Finance and Grants Coordinator, Human Resource and Administration Coordinator at Save the Children

On Wednesday, October 9th, 2013

 Team / Programme: Programme Operations

Location: Dadaab
Grade: 4
Finance and Grants Coordinator
Post Type: National
 
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Role Purpose:
Under the supervision of the Area Programme Manager, the Finance and Grants Coordinator is responsible for managing the finance activities, financial controls, computerised accounting systems and staff in Dadaab, in line with Save the Children’s financial procedures. 

S/he will also support grants management, by advising on compliance, chairing monthly awards review meetings, coordinating BVA feedback, and working with budget holders to ensure implementation is on track. The Finance and Grants Coordinator is a senior member of the Dadaab team and sits on the Area SMT.

In this challenging environment, the Dadaab Finance and Grants Coordinator will be responsible not only for compliance with critical SCI policies, ensuring that financial resources of the organization are shepherded in an accountable and transparent manner.

Scope of Role:

 

Reports to: Area Programme Manager

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. 
Save the Children has an operational presence in Dadaab Refugee Camp, Garissa, Mandera, Meru and Wajir – with plans to expand into Bungoma and Turkana in 2014. We work through partners in many other parts of the country.

Currently, we have a staff complement of approximately 240 staff and an operating budget of approximately US$21 million this year.

Line Reports: Finance Officer, Finance Assistant, Cashier

Key Areas of Accountability:

General Management

  • As a member of the Dadaab SMT, demonstrate the behaviours that are consistent with Save the Children’s Mission, Vision and Values and ensure their broader application by staff across the Dadaab programme;
  • As a member of the Dadaab SMT, ensure a conducive and productive work environment;
  • Implement the Respectful Workplace & Diversity agenda for staff in the Dadaab Programme;
  • Contribute to the wider country programme agenda.
  • Carry out the responsibilities of the role in a way which reflects Save the Children’s commitment to safeguarding children, in accordance with our Code of Conduct and Child Safeguarding Policy.
Finance
  • Maintain robust and adequate financial internal control systems and cash management across the field office in line with SCI’s Finance Manual, Awards management and good accounting practices.
  • Ensure sufficient cash in the office by producing monthly cash forecasts for Dadaab Office, sending to Nairobi office and following-up to make sure cash is received in time.
  • Manage Agresso processes and review all the GLACOS spreadsheets for accuracy  and ensuring that data is submitted to Nairobi office on or before the set deadline for processing.
  • Verify the accuracy, validity, legitimacy of all payments completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding and approval by responsible managers before payments are made while ensuring SAVE THE CHILDREN  creditors are paid promptly.
  • Provide support to budget holders in reviewing and understanding monthly financial budget monitoring reports and follow up on any recommended changes.
  • Liaise with the area manager to schedule and take lead in planning and convening the monthly finance and grants meetings in the field office ensuring minutes are taken and shared with the grants team in Nairobi.
  • Induct new staff into SCI financial policies and procedures applicable in the field offices and ensure that changes in policies are communicated to staff at all levels.
  • Adhere to the Finance diary including Monthly Management Controls (MMCs) for field offices, ensuring that all deadlines are met and submissions made to Nairobi Office.
  • Maintain good working relationships with other stakeholders and support the implementing partners in improving their Finance and Awards Management skills.
  • In collaboration with HR, provide information on staff to Nairobi Finance Officer for monthly payroll preparation and when staff are departing from SCI,  including but not limited to salary advances, food recovery, etc
  • Ensure that audit recommendations are followed up & implemented in good time and field staff fully understand and comply with the standard financial procedures.
Reporting and Financial Analysis
  • On a monthly basis, analyse trends, document the variance commentary and communicate to the budget holders of the country office
  • Ad hoc analysis required by the country office budget holders that will help better manage all the revenue streams, e.g. award funds, other private funds and expense trends and details
  • Ensure timely preparation and submission of financial reports to donors in compliance with donor guidelines and contractual agreements
Grants Management
  • Support the development of new proposals, in particular, with respect to budget development;
  • Develop phased budgets in collaboration with programme managers;
  • Manage and update the master budget for Dadaab with the Area Manager, and pro-actively highlight gaps;
  • With support from Nairobi, create an accountable system for billing staff across grants which ensures full expenditure of each salary line by the close of grants;
  • Provide managers with information on the funding pipeline for each staff position;
  • Coordinate and chair awards opening and closing meetings in Dadaab, with programme managers;
  • Coordinate the monthly Awards Review Process, including chairing the monthly BVA review meeting in Dadaab;
  • Support capacity building of coordinators and managers in grants management;
Policy & Donor Regulations Compliance
  • Assist Dadaab office in day to day compliance and award financial management issues.
  • Gather information from Kenya Office Awards Team and/or other units within Finance in resolving an issue related to compliance.
  • Work closely with the Awards team in ensuring donor compliance amongst the implementing partners at the field level.

Staff Management
  • Manage finance staff performance in compliance with SCI Kenya Policies;
  • Coach, mentor, and support opportunities for continual staff development;
  • Support adherence to child safeguarding policy.
Skills and Behaviours (our Values in Practice)
 
Accountability:
  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
Collaboration:
  • Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
Creativity:
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
Integrity:
  • Honest, encourages openness and transparency
Qualifications and Experience
  • A first degree in Commerce Accounting, Business Administration, Finance, or related field. Post-graduate diploma preferred.
  • Part II qualified in a recognized professional qualification in Accounting (CPA, ACCA)
  • Minimum 5 years similar work experience within a fast paced work environment.
  • Excellent communication skills (Verbal and Written)
  • Fluency (Verbal and Written) in English is required. Somali language skills a major advantage.
  • Excellent presentation and facilitation skills.
  • Strong team player, collaborative and capable of building effective relationships across all levels
  • Strong results orientation, with the ability to challenge existing mind-sets
  • Problem solving and risk mitigating skills
  • Proficiency in Microsoft Officer products (Word, Excel, Outllook, Powerpoint) and financial software such as Agresso.
  • Comply with the requirements of Save the Children’s Safeguarding Policy and other Global Policies.
  • A commitment to promoting diversity and equality of opportunity in employment and empathy with SC values and objectives

How to Apply

The application process is now open and will close on 29th October 2013 at 5.00 p.m.

To apply for this position, please send a short cover letter and CV to [email protected] indicating the position title on the subject line.

Vacancy: Human Resource and Administration Coordinator

Team / Programme: Programme Operations
Location: Dadaab
Grade: 4
Post Type: National
 
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Role Purpose:
Under the supervision of the Area Programme Manager, the HR and Admin Coordinator will guide recruitment, contractual and performance management process, and support the implementation of Save the Children’s Child Safeguarding Policy. 

The Coordinator will also oversee administrative functions for six offices, including IT, maintenance of office, compound and accommodation infrastructure, and other administrative arrangements. The HR and Admin Coordinator is a senior member of the Dadaab team and sits on the Area SMT.

In this challenging environment, the Dadaab HR and Admin Coordinator will have a is responsible not only for compliance with critical SCI policies, but also to ensure the most critical resources of the organization – it’s staff – are fairly managed and compensated, and have appropriate access to opportunities for capacity development, career development and progression.

Scope of Role:

Reports to: Area Programme Manager

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. 

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. 
Save the Children has an operational presence in Dadaab Refugee Camp, Garissa, Mandera, Meru and Wajir – with plans to expand into Bungoma and Turkana in 2014. 
We work through partners in many other parts of the country. Currently, we have a staff complement of approximately 240 staff and an operating budget of approximately US$21 million this year.

Key Areas of Accountability:

General Management

  • As a member of the Dadaab SMT, demonstrate the behaviours that are consistent with Save the Children’s Mission, Vision and Values and ensure their broader application by staff across the Dadaab programme.
  • As a member of the Dadaab SMT, ensure a conducive and productive work environment.
  • Ensure the appropriate resourcing of HR and admin activities within new budgets, and obtain support from NBO when appropriate or necessary;
  • Ensure that staff fare trained in and fully understand the child safeguarding policy;
  • Implement the Respectful Workplace & Diversity agenda for staff in the Dadaab Programme;
  • Contribute to the wider country programme agenda.
  • Carry out the responsibilities of the role in a way which reflects Save the Children’s commitment to safeguarding children, in accordance with our Code of Conduct and Child Safeguarding Policy.
Human Resources
  • Responsible for compliance with SCI HR policies and procedures in Dadaab area programme;
  • Oversee all recruitment, performance management, capacity gap assessment, and contractual processes in Dadaab;
  • Work with Programme Managers to plan recruitment at grant start up;
  • Develop people management capacity through active engagement with the Dadaab senior management
  • Design annual training and capacity building initiatives in support of a policy of continual staff development
  • Identify gaps in staff capacity, and actively address the causes;
  • In collaboration with the Director of HR, support the identification of strategies and formulation of policies that promote employee retention; career progression; workforce planning; succession planning in Dadaab.
  • Contribute to the development and review of HR policies, procedures, guidelines and business processes, in particular with relation to staff in Dadaab and refugee staff, to ensure that everything we do is efficient, cost effective and legally compliant.
  • Other duties as assigned
Administration
  • Responsible for the correct implementation of the SCI admin policies and procedures;
  • Oversee the maintenance of Dadaab area offices (6), and accommodation facilities (6 compounds);
  • With the APM and construction engineer, plan and budget for the further development of Dadaab area facilities.
  • Develop and oversee the implementation of agreements with hosting agencies and agencies which we host in the various camps and compounds;
  • Ensure appropriate resources for the aforementioned activities in new budgets;
  • Administer and act as budget holder on staff welfare funds;
  • Oversee the cafeteria facilities and ensure adequate food services provision.
Staff Management
  • Manage HR and Admin staff performance in compliance with SCI Kenya Policies;
  • Coach, mentor, and support opportunities for continual staff development;
  • Support adherence to child safeguarding policy.
Skills and Behaviours (our Values in Practice)
 
Accountability:
  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
Collaboration:
  • Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
Creativity:
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
Integrity:
  • Honest, encourages openness and transparency

Qualifications and Experience
  • A first degree in Business Administration, Social Sciences or relevant field.
  • A post-graduate Diploma in Human Resource Management.
  • Minimum 5 years’ experience in similar roles
  • Good knowledge and experience of generalist HR issues, including Kenya Employment Law, recruitment and selection, interpretation and application of policies and procedures, restructuring, reward and employee relations.
  • Proven ability to influence and negotiate at senior levels and build capacity within management teams.
  • Experience in managing disciplinary a grievance issues and monitoring and coaching HR staff and other managers involved in such cases.
  • Experience in developing contracts and MOUs with similar agencies
  • Experience in facilities management;
  • Strong customer and quality orientation; solution –focussed and confident in operating in a changing environment.
  • Excellent communication skills (Verbal and Written), with the ability to provide clear effective advice on a range of HR issues.
  • Fluency (written and oral) in English is require. Somali language skills a major advantage.
  • Excellent presentation and facilitation skills.
  • Strong team player, collaborative and capable of building effective relationships across all levels
  • Strong results orientation, with the ability to challenge existing mind-sets
  • Problem solving and risk mitigating skills
  • Proficiency in Microsoft Officer products (Word, Excel, Outllook, Powerpoint) and ability to use the internet to obtain data and reference materials.
  • Comply with the requirements of Save the Children’s Safeguarding Policy and other Global Policies.
  • Commitment to Save the Children values
  • A commitment to promoting diversity and equality of opportunity in employment and an empathy with SC UK values and objectives

How to Apply

The application process is now open and will close on 29th October 2013 at 5.00 p.m. 

To apply for this position, please send a short cover letter and CV to [email protected] indicating the position title on the subject line.
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