensure compliance policies, procedures and statutory requirements.
2. Manage facilities and assets in the organization.
3. Support procurement and disposal of assets.
4. Ensure that security, safety and health standards are met at the workplace.

Qualification :

• A Bachelor’s degree in Finance, Commerce, Economics, Accounting, Business Administration or equivalent. Master’s degree in Finance, Business Administration or equivalent is an added advantage.
• Certified Public Accountant (CPA - K), ACCA, CIMA or equivalent.
• Must be registered and active member of a professional accounting body; ICPAK.
• Qualifications in Grants and Projects management will be an added advantage.
• Experience in bank reconciliation, payroll, and preparation of payroll reports
• In-depth understanding of office management procedures, departmental and legal policies Proficient in MS Office. Fluency in English writing & communication
• An analytical mind with problem-solving skills Excellent organizational and multitasking abilities Alexandria residents is a priority.
• At least eight (8) years’ work experience in financial management and administration at managerial level in the development sector managing donor funded projects.
• Be a member of senior management team over the last three (3) years and head of Finance and Administration function in the organization.
• Strong leadership and people management skills.
• Very good skills in accounting and financial management, grants management, risk management and auditing working in the development sector including statutory and donor compliance requirements.
• Good analytical skills – strong attention to detail and investigative nature.
• Experience in working with major donors in Kenya’s development sector scenario and at the same time ability to work with partners, consortiums and private foundations.
• Experience in supporting successfully funded proposal and resource mobilization initiatives that have generated long term resources for the organization.
• Experience in managing investment including endowment funds and property for development sector organizations.
• Strong skills in accounting and financial management IT systems and practical experience in successful IT systems projects installation and change overs such as ERP system.
• High degree of computer literacy in Microsoft Office suite.
• Good communication, report writing and presentation skills.
• Wide knowledge and experience in general administration, logistics, procurement and facilities management.