Finance and Operations Manager – Kenya

Project Background

The seven-year (2019 – 2026) Feed the Future Policy Leadership, Interactions, Networks and Knowledge (Policy LINK or LINK) project will strengthen the capacity of local actors and institutions to lead and manage the agricultural transformation process and contribute effectively and collectively to improved, broad-based food security policy outcomes.

Specifically, the program aims to strengthen food security policy systems by investing in and reinforcing productive human and social capital and developing strategic partnerships that help bring these innovations and capacity investments to scale in order to achieve a critical mass of local actors with the ability and opportunity to effect positive policy change through collective action.

Position Objectives

The Finance & Operations Manager will directly lead LINK’s core operations team and be responsible for monitoring finance, administrative, procurement, and logistics actions in the Nairobi office in conjunction with supporting the Global Finance & Operations Director to ensure smooth and effective operations across Policy LINK and buy-in countries of implementation (e.g., South Sudan, Bangladesh, Ethiopia, and Ghana). As a key member of the global operations team, the position will be expected to ensure compliance with agreement requirements, DAI policies and procedures, and USAID regulations and promote strong collaboration between technical and operations staff in Nairobi, as well as with remotely based members of the broader LINK team in Bethesda and elsewhere. The role holds cross-functional responsibilities that require close coordination and follow-up with various teams and the Global Finance and Operations Director to ensure smooth planning, implementation, and monitoring of operations and finance.

It is expected that the balance of time spent on Nairobi-specific operations tasks, cross-project operations initiatives, and buy-in operations tasks will vary over time based on evolving program needs. During buy- in start-up or closedown periods, for example, there may be a greater need for this position to support buy-in specific tasks in other countries of operation.

The Nairobi-based Finance & Operations Manager will continually reinforce LINK’s agreed-upon core purpose and principles, and ensure all decision-making is rooted in the purpose and principles. S/he will contribute to a learning environment in which personal and team growth is supported, with a shared understanding that the “team” always comes before the “individual.”

Responsibilities

Nairobi Office Operations & Finance Oversight

• Serve as the East Africa Regional Director’s advisor on contractual, financial, and compliance issues with USAID, subcontractors, and vendors
• Generally monitor finance, administrative, procurement, and logistics actions, assessing operational risks and proposing mitigation strategies

1. Ensure that appropriate checks and balances (separation of duties) are maintained, and that staff carry out responsibilities in line with the latest Project Schedule of Authorities
2. Ensure that financial transactions, including payroll and remittances to local authorities, are carried out and documented in compliance with DAI policies and procedures
3. Review all biweekly field finance reports before they are submitted to the home office for approval
4. Ensure that procurement of goods and services is carried out and documented in compliance with DAI policies and procedures

• Manage costs originating from the Nairobi office, ensuring that accruals, commitments, and projections are accurately updated on a monthly basis

1. Ensure that “sub budgets” such as activity budgets and subcontractor budgets remain within approved ceilings and are accurately integrated into the overall project pipeline

• Ensure that relevant Field Operations Manual policies, TAMIS workflows, and other guidance documents are regularly updated to reflect operating realities
• Ensure that best practices for file management across the areas of finance, administration, procurement, and HR are followed, in line with DAI policies and procedures
• Periodically review the Nairobi team usage of DAI tools and systems such as TAMIS, Sharepoint, and vFER, providing suggestions for improvement as appropriate
• Supervise and train the Nairobi team on finance and operations issues, and directly manage the professional growth of the Procurement & Subawards Manager and Finance Specialist
• Monitor HR issues such as poor performance, employee dissatisfaction, or staff learning and professional development needs, escalating issues and suggesting solutions to the Global HR Manager, East Africa Regional Director, Global Finance & Operations Director, and others as appropriate
• Oversee and facilitate strong collaboration between staff performing technical and operational functions, representing the operations and finance team in program activity coordination
• Support the DAI Kenya Branch with any reporting inputs or requirements as requested, and coordinate with other DAI projects in country to ensure effective collaboration and efficiency of operations
• Hold ultimate responsibility for LINK’s annual filings and any other statutory requirements,
• ensuring the project remains compliant with Kenyan law
• Liaise and engage with high-level, priority vendors, service providers, and contacts such as the office landlord, legal counsel, Kenyan government, USAID, and other authorities as may be required

Buy-in and Cross-Project Operations and Finance

• Serve as a member of activity teams as needed, and serve as a member of other temporary cross-project teams such as during start-up and closedown of new buy-in offices
• Conduct regular finance, procurement, inventory, personnel, grant, and subcontract file audits across Policy LINK offices, and follow up on corrective actions that need to take place
• Identify operational and financial training and capacity building needs across Policy LINK and within buy-in offices, and design and develop training, guidance, systems improvement, and/or initiatives to address the gaps
• Support the Global Finance and Operations Director with the customization and maintenance of strong operational systems and tools, such as the Field Operations Manual, Grants Manual, TAMIS workflows, and designated technical activity management tools
• Support the Global Finance and Operations Director with monitoring, tracking, and updating the budget pipeline and managing financial inputs from various LINK offices
• Communicate regularly with the Global Finance and Operations Director, home office Project Manager and Project Associate, and other designated operational points of contact in future LINK offices to promote smooth, effective project operations
• Other duties as may be required as part of evolving global operations and finance needs

Reporting

The Finance & Operations Manager will report to the Global Finance & Operations Director with a dotted line to the EA Regional Director.

Supervisory Responsibilities

The Finance & Operations Manager will directly supervise the Nairobi-based Procurement and Subawards Advisor and Finance Specialist, and indirectly supervise the Finance and Administrative Assistant. S/he will coordinate closely with other staff performing operational responsibilities, including the Nairobi-based Global HR Manager, Program and HR Coordinator, Program and Logistics Coordinator, and Driver, as well as buy-in-based Operations Leads.

Qualifications

Education:

At a minimum, a bachelor’s degree in finance, business administration, public administration, economics, or other relevant field; an advanced degree is preferred

Experience:

• At least eight years of experience in finance and accounting, office administration, project operations, and human resource management;
• Experience managing the financial and operational aspects of USAID projects, including a demonstrated understanding of USG contracting regulations;
• Experience with enterprise accounting software and financial reporting;
• Demonstrated knowledge of internal controls and audit processes (e.g., procurement, local subcontract agreements, etc.);
• Experience supporting fast-paced, global USAID programs operating across multiple countries is preferred.·

Skills:

• Attention to detail;
• Effective communication with colleagues and stakeholders within and outside the East Africa region;
• Proactive attitude and diligence in finalizing and completing tasks;
• Ability to balance competing priorities and information shared by colleagues, policy and procedure manuals, stakeholders, etc, and produce well-informed recommendations.

How to apply

Please submit applications electronically via this website:

https://fs23.formsite.com/OLJTgx/eefzg2zbn4/index.html

Applications will be considered in the order received till 31st January, 2023.

Candidates will be required to answer certain qualifying questions before uploading their CVs and cover letters to the application form for consideration.

This position is for candidates with rights to work in Kenya.

Only candidates who are shortlisted for interviews will be contacted. No email enquiries please.