Director – Finance and Support Services, Grade level 18 based at the National Office (Karen)
Purpose of Position
To provide overall leadership, oversight and management of all aspects of Financial Management, Administration and Information & Communications Technology (ICT) functions ensuring systems are in place to support the World Vision Kenya National Office Strategic and Programmatic objectives.
End Results Expected
Leadership, Capacity development and Strategic Partnering,
- Provide strong leadership in Finance, Administration and ICT units ensuring competent and motivated staff are hired and retained.
- Coordinate professional and personal development of staff through adequate orientation, on-the-job coaching, identification of learning, training needs and opportunities (e.g. in accounting, SunSystems, grant management, risk management, leadership, etc.); and succession planning.
- Model Christ-centered servant leadership and support spiritual development of his/her team.
- Actively participate in the National Office Senior Management/ Leadership team meetings.
- Attend and actively participate in strategic regional meetings.
- Facilitate the National Director, Operations, Board and other non-finance staff in understanding and interpretation of financial statements.
- Ensure partnership finance, administration and ICT policies and procedures are understood by Senior Management, Operations/Technical staff, Communities, Local Partners and Board, as appropriate.
- Develop strong networks internally (other National Offices, Support Offices and partnership entities) and externally (other NGOs, banking entities, communities, etc.) through effective communication, relationships and twin citizenship.
- Promote shared resource networks within the region, and the partnership.
- Participate in the relevant National, Regional, Africa and partnership initiative as required
- Adhere to WVI key policy documents – mission, core values, and covenant of partnership.
- A robust and resilient team working together providing efficient services that help achieve the child wellbeing outcomes
- Relevant reports/analysis for decision making produced and discussed with leadership
- Effective performance management per WVI guidelines and standards
- Improved retention rate of top performers and key contributors
- Low turnover rate for key staff
- Documentation and sharing of best practices among staff, within and across regions
- All staff understand their role and responsibilities in financial management, as appropriate
- Strategic leadership provided
- Finance and support Services team viewed as valued business partners, both internally and externally
- Good image of the office in country and in the partnership
Financial Planning , Budgeting and Stewardship,
- Coordinate the planning and budgeting process and provide technical support, to ensure global and regional guidelines are met, as well as to chart and execute a strategy in the midst of changing constraints and circumstances.
- Review alignment of budgets between National Office, projects, grants, MyPBAS, and Support Offices and ensure effective and efficient cost recovery practices are followed.
- Control of National Office budget, cash flow and project funding, by providing timely and relevant information to budget managers, in collaboration with the Operations Leader.
- In collaboration with other National Office Directors, advise the National Director on strategic resource acquisition and allocation in line with RWG/VIR (Regional Working Group /Virtual Investment Review) recommendations approved by the Regional Leader.
- Contribute to the development of World Vision National Office strategic direction and priorities.
- Ensure adequate cost efficiency and effectiveness measures are in place and are being followed through:
- Providing cost analysis, promoting benchmarks and making recommendations for determining effective resource utilization at all levels.
- Manage complex funding arrangements across multiple funding streams
- Efficient and effective financial planning and budgeting processes, in line with WVI & donor requirements
- Value added analysis provided for the Strategic Investment discussion at RWG/VIR
- Inter-departmental collaboration from the planning and budgeting phase, resulting in improved organizational efficiency and program/projects’ burn rate levels
- Level of cash within approved target low
- Accounts reconciled monthly
- National Office budget completed within standards & deadline
- National Office expenditures are within approved National Office budget limits and benchmarks
- Project grants spending is within total approved donor budget, budget line flexibility rule and no underspending below 5% and NIL overspending
- Program/Project expenditures are within acceptable efficiency ratio for Programming vs. Program
- Management costs based on T7 Programming Codes
Fiscal Accounting, Compliance, Monitoring and Reporting
- Design and manage systems, policies and procedures that provide appropriate levels of security and control of WV assets, resources and operations.
- Coordinate the submission of timely, accurate and complete relevant reporting to the Partnership and to internal users.
- Define and implement efficient and effective internal control systems.
Adhere to partnership policies, procedures and guidelines as stipulated in the WVI Financial Manual and other documents, including – but not limited to: grant compliance, planning & budgeting, year-end closing, carryforward, accounting and reporting.
- Coordinate the timely and accurate submission of financial reports in Notes FFR (Field Financial Reporting) database.
- Review the reconciliation of MyPBAS to FFR monthly with action plan for addressing outstanding items.
- Provide regular analysis of ADP/Grant financial reports and timely feedback to ADP/Grant managers for decision making
- Ensure proper and timely reporting is submitted to all donors. Monitor and control spending to ensure it does not exceed available funding and that core costs are covered.
- Ensure accountability and financial management of Micro- Enterprise Development (MED) programs.
- Ensure National Office staff visit Programs/Projects to monitor accountability issues, follow up on implementation of audit findings and provide support as needed.
- Relevant reports/analysis for decision making produced and discussed with leadership
- Strong accountability and compliance in accounting and reporting
- Timely, complete and accurate financial reports (National Office and Projects) analyzed and submitted to budget owners and internal stakeholders for better decision making.
- MyPBAS reconciled monthly and any issue followed up with relevant Support Office
- Compliance with grant regulations and Grant Approval Protocol
- Carryforward process completed within Partnership deadlines
- Finance staff visiting projects and communities, adding value at the grass-root level
Oversight of Administration & ICT Support Services,
- Provide overall leadership to the ICT function ensuring that the office has reliable, sufficient, connectivity and that the organizations information systems and resources are adequately protected.
- Provide overall leadership to the Administration ensuring that the National Office is effectively supported and staff have a clean and secure and hospitable place to work.
- Ensure that the support services function have systems and mechanisms to ensure ministry effectiveness.
- Ensure improved office/programs connectivity
- Facilitate and ensure preparation of and adherence to computer usage policies
- Ensure office disaster preparedness and policies are updated to include new technologies, trends, and threats.
Ensure adequate cost efficiency and effectiveness measures are in place and are being followed through:
- Ensure that WV staff and assets are secured, safe, and well maintained; oversee logistics coordination
- Ensure that WVK provides quality hospitality services to staff and visitors
- Offer oversight of Fleet management including Transportation and Logistics
- Work with Security team to ensure a safe workplace. Identify potential hazards and train staff to control risks.
- Promote benchmarks for determining effective resource utilization in all cost entities like IPC, SMC, DOS, staff equipment and other assets.
- Systems and policies to ensure ministry effectiveness put in place
- WV assets and facilities well managed
- Internet and other connectivity are fast and stable at every location
- Computer usage policy prepared, approved and operational.
- IT security manual approved and distributed to staff
- Information and software backed up and secured
- Security guidelines and procedures are in place
- Security assessment and report is updated regularly
- of incident reports
- Building facilities are well-managed
- Travel and accommodation information are readily accessible by all staff and visitors
- Air-ticketing, passport and visa services are well managed
Risk Management and controls,
- Manage all risks emanating from the Finance, Administration and ICT functions.
- Ensure appropriate systems and controls are in place to avoid significant audit risk ratings, both at the National Office and project levels.
- Coordinate management responses to audits performed to the National Office and projects; ensure they are sent on time to the Audit Department; and that all audit recommendations are implemented timely at all levels.
- Establish relevant internal controls, configure Sun Systems, ProVision, GEMS and any other required programmes
- Coordinate adequate preparation for Global Centre and external audits.
- Implement anti-corruption and fraud strategies
- Minimized risk exposure within WV and external partners’ operations
- Anti-corruption strategy rolled out and understood by all staff
- Awareness and understanding of key financial policies and procedures by all relevant staff
- Minimum acceptable audit risk ratings and timely implementation on internal and external audit recommendations
Knowledge, Skills and Abilities
- Master’s degree of Commerce or its equivalent
- Certified Public Accountant of Kenya (CPA-K) or ACCA qualifications or its equivalent
- Minimum of Ten years’ experience of which six must be in a senior management position in a reputable organization.Sun Systems Certification
- Strong budgetary, financial management and analytical skills.
- Demonstrable experience in leadership, strategic management, results based management in financial matters.
- Strong aptitude for organizational change, participatory and servant leadership, innovation, learning, team building.
- Knowledgeable on grant accounting and experience in donor funding e.g. USAID, DFID, UN etc. compliance with statutory reporting requirements.
- Active Membership to a registered professional Accounting body
- Demonstrable ability to work with minimum supervision.
- Computer literate: especially in Sun accounting systems, spreadsheets, Internet skills.
- Excellent verbal and written communication skills, good interpersonal relation skills.
- Able to work in a cross cultural environment with multinational staff
- Ability to solve complex problems and to exercise independent judgment