Administration Manager Vacancy-Ref PL/Feb242020/01020

  • Full Time
  • Nairobi

Plan International

Administration Manager Vacancy

Start Date: As Soon As Possible.

General Position Summary

The Administration Manager is a member of the senior management team and part of the Administration Department, and as such is responsible for all aspects of financial management, working collaboratively with other teams to ensure compliance with our internal policies and procedures as well as donor regulations. S/he works under the direction of the Country Director and is responsible for all financial functions, including accounting, payments and banking, payroll, budgeting, financial reporting and grant financial management and compliance.  The Administration Manager, in support of the Program Department, provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

 

Essential Job Responsibilities

Strategy & Vision

Recognize opportunities for innovative action and create an environment of empowerment.

Set direction by prioritizing and organizing actions and resources to achieve objectives and contribute to country-wide strategy development.

Personal Leadership

Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.

Maintain high ethical standards and treat people with respect and dignity.

Demonstrate an awareness of his/her own strengths and development needs.

Team Management

Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.

Supervise and lead a diverse team of direct and indirect reports in field offices.

Contribute to country team-building efforts; build constructive internal relationships; help team members identify problem solving options and ensure integration of all team members into relevant decision-making processes.

Operations – Financial

Ensure effective, transparent use of financial resources in compliance with donor policies and procedures.

Maintain banking relations and plan and monitor country cash flow requirements to ensure the smooth implementation of our programs.

Maintain appropriate local insurance coverage in coordination with the Admin.

Provide monthly standard accounting submissions to our Headquarters, including general ledger files, account reconciliations, expenditures by cost center/project, required sub grantee reporting, as well as other financial information in a timely and accurate manner.

Provide monthly management reports to the Country Director and Program Managers, including expenditures by cost center/project, sub grantee reporting and other financial information, in a timely and accurate manner.

Develop annual fiscal year budgets with the Country Director and develop and implement grant budgeting and forecasting systems with Program Managers.

Influence & Representation

Interface with the donor representatives to convey information about programs as appropriate.

Communicate with our partners as well as sub grants, to verify their systems and that they understand and follow all appropriate procedures and Participate in sharing best practices with NGOs and governmental agencies.

Security

Ensure compliance with security procedures and policies (SOP’s) as determined by country leadership.

Proactively ensure that team members operate in a secure environment and are aware of policies.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit us as well as themselves.

Accountability to Beneficiaries

Our team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

Direct and indirect supervision of the whole Administration Department staff.

 

Accountability

Reports Directly To: Country Director

 

Works Directly With: HQ Regional Administration Manager (with authority for technical financial matters); members of Operations, Program Managers, TSU team members, and others

 

Knowledge and Experience

A BA/S or equivalent in accounting or Administration required; advanced degree preferred.

At least 3+year of progressive financial management experience, including supervisory experience required.

At least 2 years’ experience in grants management as well as an understanding of USAID/OFDA, UN, DFID and EU regulations required.

At least 3 years’ international experience required; international NGO/PVO field office experience is preferred.

Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.

Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.

Prior management experience and strong organizational skills.

Advanced computer skills in MS Office programs, particularly Excel.

Effective verbal and written communication, multi-tasking, organizational and prioritization skills.

Excellent oral and written English skills required.

Ability to work effectively with an ethnically diverse team in a sensitive environment.

Previous experience in insecure environments.

Knowledge of purchase and use Bitcoin & other cryptocurrencies in financial transactions

Success Factors

The successful candidate will have an ability to interact effectively across international and national program and Administration teams successfully, both in a managerial as well as training capacity. S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. An impeccable professional standard of Administration and procurement ethics and the willingness and ability to enforce compliance with donor policies and procedures is essential. The Administration Director must be willing to travel regularly to our field offices and project sites. The most successful staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

 

Remuneration
We offer a competitive remuneration based on skill and experience including;
Monthly Salary USD( $) 11,250pm- USD( $)11,970pm
Group Medical & Life Cover
Relocation Cost and Housing Covered by the Employer
Organizational Car and driver
Per diem & overnight allowance on mission not in duty stations

 

Applications not meeting minimum requirements will not be considered. Only shortlisted candidates will be contacted. The position is open until filled due to the urgency of the recruitment.

 

How to Apply

Interested parties should send in their applications and detailed CV to be addressed to HR Manager and sent by email to [email protected]

 

Applications not meeting minimum requirements will not be considered. Only shortlisted candidates will be contacted. The position is open until filled due to the urgency of the recruitment.

We are a humanitarian NGO, which supports vulnerable populations, affected by humanitarian crises worldwide. We provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to

To apply for this job email your details to hrm@jobs-planinternational.org