Website Summit Recruitment
Job Family: Finance & Administration
Discipline: Finance & Human Resource
Role Title: Finance & Human Resource Coordinator
Typically Reports to: General Manager (GM)
OVERVIEW AND PURPOSE OF POSITION:
The Finance coordinator is in charge of the authentication, allocation and integrity of financial accounts, schedules, plans and documentations in line with relevant ad hoc financial objectives.
The role of HR Coordinator is to shape the performance and development systems for all employees, designing and supporting the company talent frameworks including performance management, succession planning and workforce/human resource planning whilst guiding and managing Human Resources services for the Company.
FINANCIAL GOALS AND OBJECTIVES:
Develop, streamline and enhance financial management and reporting processes.
Manage the processing of all contract and other income and disbursements.
Timely and accurate preparation of consolidated monthly and annual financial statements and reports in accordance with GAAP and IAS.
Ensure financial and business related legislative compliances are met.
Analyse financial results, including corrective actions to address adverse performance.
RESPONSIBILITIES AND DUTIES – Financial Management
Strategic Finance Management;
Provide accurate, timely and practical financial information and advice on all aspects of financial operations, including policy and procedural issues to all key stakeholders including the the GM.
Work with the GM to develop an annual budget that is reflective of the strategic direction of the company.
Comply with all legislative and regulatory requirements, company policies, procedures, and guidelines.
Finance Operations Management;
Manage Company finances including timely and accurate preparation of the annual budgets, monthly reconciliations, monthly reports and management analysis, PAYE, VAT, NHIF, NSSF statements and the annual financial statements.
Ensure compliance with relevant statutory, regulatory, policy and International Accounting Standards and report on annual statutory and taxation requirements as appropriate.
Identify opportunities and implement improvements in processes of financial accounting to achieve efficiencies.
Manage and prepare payroll.
Ongoing management of debtors, creditors and project accounting processes ensuring these processes maximise company’s financial outcomes.
Ensure effective management of company’s cash flow, including cash management and cash flow budgeting.
Work with the other departments to maintain the company and project budgets within the allocations.
Implement the business Continuity and Risk Management planning process to ensure that company’s Financial Management systems are sound and operate within the agreed “risk profile”
Monitor company’s financial performance against budget projections.
Finance Systems Management;
Identify opportunities and implement improvements to the financial accounting software to achieve efficiencies and improve the user experience.
Assist and advise GM with development of techniques and systems to better monitor financial performance of the projects and activities.
Maintain, review and make changes to the Chart of Accounts annually and as required.
Credit Control Management- Accounts Receivables
Assist in the setting up of the credit control system.
Ensure that debts are paid in a timely manner.
Chase overdue invoices by telephone, email & letter within agreed timescales.
Regularly making contact with customers to ensure all relevant debts are managed as necessary.
Handle disputed bills and negotiate to bring payment within the agreed terms.
Ensure monthly processing of invoice deadlines are met as required.
Send out monthly client statements/letters as may be agreed from time to time.
Prepare the aging analysis of debtors with comments and forwarded to GM as agreed.
Debt Control Management- Accounts Payable
Ensure that purchase orders are correct and accurate in terms of pricing.
Ensure that creditors’ accounts are reconciled and creditors paid in good time
Communicate to creditors when payments delay and assure tham of our commitment to pay.
Annual Audit Management;
Manage the annual audit in a timely and structured manner ensuring completion of the annual financial statements is in accordance with the audit timetable.
Maintain records as appropriate for the audits and compliance as well as day to day use.
Liaising with the auditors from time to time to confirm changes and new regulatory requirements.
Goals and Objectives – Human Resource Management
Health and safety of the workforce.
Development of a superior workforce.
Development of the Human Resources department.
Development of an employee-oriented company culture that emphasizes quality, continuous improvement, key employee retention and development, and high performance.
Personal ongoing development.
RESPONSIBILITIES AND DUTIES:
Development of the Human Resources Department
Develop and implement the HR /TM and People strategies aligned to the business objectives.
Support and coach the management team on all people leadership matters, including business change and transformation.
Forming strong relationships with the management team to be able to challenge and coach in a high performance environment.
Partner the management team to project manage organisational and procedural changes within the business area.
Lead the work to regularly review the company’s talent management processes within the business areas, including performance/potential management, resource planning and succession planning.
Where necessary, work in partnership on projects to aid continuous improvement and implement improvement programmes (e.g. changes to working practices, organisation changes and business “excellence” or lean programmes).
Provide insight and recommendations on HR initiatives that can be leveraged to strengthen business results e.g. leadership/development programmes.
Working with senior managers to uncover the talent implications e.g. any significant gaps to meet long-term objectives and create a long-term workforce plan that prioritises people-related initiatives.
Monitor, measure and report on HR issues, opportunities and development plans and achievements within agreed formats and timescales.
Keep up to date with HR legislation by researching and attending necessary events, before providing suitable interpretation to General Manager.
Update the employess with timely, relevant forms, policies and procedures to ensure accessibility at all times.
To facilitate as a mediator when required to try and resolve employee grievances.
To manage the long service rewards and ensures employees are notified of qualifying rewards in a timely and accurate manner.
Manage all recruitment needs for the company, including implementing and continually developing a robust recruitment process.
Overseeing the day to day management of the recruitment process, including reviewing job descriptions, website advertising, updating of the company resource plan, sifting and selection of CV’s, attending interviews and selecting candidates.
Creating and continually improving offer letters and contracts of employment, whilst managing the timely distribution of such documents.
Ensuring all relevant ID, certificates and employee documents are received on or before 1st day of employment.
Establish and maintain appropriate systems for identifying, planning, delivering and measuring learning and development.
Manage a training plan that details required training that is delivered within the agreed/specific timescales and ensure outcomes are appropriately measured and reported on.
Manage and develop direct reports.
Liaise with the finance department to ensure control of training and development expenditure within agreed budgets.
Liaise with other managers to understand all necessary aspects of their learning and development needs, and to ensure they are fully informed of corporate learning and development objectives.
Succession plan and ensure training is aligned to support the plan.
Develop training and communications materials to support learning and development needs.
Ensure training activities meet and integrate with company strategies and policies.
Write and deliver training lessons to continue personal development of Line Managers throughout the company.
Manage the organisation and delivery of company induction sessions, including writing and delivering the presentations.
Maintain the currency of the Training Matrix and share the information company-wide
Develop an Academy approach to the design of a behavioural competency framework and Learning Programmes that support each job level with the business.
General Management duties
To be a pro-active member of the team.
To highlight and help resolve any issues/challenges/employee relations within the office.
To assist and advise Company managers on HR policy, practice, procedure and issues.
To represent the company in a positive, professional manner at all times.
To be prepared to support fellow managers in any meetings required.
Design, support and continually improve the organisation’s talent frameworks, tools and resources for talent planning, performance management and employee development.
A Bachelor of commerce degree Finance or Accounting Option
Experience in human Resource and office Administration.
Over 5 years progressive experience in Financial and human resource Management.
Personal Qualities and Behaviours:
Should proficiently possess technical skills, soft skills, hard skills, interpersonal and management skills
Capable of coaching, Mentoring and training
Firm and systematic
Strong communication skills and excellent inter-personal skills
Knowledge of the labor legislation governing the labor market. (OSHA, WIBA and Kenya Employment Act.)
Tactical focus, flexible & change maker;
Leadership through influence and effective conflict resolution;
Should have a good track record and of unquestionable integrity
Able to work as part of a team and build relationships with others.
If you believe that you can clearly demonstrate your abilities to meet the relevant criteria for this position, then please submit your application letter, attach your CV, certificates and letters of referee NOT LATER THAN 15TH July 2018 by using this url/website.