Kakenya’s Dream provides life-changing education to empower girls, end harmful traditional practices, and uplift rural communities in Kenya. The organization believes that every girl, no matter where she is born, deserves a chance to dream and achieve her full potential. When a girl is empowered to learn, grow, and lead, the future is bright. This is Kakenya’s Dream.
The role of the Finance and Administration Manager is critical for ensuring the effective financial management and administrative functions of the organization.
Duties and Responsibilities
1. Leadership and Management
- Develop, implement, and ensure compliance with financial management and administrative policies.
- Coordinate the annual corporate budget preparation.
- Oversee budget utilization, monitoring, and reviews, providing insights on allocations and variances.
- Contribute to proposal development and fundraising initiatives.
- Supervise and manage the finance team.
- Represent Kakenya’s Dream in stakeholder meetings.
- Provide financial management guidance to the Board and management.
2. Financial Transactions Processing
- Facilitate accurate and timely payments, ensuring all documentation aligns with budget allocations before approval.
- Collaborate with the finance team to maintain compliance with KD policies.
- Review payment vouchers and ensure proper authorization of supporting documents.
- Verify staff imprest advances for accuracy and completeness before processing.
- Oversee the payment of invoices, utilities, and other expenses.
- Monitor expenditures against approved budgets and advise management accordingly.
- Prepare financial reports to support management decision-making.
- Manage cash handling at Kakenya’s Dream locations, including petty cash.
- Oversee payroll processing for all staff.
3. Financial Management
- Ensure effective financial management across Kakenya’s Dream and all facilities.
- Develop and implement comprehensive financial management systems and policies.
- Monitor and manage the annual corporate budget.
- Prepare timely financial statements and maintain accurate accounting records for audits.
- Provide budget utilization guidance to program teams.
- Assist with procurement and disposal of assets.
- Manage the organization’s assets and liabilities effectively.
- Facilitate staff training in financial management.
4. Cash Management and Banking
- Coordinate banking activities, ensuring proper fund management and payment processing.
- Monitor bank account activities to manage cash flow and liquidity.
- Conduct monthly cash and bank reconciliations, resolving any outstanding issues promptly.
- Prepare monthly cash flow statements and advise management accordingly.
5. Financial Records Maintenance
- Maintain comprehensive financial records for all transactions and address any queries timely.
- Ensure accurate reconciliation and documentation of all accounting transactions.
- Implement a secure filing system for all financial records.
6. Reporting
- Produce monthly budget monitoring reports that highlight variances.
- Coordinate the timely preparation of annual and periodic reports for the Board and donors.
- Ensure compliance with statutory filing requirements.
7. Audit
- Coordinate project audits, ensuring findings and recommendations are implemented.
- Ensure that internal and external audits occur as scheduled.
- Prepare for annual statutory audits, maintaining proper documentation for transparency.
- Address issues raised in external audit management letters promptly.
8. Risk Management and Compliance
- Maintain compliance with statutory requirements and donor agreements.
- Ensure timely remittance of statutory deductions.
- Communicate legal and compliance updates to staff.
- Develop and manage risk management business continuity framework and systems.
- Maintain an inventory and assets register.
- Ensure robust internal controls are in place.
9. Procurement Management
- Ensure a reliable and efficient procurement system is in place.
- Manage stock levels of supplies and consumables across all offices.
- Conduct regular inventory checks and audits.
10. Maintenance of Properties and Facilities
- Ensure that facilities, equipment, and properties are well maintained.
- Manage leases, service agreements, and maintenance contracts.
11. General Administration
- Develop and implement organizational policies and procedures.
- Ensure effective logistical support for the organization.
- Facilitate travel arrangements for staff and visitors.
- Obtain and maintain necessary licenses and permits.
- Carry out any other duties and responsibilities which may be assigned by the Country Director from time to time.
Minimum Knowledge, Skills and Abilities
Education/Academic Qualification
- Bachelor’s degree in Commerce, Business Administration, Economics or any other related disciplines.
- A master's degree in a related field will be an added advantage.
Professional/ Specialized Training & Qualifications
- Certified Public Accountant (CPA-K).
- Member of ICPAK.
- Formal training in leadership, management and human resource is an added advantage.
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