Finance and Operations Manager

• Financial Management and Compliance
• Assume overall responsibility for donor financial reporting, ensuring compliance with any all donor requirements (financial reports, forecasts, projections, audits, etc.).
• Customize and implement the Alert finance and procurement manuals with a view to meeting all local statutory requirements and other requirements that relate to the local operating environment.
• Keep abreast of relevant government requirements related to financial and operational matters and identify ahead of time, any financial and operational risks (e.g. legal changes in the countries, currency fluctuations etc.) and come up with mitigation strategies.
• Create or maintain relationships with banks, insurance providers, auditors, regulatory bodies (like PBO Authority) to streamline compliance
• Ensure that Alert's tax payments and other statutory obligations are managed in compliance with Kenyan law and the laws of other countries within the Horn of Africa where Alert operates.
• Ensure that Alert maintains up-to-date registrations and operational permits in all Horn of Africa countries where we are actively operational.
• Be the focal point for any internal or external audits – including provision of supporting documentation, following up on the auditor's recommendations and leading the implementation of corrective plans.
• Ensure office accounts are maintained in accordance with local legislation, Alert's finance systems and donor requirements.
• Ensure monthly financial reports and expenditure forecasts / cash-flows are produced in a timely fashion.
• Ensure continuous monitoring and updating of cash and bank management controls, including regular bank reconciliation, to minimize the risk of fraud, misappropriation, and financial discrepancies
• Strengthen anti-corruption controls and financial integrity checks, including actively preventing and addressing risks related to financial misconduct, ethical breaches and fraud within the Horn of Africa Hub. Oversee core payroll services, including processing monthly payroll and statutory and internal deductions, maintaining payroll records and issuing monthly pay slips.
• Ensure that all expenses are authorized in line with the procurement manual, with correct segregation of duties, and efficiently processed.
• Support London Finance team in providing financial information and documentation for the annual organisational audit.
• Budgeting and Management
• Provide technical financial advice and expertise to the Kenya & HOA Hub Director, Project Managers, program staff, and Finance and Admin Officer.
• Support Project Managers and Senior project officers in interpreting financial information to enable them to make decisions based on financial reports.
• Monitor all budgetary implementation and other financial activities and keep the Country Management team advised of all situations which have the potential for a negative impact on internal control and advise on corrective actions.
• Ensure that sufficient funds are maintained in the bank and cash accounts and promptly initiate requests to London for additional funds.
• Ensure that the systems in place enhance, as far as possible, the efficiency and effectiveness of the way assets are utilized.
• Ensure a clear understanding of the HOA hub's financial position, including identifying funding gaps and matched funding needs while proactively proposing solutions for effective financial management.
• Lead forecasting and reviewing of Budgets as required by the Alert budget cycle [revised at least twice per year].
• Lead all budgeting processes - including programme, project, annual, quarterly or bimonthly, and ad hoc initiatives - and provide support to the country programmes in the process, as well as in proposal writing.
• Oversee the induction and orientation process for Alert HOA finance procedures, policies, and local regulations to ensure clarity and compliance by staff.
• Grant management & partner support
• Lead the capacity assessment of partner organisations (financial and organisational), drafting assessment reports and action plans in line with the alert partnership guidance.
• Oversee partner sub-contracting agreements and undertake partner financial monitoring (as required).
• Ensure timely transfer of agreed funds to all partners.
• Provide partners with basic capacity building in financial management based on the partnership action plan and support partners in the development of sound finance systems and the management of funds, where required.
• Monitor and review partner financial reports, checking for accuracy and completeness
• Oversee the management of grant contracts by ensuring compliance with financial and administrative requirements while maintaining effective communication with donor representatives as necessary.
• Ensure timely and accurate financial reporting to donors and the government, ensuring compliance with any donor and state requirements.
• Operations and HR Stewardship (working closely with global HR team)
• Manage HR functions, including staff training on Alert HR systems, inductions and briefings for staff.
• Monitor labour laws that are relevant to INGO work in the Horn of Africa, ensuring all aspects are well understood and observed by staff.
• Coordinate the review and maintenance of a cost-effective health cover for staff
• Support managers in building staff capacity, team spirit and confidence in all areas
• Proactively look out for initiatives that will improve and develop the HR function in the HOA team.
• Conduct regular salary and benefits benchmarking and inflationary reviews and recommend any changes to the Hub director to ensure that Alert remains a competitive employer in the Horn of Africa.
• Provide necessary administrative support on all aspects of HR management and liaise closely with Alert's HR Team on any issues arising and as required.
• Oversee procurement, logistics, and office administration, ensuring compliance with Alert policies, systems and procedures.
• Line manage Finance and Admin Officer/ Assistant, interns, finance and operations consultants, volunteers, drivers, cleaners and other support staff who work for Alert Kenya & HOA Hub.
• Ensure the smooth running of Alert Kenya & HOA IT systems.
• Provide briefings on Alert's IT policies, systems and procedures and ensure compliance.
• Ensure staff have necessary access to Alert Outlook and Intranet systems and provide briefings where required
• Security coordination and risk management
• Act as the primary security focal point for the Horn of Africa, handling all security-related matters.
• In coordination with the Hub Director, take responsibility for developing and regularly updating the Country Security Plan, including drafting relevant sections for new operational areas.
• Provide security briefings to all visiting staff and consultants, in accordance with Alert's Security Policy and the established country security protocols.
• Work with the Hub Director to monitor the security context within operation areas and ensure timely updates are shared with relevant colleagues
• Monitor staff movements when travelling on Alert business in the country
• Strategic and organizational inputs
• Participate in the development and implementation of the Alert Kenya & HOA Strategy.
• Liaise closely with the Africa Programme and Global Finance team, ensuring streamlined finance management between the HOA and London, and providing required information in required formats.
• When delegated, represent the HOA hub and participate in meetings, conferences and seminars.
• Be an active member of the Alert team in Kenya &HOA and support cross-departmental initiatives to enhance operational efficiency.
• Any other duties which contribute to the smooth running of International HOA Hub, as required by the Director.
• Any other duties which contribute to the smooth running of Alert, as required by the Hub director

• A degree in Finance, Accounting, Business Administration or related field
• Qualification in Management
• ACA/ACCA/CIMA
• Audit training with a reputable company

• At least 3 years' managing finance and administration for an INGO project/office in the Horn of Africa,
• Significant experience of developing budgets and financial forecasts, monitoring and reporting
• Significant experience of accounting for funds from international funders, including grant audits
• Significant experience of developing budgets and financial forecasts, monitoring and reporting
• Systems development and management (financial and others)
• Negotiating best value contractual agreements with service providers
• Experience of managing a team
• Financial capacity building of non-finance managers Management of security in an INGO context
• Working with partner organizations (establishing and operationalising partnership agreements, capacity building)
• Internal audit
• Business planning

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