Manager, Finance and Administration

Primary Responsibilities

The Manager, Finance & Administration is primarily responsible for ensuring that the Palladium Kenya corporate office functions efficiently and in compliance with all Palladium financial and administrative procedures. Specific responsibilities include:


Operations Responsibilities

Ensure Palladium & Client policies are followed and adhered to as it pertains to procurement and financial reporting and that all expectations are met
Work with the Country Representative and Operations Director and HQ in Washington, DC to lead the development of annual budgets, projections, financial plans, costing estimates and monthly cash forecasting
Maintain regular communication with the senior management team and HQ by providing relevant and timely financial, HR, operations or procurement information for planning and decision-making purposes, record keeping, compliance and reporting
Maintain and oversee internal controls, review estimates of monthly cash requirements for HQ, coordinate with the Director,
Operations and Manager, Program Operations from Palladium HQ
Participate in weekly meetings (phone or Skype) with Washington, DC Program Operations staff to discuss financial and contractual items

Financial Responsibilities

Ensure complete accurate and timely financial records, review and submit monthly financial reports as directed by the Country Representative in timely manner and supporting documents are filed appropriately in hard and soft copies
Ensure proper project bank account management, ensure monthly account reconciliation is completed and bank statements are received
Review and ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance to chart of accounts and project charge code(s) before submission to Palladium HQ
Manage the overall program budget and ensure adequate cash flow
Oversees all Accounts Payable transactions by ensuring all outlays are made against completed deliverables and in support of Palladium policies and project regulations
Oversee annual audit and prepare management response on any queries
Train staff on financial principles and ensure there are separation of duties within the team
Maintains regular communication with the senior management team providing relevant and timely financial information for planning and decision-making purposes
Produces accurate and timely cashflow projections, financial and other reports as required for internal management, the headquarters office, and international donors, as appropriate and requested

Procurement Responsibilities

Manages the procurement activities in all aspects of all procurement for DIAS Nairobi office and corporate office shared services for effective project implementation
Ensures sound contracts and grant management systems for awarding and executing agreements
Negotiates, administers, and ensures compliance with all procurement agreements from award through closeout
Ensure that US procurement procedures are adhered to and program staff are familiar with the procedures. This includes training staff on procurement mechanisms and new procurement procedures
Leads the negotiations with vendors, ensures competitive competition, ensures procurement process is documented appropriately
Any other duties as assigned

Key Competencies Required

Relevant expertise in managing financial and administrative functions
Solid knowledge working in international development projects with proven experience working with CDC and/or USAID projects, private sector and/or other donor experience including DFID and AusAID desirable
Ability to travel for extended periods of time within the region on short notice
Works with respect and dignity for all colleagues
Previous experience in managing international development projects is desired
Excellent written and verbal communication skills
Financial acumen and ability to interpret and analyse financial reports
Contracts and compliance experience
Sound problem solving and decision-making skills
Strong management skills with ability to mentor, coach, lead, develop and evaluate staff
Ability to work with a low level of supervision and as part of a team when required
Ability to work and excel in an agile work environment


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About Palladium International

Palladium develops and delivers solutions that create positive impact for communities, businesses, societies and economies. We transform lives and create enduring value by working with governments, corporations and non-profit organisations.