Vacancy Announcement: Finance and Operations Officer
Organization: Adeso : African Development Solutions
Position Title: Finance and Operations Officer
Reporting To: Director of Partnerships and Strategy
Working with: Finance/Human Resources/Logistics (Nairobi), Communications and Advocacy Manager, Grants & Compliance Manager
Programme / Duty Station: Washington DC
Starting Date: As soon as possible – applications will be accepted on a rolling basis until position is filled.
Salary: Competitive Salary and Benefits
ORGANIZATIONAL CONTEXT
Adeso is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.
For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. At present, Adeso has programs in Somalia, Kenya and South Sudan.
Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.
Established as a U.S. 501 (c) (3) tax-exempt charity, Adeso USA supports Adeso through fundraising and donor outreach, along with support in finance, communications, government affairs and other areas. The Adeso USA staff and Board work to raise, administer, and grant funds for Adeso to carry out its critical work in Kenya, Somalia and South Sudan. Adeso USA works closely with Adeso in Kenya and the Kenyan Board of Directors to identify institutional priorities and funding needs. Adeso USA also supports public advocacy on policy issues of concern, through tax-exempt educational and outreach work.
POSITION SUMMARY
The Finance and Operations Officer works as an integral part of the fundraising and program development and quality team and collaborates with other business functions and Adeso offices to support effective fundraising, contract management and administration of US operations. This role is crucial to the successful running of the services across the organization. Your wide ranging responsibilities will encompass finance, IT, payroll, HR, business development and more. The position holder will provide a positive and timely business support service to all donors and the Director of Strategic Partnerships in order to support decision making and ensure compliance with donors and partners, in line with organizational time-frames. This includes developing and embedding best practice to comply with donor financial rules, supporting donor proposal budgeting, analysis of income streams, donor contract expenditure tracking, monitoring and providing management on key risks, contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance, and assisting with the administration and management of the US operations, administration of US payroll, hiring and employee benefits program. You will also positively promote an efficient and effective administration service across the organization and divisions relevant to the position. In addition, the position holder will also be expected to provide back office support to the business development and fundraising unit.
Your advice and guidance will be particularly valued in helping the fundraising team meet targets. It’s an ideal opportunity if you like to bring creativity and problem solving to your daily work.
POSITION PURPOSE
- Finance and HR support (70%)
- Administrative support (10%)
- Fundraising and resource mobilization support (20%)
SPECIFIC ROLES AND RESPONSIBILITIES
Finance and HR Support
1.1. Provide Accounting support to Adeso USA while ensuing accuracy, completeness and conformance with internal controls, donor regulations and budget restrictions
1.2. Record all accounting transactions into the accounting system that include; all payments, salary and other journals, bank reconciliations and share the same every month end to the Adeso HQ Finance Office
1.3. Should validate approvals before making payment as per the authorization matrix, and designing and maintaining an efficient, proper and transparent financial filing system of all documents relating to finance (e.g., monthly payment of bills, contracts, rent and salaries.)
1.4. Assist in monitoring and analyzing budgets, including preparation of periodic budget monitoring reports that compare budgeted costs to actual costs.
1.5. Plan for cash flow requirements for Adeso USA and submit updated cash forecast and monthly cash requests to the Adeso HQ Finance Office on a timely basis ( by the 15th of every month)
1.6. Maintain and update cash books on a monthly basis and share the same by the end of the month with Adeso HQ Finance Office
1.7. Submit all supporting documents for the Adeso US office expenditures and incomes to Adeso HQ Finance Office by end of every month
1.8. Review and process monthly expense reimbursement and credit card reconciliations, with supporting documentation and coding
1.9. Work with Payroll Company to process monthly payroll, ensuring presence and accuracy of monthly timesheets and notify Adeso HQ-HR & Finance representatives in writing 1.10. Support Adeso in maintaining vendor relationships, including payroll and human resources vendor maintenance, Auditors (health benefits, retirement plan, etc.), managing files, etc. 1.11. Engage with banks and financial institutions on financial matters, prepare payments for processing, deposit donations, etc. 1.12. Engage with Finance department in Nairobi on all needed statutory financial reporting, including providing materials needed for organizational audits (A-133 for Adeso USA, comparable for Adeso Kenya)
Administrative Support
2.1. Answer phone, open mail, field general inquiries
2.2. Maintain organizational registrations for nonprofit status and other registries (i.e. Guidestar, InsideNGO, InterAction, etc.)
2.3. Maintain inventories of office supplies, Adeso marketing materials, etc. as needed for fundraising and outreach purposes, purchase supplies as needed
2.4. Work with printers/vendors to produce and procure needed Adeso supplies and publications 2.5. Provide materials as needed to Adeso USA Board of Directors; provide logistical support for Board meetings and retreats 2.6. Support travel logistics for Adeso staff, Board, etc.
Fundraising and Resource Mobilization Support
3.1. Conduct comparative analysis of past, present and future income trends against targets to inform countries, senior management and thematic teams in funding planning and investment decisions
3.2. Collate, analyze and disseminate management information on performance of institutional donor contracts against defined risks and financial indicators to inform mitigation actions
3.3. Contribute to the development and embedding of the program led funding planning approach across the organization
3.4. Support the negotiation of financial requirements in consortium and new donor contracts to ensure that Adeso signs up to contractual requirements that are not onerous, including proper cash flow and pre-financing plans and respond to donor requests for information
3.5. Gather and disseminate knowledge to bridge any gap between the requirements of institutional donors and Adeso’s processes and systems helping to ensure alignment and compliance
3.6. Maintain development database of donor information including names, contact details, gift information, areas of interest, funding opportunities, and historical data
3.7. Support in preparing the budget for all proposals and actively participate in any budget realignments that may be required
3.8. Support Director of Strategic Partnerships in carrying out donor cultivation strategies for potential individual and institutional funders, based on the match between their guidelines/areas of interest and the priorities of Adeso.
3.9. Support effort to Adeso visibility and recognition with potential donor audiences, in coordination with Program Development and Communications departments
SKILLS AND QUALIFICATIONS
Required:
· Minimum five years’ experience of successful nonprofit experience with cross organizational perspective and a practical history in finance and administration, i.e. executive assistant, office manager, finance assistant, administrative assistant, etc.
· Postgraduate degree and/or professional qualification in Accounting, Finance, Business Studies, Auditing, Economics or related field
· In-depth understanding and experience of working with proposals and contracts from a variety of donors – institutional and private sector such as USAID, the UN, Gates Foundation, and small family foundations
· Experience in planning and budgeting processes including the ability to provide clear guidance on donor policies and procedures
· Excellent organizational skills and ability to meet strict deadlines and maintain meticulous attention to detail
· Comprehensive understanding of financial reporting, review and analysis
· Experience of working in a global team and providing support from a distance
· Excellent computer skills and comfort in a range of data systems, including accounting, human resources, and development
· Able to initiate and maintain good lines of communications with colleagues and others overseas
· Excellent written and speaking communications skills
· Complete fluency in Microsoft Office
· Undergraduate degree in management, business, international development, or another relevant subject
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