HELPAGE INTERNATIONAL
JOB DESCRIPTION
Job Title: Regional Head of Finance, Security and Support Services- East, West and Central Africa Region (EWCA Region)
Location: Nairobi, Kenya with 30% regional travel
Grade: NS1
Reporting to: Regional Director- East West and Central Africa
Responsible for: Regional office finance staff (3); Operations Team (2 staff)
Contract Length: Two year contract (with the possibility of renewal)
Background
HelpAge International's (http://www.helpage.org) vision is one of a world where older people fulfil their potential to lead active, dignified, healthy and secure lives. HelpAge International (HAI) is an international network, bringing together more than 114 affiliates and 200 partners working with older people in over 50 countries. HelpAge International has a secretariat with offices in London and Brussels, and regional centres in East Africa, Southern Africa, South Asia, East Asia/Pacific, Latin America and the Caribbean and Central Asia, several national programmes and a number of emergency programmes. Work of the organisation is guided by the five-year strategy ending in the year 2015 and a subsequent strategy is being developed until 2020.
The EWCA Regional Development Centre works with a range of partners across Africa to deliver programming in a number of key areas: HIV/AIDS & health; social protection, income security & livelihoods; emergency response & resilience and prevention of discrimination and rights of older people. Programmes are implemented by the HAI country and regional teams as well as supporting and strengthening, HIV and health in countries with the Eastern Africa as well as countries in the Southern Africa region networks, affiliates and partners working in the region on the issue of older persons. The Regional Centre in Nairobi manages the country programmes in Tanzania, Ethiopia, Sudan, Kenya, South Sudan and Uganda. Programme development in west and central Africa are also coordinated from the Regional Centre. The regional office also implements multi country programmes funded by DFID, Irish Aid and SIDA on social protection.
Overall Purpose of the Job
Reporting to the Regional Director, the position will lead the finance, security and support service functions (logistics, IT, office administration) of the East, West and Central Africa region and ensure these functions are managed in line with regional and organisation wide strategic plans.
The post holder will be responsible for overseeing finance and support services planning and management for the regional office and support the country teams in the same. The person is the designated Security Focal Point (SFP) for the region and will support country teams on the same.
Scope and Limits of Authority
The post holder will be a member of the regional management team and will contribute to management decisions within the region.
The Head of Finance, Security and Support Services will be responsible for supporting programme teams in finance management and review of grants, ensuring programmes strictly adhere to standard requirements of HelpAge and specific donor terms and conditions.
The post holder will be responsible for the annual departmental budget
Job Content and Key Tasks
1. Strategic Financial Management
· Undertake annual budgeting and income/ expenditure forecasting for the region. Carryout income pipeline analysis for the regional office and country programmes and advice regional director and the regional management team (RMT) accordingly.
· Undertake continuous risk assessment to programmes and organisation arising due to external and internal factors in relation to finance issues. Provide advice and guidance to the regional director and the RMT in mitigating and/ or managing the same.
· Ensure strong financial and accountability controls are in place across the region and in line with finance manuals, support country teams in implementation of control measures. Organise periodic review of the same through regional and country programme internal audits.
· During field visits assess the adequacy of finance services provided by finance staff to sub-office, field based staff, and partners and follow-up on financial, grant/contract management, internal controls and other program support needs identified.
· Liaise and communicate with London finance team and program officer to ensure good flow of information, including raising awareness areas of risk or concern.
· Develop strategies for plan and management of match fund requirement against donor proposals and grants across the region.
· Minimise loss arising due to Forex administration, and guide country teams on the same.
· Ensure that all the recommendations made by internal audit team for the region are followed up and reported against. Coordinate all internal and external audits organised for the regional office.
· Provide support and advice to country offices on development and review of local financial procedures
· Make sure all donor-funded proposals adhere strictly to cost recovery guidelines for financial sustainability of programmes and support operations.
· Oversee the year-end procedure, ensuring that all financial returns are completed accurately and to the required timescale
2. Budgeting, management accounting and grants management
· Co-ordinate annual budgeting process, carry out country level reviews and maintain oversight of funding requirements.
· Provide support to programme teams in project budget development and financial monitoring. Training of programme and finance teams as necessary.
· Ensure compliance and understanding of donor terms throughout the region by participating in grants start up meetings,
· Monitor high and medium risk contracts across the region and undertake close review of the same on a monthly basis.
· Undertake monthly country finance review meetings with country teams. Lead in quarterly finance review meetings with the UK office.
· Ensure each country and regional office projects maintain and review project monitoring reports and Management accounts.
· Circulate and discuss with MT, monthly regional management accounts and their implications according monthly time table
· Work with the finance staff to ensure regional and country offices work to agreed standards of financial management, highlighting areas of concern and making recommendations and developing plans for how these needs can be met.
3. Support Services and Security Management
· Oversee support services within the regional office including logistics, IT and office administration functions in line with organizational policies and procedures. Ensure support service teams are well oriented on their roles.
· Work as the Security Focal Point for the region and support the country programmes in staff safety and security management. Maintain overview of security issues within the region and advise the regional director and RMT on key issues and trends.
· Organise monthly security review meetings with the regional and country teams.
· Coordinate efficient security management within the region by working with country SFPs and UK office focal teams.
· Guide in development and revision of relevant security guidelines for countries and regional office.
4. Staff Management
· Line manage 4-5 team members, part of the regional finance and support services team and ensure the staff are providing professional and quality technical and managerial support to work within the region.
· Clarify roles and responsibilities of the regional finance and support service team members making sure they are providing substantial value add support to the country teams and the regional office.
· Set up objectives and manage performance of the staff ensuring that they are closely supported with any capacity development and learning needs.
· Recruit staff as necessary.
· Indirect/ technical management of Country Finance Managers.
Key relationships:
Country Directors, Country Finance Teams, Regional Programme staff, Southern Africa finance and senior teams, UK finance and services teams, Internal Audit, Head of Operations etc.
Person Specification
Essential Criteria
Education/Qualification
· A Bachelor’s degree in Finance and a professional accounting qualification
· Member of recognised professional financial body (ICPA-K, ACA, ACCA)
Experience and Knowledge
· At least 5-7 years’ experience in an international NGO preferably a regional position with a multi-cultural setting
· Extensive experience of wide range of donors including DFID, UN organisations, EC, and other institutional and private donors
· Good working knowledge of SUN accounting system or equivalent
· Knowledge of security management in an international organisation
· Relevant experience in a leadership role for operations teams
· Experience of managing and supporting teams working remotely
· Knowledge of statutory requirements for Kenya and other countries within the EWCA region
Skill and Abilities
· Ability to work independently and make rational strategic and routine decisions
· Strong interpersonal and communication skills/ Planning and organization skills / Outstanding leadership and team building skills
· Performance management skills including mentoring and capacity building
· Excellent command of English and Kiswahili both written and oral.
· Willingness to travel at short notice
Desirable Criteria
· French language skills
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