Manager, Regional Finance and Operations (East and Horn of Africa - EHA)

About CIVIC

Center for Civilians in Conflict (CIVIC) is an international nonprofit with offices around the world working to improve protection for civilians caught in conflict zones. CIVIC envisions a world in which no civilian is harmed in conflict. Our mission is to support communities affected by conflict in their quest for protection and strengthen the resolve and capacity of armed actors to prevent and respond to civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.

About The Position

The Regional Finance and Operations Manager is responsible for the management of general operations and administration for CIVIC's East Africa offices. They will be a key support to the Regional Director (RD) and will be responsible for overseeing finances, budgeting, bookkeeping, human resources, facilities, and procurement, including management of staff across multiple countries.

This position requires independence, strong organizational and interpersonal skills, and the ability to anticipate needs and respond to staff inquiries on a broad range of subjects.

Key Functions

Financial Management

• Responsible for establishing financial management practices for the East and Horn of Africa (EHA) region in alignment with CIVIC policies
• Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor policies and procedures
• Ensure fund availability and verify that all procurement actions are compliant with both client and internal financial management guidelines
• Ensure that all accounting data is updated and reconciled on time and fully supported with backup documentation
• Responsible for the timely processing of staff payroll, allowances, and other reimbursements
• Monitor program and operational forecasting
• Maintain cash controls to ensure supply of adequate funds
• Design and write budget narratives for internal and external proposals and projects
• Design, develop, monitor, and report on regional internal budget and operational budget
• Support the preparation, monitoring, review and revision of budgets as needed, in close coordination with the regional field director and HQ
• Meet financial reporting requirements, ensuring that all financial reports are submitted before deadline
• In coordination with HQ, ensure accurate and smooth month and year-end closing and reporting within agreed upon schedules
• Provide financial status of project expenses and budget information as requested
• Ensure compliance with local laws, particularly on withholding taxes
• Coordinate with Program Manager(s) to establish proper controls and monitoring for grants management
• Ensure and routinely test for maintenance of audit-ready documentation
• Oversee and provide all necessary documentation for financial auditing
  
  

Operations Management

• Management operations for Nairobi office and forthcoming offices, in alignment with internal policies
• Manage physical offices and liaise with building management
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Keep track of CIVIC assets (technology equipment, etc.)
• Control official correspondence including fax and mail dissemination
• Serve as first point of contact for staff with technical issues
• Manage technological needs within the program office and ensure all staff are equipped and have an understanding of how to use CIVIC-approved technologies
• Troubleshoot technical issues including internet, phones, printers, network, etc.
• Manage supplies and approve staff requests for furniture, equipment, and other supplies
  
  

Human Resources

• Manage new hire employment certification, benefit enrollment, and other paperwork for staff and local consultants
• Together with team, oversee in-house benefits administration including processing monthly benefits and serving as point person for all staff inquiries
• Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc.
• Prepare contracts and additional paperwork for consultants
• Liaise with HQ to ensure close communication and consistency of processes, as well identify HR needs and requirements
• Monitor consultancies to ensure prompt payment of fees
  
  

Other

• Coordinate CIVIC Kenya Board meetings and any other country board
  
  

Skills/Qualifications

• Minimum of 7 years financial management and bookkeeping experience, including budgeting, forecasting, accounts payable, accounts receivable, payroll, general ledger, and financial reports
• Minimum of 5-7 years operations and human resources management experience, including oversight of benefits, taxes, insurance, assets, and property
• Kenyan residency or citizenship required
• Strong command of English required, in both verbal and written communication
• Understand local labor law, human resources, and facilities regulations
• Experience working with international NGOs (INGOs)
• Understanding of Kenyan Revenue Authority requirements (how to file PAYE TAX, tax returns, etc.)
• Knowledge of the NHIF and NHSS of Kenya
• Ability to manage several tasks concurrently with tact and professionalism
• Maintain strict confidentiality around sensitive CIVIC matters
• Excellent interpersonal skills
• Excellent Microsoft Office skills, particularly Excel
• Experience managing multi-year grants with large funders preferred
  
  

CIVIC seeks to recruit, develop, and retain the most talented people from a diverse candidate pool in the belief that employees from diverse backgrounds are critical to achieving our goals. We strongly encourage applications from persons with diverse backgrounds and experiences.

CIVIC is not able to sponsor employees at this point, therefore, please ensure that you can legally work in this location when applying.

Note to Recruiters and Placement Agencies: CIVIC does not accept unsolicited agency resumes. CIVIC does not pay placement fees for candidates submitted by any agency other than its approved partners.