Finance and Administration Manager

Scope of Work:

The Finance and Administration Manager will oversee the following key areas:

• Financial Management
• Leadership and Relationship Management
• Audit, Compliance, and Risk Management
• Program Development, Planning, and Implementation
• Administration and Operations

Key Responsibilities:

Financial Management

1. Manage proper, accurate, and timely recording of all financial transactions in Kilimo Trust’s accounting software (Odoo ERP).
2. Compile timely and accurate monthly, quarterly, and annual financial and management reports.
3. Provide financial insights to facilitate decision-making in executing Kilimo Trust’s strategy, offering guidance and financial analysis to Management and the Board to ensure delivery of results.
4. Lead the budgeting process: develop, review, finalize, and oversee budgets that align with organizational objectives and programmatic activities.
5. Maintain and regularly update and reconcile the general ledger, accounts payables, accounts receivables, and payroll.
6. Recommend and report on benchmarks for measuring financial performance within the organization.
7. Ensure effective management of grant reporting and reconciliation in accordance with donor/funder guidelines.
8. Monitor, analyze, and report on the financial performance of the organization, its subsidiaries, and projects through regular budget monitoring reports.

Leadership and Relationship Management

1. Manage financial relations with donors, ensuring compliance, timely, and high-quality reporting as specified in grant agreements.
2. Conduct regular training for staff and implementing partners/grantees on financial procedures, reporting, and related responsibilities.
3. Provide financial advice to the CEO and Team Leaders to enable sound business decisions.
4. Supervise, support, and develop staff in the Finance and Administration Department.

Audit, Compliance, and Risk Management

1. Regularly review and update the Kilimo Trust Financial, Risk, and Procurement Manuals and procedures to ensure compliance with best practices and international standards.
2. Promote effective risk management for key risks under the unit’s control, in accordance with the organization’s Risk Management framework.
3. Ensure compliance with organizational policies and statutory financial (local/national) regulations for all country offices.
4. Coordinate and manage internal and external audits, accounting, and reporting requirements as set by country-specific regulatory bodies where Kilimo Trust operates.
5. Regularly update financial control systems to strengthen the financial management of the Trust.
6. Oversee all tax-related activities in all countries where Kilimo Trust has operations.

Program Development, Planning, and Implementation

1. Participate in fundraising activities by preparing budgets for project proposals.
2. Actively contribute to identifying fundraising opportunities.
3. Analyze and report on actual versus planned monthly expenditure, interpret and communicate with Team Leaders, advise on variances against approved budgets, and recommend corrective actions.
4. Conduct field travel visits to review financial procedures among partners/grantees supported by Kilimo Trust.

Administration and Operations

1. Supervise and optimize administrative, procurement, logistics, and office operations.
2. Develop relevant policies, procedures, and internal controls.
3. Oversee asset management and inventory control to safeguard organizational resources.
4. Manage contracts, service agreements, and relationships with external vendors.

Key Performance Indicators:

1. Unqualified audit for the organization and projects.
2. Timely submission and high-quality financial reports to management and donors/funders.
3. Accurate and timely submissions of all proposal budgets to prospective funders.
4. Cost overruns maintained within 5% of approved budgets.
5. Robust internal control system that reduces errors and misstatements in financial reports.
6. All Kilimo Trust assets and resources are safeguarded.
7. New projects secured from donors/funders.
8. Functional Risk Management System.

Critical Competencies Required:

1. Excellent leadership skills to effectively lead and grow the Finance & Administration team.
2. Strategic thinking to support management and the board effectively.
3. Outstanding analytical and problem-solving skills.
4. Proven numeracy and financial analysis/planning skills.
5. Proficiency in proposal preparation and budget formulation.
6. Proficiency in strategy formulation and program planning processes.
7. Expertise in donor financial policies and procedures (experience with USAID-funded programs is an added advantage).
8. Proficiency in grant management.
9. Proficiency with Odoo ERP.
10. Ability to consistently meet deadlines.
11. Outstanding verbal and written communication skills.

Educational Qualifications and Experience Required:

1. Qualified Accountant (CPA/ACCA).
2. Minimum of seven years’ experience at a senior management position as head of Finance in an NGO.
3. Experience in regional organizations is an added advantage.

Application Process:

Interested applicants should submit the following electronically using Kilimo Trust’s online recruitment system:

1. Updated CV and application letter highlighting relevant skills and experience in relation to the scope of work and competencies.
2. Names and contacts of three referees with a daytime number for each.
3. Copies of all academic certificates and transcripts from O’ level to the highest level.
4. Names and contacts of immediate supervisor(s) from current and previous jobs.
5. Your daytime phone number.
6. Proof of your current remuneration package.

Address all applications to:
The Human Resource Manager, Kilimo Trust
E-mail: [Insert email if provided; assume online submission via system]
Deadline for Application: Friday, 28th March 2025
Only shortlisted candidates will be contacted.