JOB DETAILS:
Purpose of the Job:
Manage and lead the Finance and Admin Dept by ensuring efficient financial management and streamlined administrative operations, with strict compliance to regulations.

Financial Management
a) Manage proper, accurate, and timely recording of all financial transactions in the Kilimo Trust accounting software
b) Compile timely and accurate monthly, quarterly, and annual financial and management reports.

c) Provide financial insights to facilitate decision-making in executing of the Kilimo Trust strategy, providing guidance and financial analysis to Management and the Board to ensure the delivery of results.

d) Lead the budgeting process: develop, review, finalize, and oversee budgets that represent and align with organizational objectives and programmatic activities.
e) Maintain and regularly update and reconcile the general ledger, accounts payables, accounts receivables, and payroll.

f) Recommend and report on benchmarks upon which financial performance is measured in the Organization.

g) Ensure effective management of grant reporting and reconciliation in accordance with donor/funder guidelines.
h) Monitor, analyse, and report on the financial performance of the organization, including its subsidiaries and projects through regular budget monitoring reports.

Leadership and Relationship Management
a) Manage financial relations with donors including compliance, timely and good quality reporting as specified in the grant agreements.
b) Conduct regular training for the staff and implementing partners / grantees on the financial procedures, reporting, and any other related financial responsibilities.

c) Provide financial advice to the CEO and Team Leaders to enable them to make sound business decisions.
d) Supervise, support, and develop staff in the Finance and Admin Dept

Audit, Compliance, and Risk Management
a) Regularly review and update the KT Financial, Risk, and Procurement Manuals and procedures to ensure compliance with best practices and in line with international standards.
b) Promote effective risk management for the key risks under the Unit control in accordance with the organization’s Risk Management framework.

c) Ensure compliance with the organization’s policies as well as statutory financial (local/national) regulations for all Country offices.
d) Coordinate and manage the processes of internal and external audit, accounting, and reporting requirements as set by country-specific regulatory bodies where the organization has offices.
e) Regularly update the financial control systems to strengthen the financial management of the Trust.
f) Oversee all tax-related activities in all countries where KT has operations.

Program Development, Planning, and Implementation
a) Participate in fundraising activities of the Trust through the preparation of budgets for project proposals.
b) Actively participate in the identification of fundraising opportunities.
c) Analyze and report on actual and planned monthly expenditure, interpret, and communicate with Team Leaders, advise of variance against approved budgets, and make recommendations for corrective action.
d) Conduct field travel visits to review financial procedures among partners/grantees supported by Kilimo Trust.

Administration and Operations
a) Supervise and optimize administrative, procurement, logistics and office operations
b) Develop relevant policies, procedures, and internal controls.
c) Oversee asset management and inventory control to safeguard organizational resources.
d) Manage contracts, service agreements, and relationships with external vendors.

Key Performance Indicators
a) Unqualified Audit for the organization and projects
b) Timely submission and high-quality financial reports to management and donors/funders.
c) Accurate and timely submissions of all proposal budgets to prospective funders.
d) Cost overruns are maintained within 5% of approved budgets.
e) Robust internal control system that reduces errors and misstatements in financial reports
f) All KT assets and resources are safeguarded.
g) New projects secured from donors/funders.
h) Functional Risk Management System.

Critical Competencies Required
a) Excellent leadership skills to effectively lead and grow the Finance & Admin team
b) Strategic thinking to support management and the board effectively.
c) Outstanding analytical and problem-solving skills.
d) Proven numeracy and financial analysis/planning skills
e) Proficiency in proposal preparation and budget formulation
f) Proficiency in strategy formulation and program planning processes.
g) Expertise in donor financial policies and procedures (USAID-funded programs would be an added advantage)
h) Proficiency in Grant Management
i) Proficiency with Odoo ERP
j) Ability to consistently meet deadlines
k) Outstanding verbal and written communication skills
• Educational Qualifications and Experience Required
a) Qualified Accountant (CPA/ ACCA)
b) Minimum of seven years’ experience at senior management position as head of Finance in an NGO
c) Experience in regional organizations would be an added advantage.