Reports to : Director, Eastern Africa
Supervises : Senior Finance Officer, Administration Officer
Wetlands International is dedicated to safeguarding and restoring wetlands for people and nature. We are driven by the knowledge that safeguarding and restoring wetlands is urgent and vital for water security, biodiversity, climate regulation, sustainable development and human health.
We bring knowledge into policy and practice, connect local actions in 100 countries to make a global difference, we catalyze actions that support those that use or depend on wetlands, and we are passionate about the positive change we make for people and nature.
Our global not-for-profit network of 14 independent offices is governed by a Supervisory Council and a Board of the Association of 35 national government and non-governmental organization members.
The Finance and Operations Manager
Wetlands International Eastern Africa seeks an entrepreneurial, strategic, and solutions-oriented Finance and Operations Manager (FOO) with proven experience in financial management and managing the operations of a globally networked organization.
This is an ideal opportunity for a seasoned, hands-on finance and operations professional with the drive and enthusiasm to develop and implement infrastructure systems to support substantial growth for Wetlands International in Eastern Africa.
The FOO plays a critical role in both day-to-day operations and long-term strategy development and implementation and will have full financial, strategic, and operational accountability as a member of the Senior Management team.
The FOO will lead an effective and efficient accounting and finance operation which develops and recommends annual and long-term budgets, financial analyses, and forecasts required for institutional operations and growth.
Additionally, the FOO is responsible for developing and maintaining effective internal control procedures, tax compliance and filing, as well as managing insurance, procurement, and interface with external advisors.
The FOO will also oversee all functional support aspects of the organization. This will include both implementation oversight, as well as strategy and organizational design, structure and right-sizing, setting up and running an effective networked organization.
Lastly, the FOO will establish and implement robust internal systems and processes, including leveraging information technology to drive collaboration and continuous improvement.
Assist the Director in the preparation of the annual budgets for approval by the Board;
Advise the Director on financial strategy and its impact on in-country and regional objectives, providing input when the financial performance of the WIEA office has been compromised and / or is inconsistent with budgets both on a projected and actual basis;
Analyze and interpret financial data and recommend changes to improve systems, processes and financial performance.
Regularly review financial reports and compare outcomes against actual and projected spending, assist the Director to analyze successes and failings, and identify areas of improvement;
Participate in developing the annual work plan and assist in program / project budget preparation;
Oversee and help manage any specific program audits that may be requested and actively participate in the preparation of WIEA’s annual financial audit;
Reviewing of financial documents and transactions in the organization to ascertain compliance, accuracy, relevance and reasonableness of the transactions.
These include monthly operating reports, financial statements and related compliance reports.
Managerial duties shall include but are not limited to the following
Day-to-day direction and leadership to the accounting and administration staff to ensure quality assurance, recruitment, selection, training and promotion of financial and administrative staff;
Responsible for all financial and accounting procedures and payroll;
Assist the Director to address all financial aspects associated with contracts including administrative and financial control screening of sub-grantee partners;
Provide support and training of all finance staff and sub-grantees to ensure that they comply with generally accepted accounting and business practices, and insure that they meet donor and WIEA standards with respect to and the safeguarding and responsible use of all activity procured materials and equipment;
Regular coordination and communication on financial management matters with WIGO.
Routine responsibilities will include but not limited to the following :
Financial and cash management
In coordination with the Director and other staff, ensure that financial reports and Fund request are accurately prepared and submitted on time
Ensure that the minimum amount of funds needed to implement projects and meet all WIEA financial engagements are available in a timely manner
Prepare periodic cash flow projections for programs and or projects as needed
Maintain control over in country financial and accounting systems including bank accounts
Ensuring all country office finance record keeping is properly maintained and consistent will all rules and regulations and best practices
Ensuring timely completion of donor reports and management reports
Review and approve all invoices and payment to ascertain compliance with WIEA procedures including availability of funds before seeking the Directors approval
Perform periodic review and certify the general ledger, cashbook, trial balance and other pertinent reports generated in financial accounting system in time to meet monthly reporting deadlines (including but not limited to expenditures, credit, bank statement and reconciliation report)
Ensure the preparation of financial reports as per donor requirement and timeline in addition to WIEA financial format
Insure the integrity and accounting of all monies
Budgeting and reporting
Work with the Director to develop and / or review annual operating budgets in accordance with WIEA guidelines
Develop and maintain budgetary controls of expenses, in consultation with the COP and program staff
Prepare donor billings and financial reports, and submit to donors within the agreed schedules
Grants Management and Facilitation of Audits
Oversee the facilitation and management of the sub-grant making process as per WIEA Finance manual, in tandem with donors’ rules and regulations on financial management
In accordance with donor requirements, organize, prepare and facilitate external audits as appropriate including actions in response to audit findings and recommendations for corrective actions
Support implementation of the Institutional Development Plan for Wetlands International Eastern Africa
Assist the Director in the review, revision and implementation of the sub regional strategy for Eastern Africa and monitor and report annually on progress
Operations & Administrative Management
Support the establishment and management of effective working offices in the region
Establish and implement administration and logistics procedures in line with organizational requirements
Establish and oversee procurement and logistics systems and activities.
Work closely with the Senior Management Team to provide financial and operational monitoring and controls on all programmes of work and activities, including producing reports and overseeing analysis of data and budget administration.
Improve operational systems, processes and policies -specifically, better management reporting, information flow and management, business process and organisational planning
Manage and increase the effectiveness and efficiency of Support Services (HR and Finance), through improvements to each function as well as coordination and communication between operational support and programme development & delivery
Oversee recruitment of Wetlands International financial and administration staff.
Responsible for managing a team of finance and administration staff, including contributing to capacity building of staff.
Ensure training and orientation of new staff in finance and administration
Ensure the organization has policies and practices in place across the region that mitigate financial and environmental risks to the organization, including security protocols, insurance policies, and fraud and anti-bribery regulations and ensure that staff are fully aware of them.
Ensure the organization’s offices are safe and healthy environments conducive to productive work.
Managing and providing regular financial planning for the prevention, mitigation and rectification of unnecessary exposure and in-country risks; and
Ensuring that all country office financial record keeping is properly maintained and consistent with all applicable organisational, donor rules, regulations and best practices.
University degree in business administration, commerce, finance, accounting or other relevant degree courses.
Full ACCA or CPA K qualifications or equivalent.
A minimum of 8-10 years of prior financial supervisory and management experience at an organization, responsible for a diverse folio of funds
Good working knowledge of English (written and spoken
Working experience in the NGO sector
Relevant and proven experience in project management and administration
Track record in grants management as it relates to compliance and reporting of government, corporate and foundation grants is essential.
Masters degree in business administration, finance or other relevant courses
Competencies / Skills
Extensive experience in finance management, financial analysis, accounting, audits and operations in an international NGO.
Deep familiarity with the financial requirements of external grants from different donors.
Proven ability to provide timely financial reports for multiple projects with different donors.
Appropriate knowledge and skills in using computer software and systems for accounting, preparation of financial statements and payroll reporting and systems.
Demonstrated, hands-on experience and proficiency using Microsoft Excel, Word and QuickBooks is a must.
Highly organized, and able to pay attention to details.
Ability to prioritize workload and function effectively in a cross cultural, interdisciplinary environment
Communications and management
Proven manager and team player in an international setting
Effective communications skills.
Ability to work under pressure to complete multiple tasks, eet demands and deadlines with a positive and constructive attitude
Good at building relationships and able to influence others.
Diplomatic and objective.
Negotiation, problem solving and conflict management skills.
Required education : Bachelor's degree
Required relevant work experience : 10 years
Required languages : English (Spoken : fluent Written : fluent)