Finance & Administration Manager

The National Democratic Institute for International Affairs (NDI) is a nonprofit, nonpartisan organization working to support and strengthen democratic institutions worldwide through citizen participation, openness and accountability in government.NDI has supported democratic institutions and practices in every region of the world for four decades. Since its founding in 1983, NDI and its local partners have worked to establish and strengthen political and civic organizations, safeguard elections, and promote citizen participation, openness and accountability in government. NDI works in Kenya to support democratic institutions, including political parties, better able to engage with stakeholders and citizens on national policy, legislation development and citizen concerns and priorities.

NDI invites applications from suitably qualified and experienced persons to fill the vacant post in Nairobi, Kenya as per the job description below. To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. NDI is an equal opportunity employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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Finance & Administration Manager

Job Description

NDI seeks a Finance & Administration Manager to oversee the general implementation of NDI’s Financial Accounting Policies to ensure financial reports are produced in an accurate and timely manner in compliance with NDI policies, relevant Government and Donor Agency regulations. The Manager will also oversee the administration, procurement, sub-grants, HR, and security functions of NDI.

This position will be under the supervision of the Country Director.

Essential Duties and Responsibilities

• Ensure that NDI’s Financial transactions and Accounting data is properly and accurately recorded, ensuring timely reconciliation of all financial transactions, a high degree of accuracy, completeness and sufficiency of documentation for all transactions at all times.
• Review monthly field office and bank reconciliations.
• Check all financial documentation for reasonableness and compliance with NDI’s financial policies before approval and disbursements
• Respond to General Accounting questions and issues as they arise.
• Ensure the safe custody of all NDI’s assets including cash, cheque books and all Accounting documentation i.e. payment invoices and receipts, contracts, vouchers and NDI payment support documentation, office inventory and vehicles
• Oversee and ensure NDI’s compliance which include all statutory and tax related remittances, timely processing and payment and filing of returns and proper Non-government organization registration and maintenance with appropriate authorities; including current compliance with the NGO Coordination Board rules and regulations.
• Primary liaison in financial review of NDI sub grants.
• Conduct training for staff and sub grant partners on application of NDI Financial accounting policies and procedures.
• Coordinate the timely preparation of Program and Administrative budgets and liaise with the Program team in DC in tracking monthly projections and by extensions the grant budgets.
• Payroll management for local staff including compliance with all statutory and tax related remittances
• Oversee both internal and external audits and respond to audit reports in consultation with the Directors
• Under the direction of the Directors, act as point of contact for the Nairobi office and liaising with other NDI offices that need logistical or administrative support in Nairobi.
• Perform other duties as assigned by the supervisor or their designate.

HR Functions:

• Personnel file management, updating staff files regularly to ensure compliance with NDI policy and adherence to statutory obligations for tax, labor laws and other relevant employee related registers such as NSSF and NHIF.
• Ensure safe custody and strict confidentiality of all NDI personnel records.
• Maintain and keep up to date record for tracking employee benefits which includes but is not limited to annual or other leave, outpatient and inpatient medical schemes, severance accruals and compensatory time benefits.
• Ensure timely recording of all employee monthly work times; by preparing and distributing timesheets in a timely manner and submitting the same for payroll and salary payments.
• For staff training and development; assist to identify staff training needs and scheduling NDI internal and external training programs.
• Prepare and distribute Staff Evaluation and Review Forms and collect the same for record keeping and feedback for all employees.
• Review and update the HR Manual and Policy Handbook in line with developing NDI policy and relevant statutory or Kenya labor law requirements.

Experience and Skills Required:

• Bachelor’s Degree in finance or accounting with professional qualification (CPA or ACCA III)
• Minimum of Eight (8) years in financial management, accounting, and/or administration, preferably for an international NGO supported through donor funding.
• High level of attention to details in all aspects of work responsibilities.
• Strong written and verbal communications skills combined with the ability to work collaboratively with diverse groups.
• Experience with word processing and spreadsheet software (Microsoft Word and Excel preferred).
• Ability to analyze and interpret governmental and organizational rules and regulations.
• Capacity to identify essential elements of complex accounting issues.
• Working knowledge of PC-based software; proficiency in Windows and Microsoft Suite.
• Working knowledge of accounting software and Excel.
• Strong ethics, with an ability to manage confidential data.
• Experience working at a non-profit is preferred.
• Capacity to work both independently and as a member of a team.