Finance and Operations Manager (82036) at Liverpool School of Tropical Medicine

Responsibilities

Financial Management

• Oversee the day-to-day accounting function for the LSTM Kenya Office.
• Ensure financial controls and systems are appropriate and in line with guidance from LSTM finance department. Responsible for communication of the controls and systems to all programme and stakeholders teams.
• Responsible for the collation of the annual budget and forecasting phased to accommodate both statutory and programmatic reporting periods on an accurate and timely basis with appropriate inputs from the Finance and Technical teams and the LSTM Senior Management Accountant.
• Responsible for the payroll function of the LSTM Kenya Office.
• Responsible for production of monthly management information including accounts, variance analysis and budget forecasting to agreed deadlines for review by the LSTM Senior Management Accountant.
• Responsible for production of year-end financial statements, including the consolidation of any other LSTM Kenya offices, for the auditors.
• Main point of contact for external auditors.
• Adhere to and oversee local legislations to ensure compliance.
• Provide advice and guidance, including training, to the programme staff on budgetary and financial policies and procedures.
• Proactively ensure value for money is achieved in the delivery of all contracts
• Establish and maintain relations with the bank/financial body regarding LSTM Kenya banking needs.
• Oversee the LSTM Kenya Procurement function.
• Authorise payments for the participants and facilitators at trainings, workshops etc.
• Management of programme monthly cash requirements.
• Managing key control account reconciliations including Bank and MPESA reconciliations and submitting copies to the LSTM Management Accountant.
• Review the existing financial policies and procedures of LSTM Kenya, ensuring they are robust and comprehensive.
• On the request of neighbouring country offices through LSTM UK, support the establishment and oversight of robust financial policies and procedures, building their financial and operational capacity.
• Provide advice to the LSTM Kenya team and relevant LSTM UK Finance Office, on implications of statutory requirements and/or changes affecting financial management of programme and office resources.

Programme Management:

• Day to day management of operational, financial, and HR matters within the LSTM Kenya portfolio.
• Oversee and co-ordinate the completion of progress financial reports as required by LSTM.
• Monitor performance and establish corrective measures as needed, and review/analyse reports.
• Prepare, review, analyse and finalise cost estimates and budgets for proposals.
• Liaise with staff within LSTM Kenya and oversee the successful delivery of programmes on time and to budget.
• Responsible for internal checks in programme and making sure all programmes adhere to the laid down financial policies.
• Assure adequate governance and information systems are in place for subcontracting of partners through completion of due diligence checks. Build the financial and operation capacity of selected partners ensuring the successful governance and financial management of joint projects.
• Provide technical oversight and input to implementation of programme activities of partners in the areas of finance, human resources, administration, and finance.

Office and Staff Management

• Oversee the day-to-day operations of the LSTM Kenya office ensuring quality service to all teams and customers.
• Support & contribute to building the culture of inclusion, innovation, staff engagement and strong employee satisfaction.
• Work with the STO and other line managers to oversee the management and development of staff in the delivery of the LSTM Kenya objectives – including workload planning, identification of training needs, line management of staff.
• Responsible for the management and development of the LSTM Kenya finance & operations team including responsibility for undertaking appraisals, staff development, monitoring performance and sickness and absence issues.
• Maintain and build trusted relationships with key customers, suppliers, partners, and Stakeholders.
• Review and negotiate office premise space for LSTM Kenya.
• Responsible for liaison with the Country Director and LSTM UK HR office on matters related to the LSTM Employees Self Service (ESS) system including but not limited to staff contracts, leave, payroll, appraisal, staff development, among others.
• In coordination with LSTM UK HR office, develop a Kenya Country Office HR filing system.
• Ensure staff adherence to LSTM working arrangements including but not limited to agile working and flexible working.

Qualifications & Training

• University degree in any business-related degree preferably Accounting or Business administration
• Full professional accounting qualification: CPA (K), ACCA, ACA

Skills & Experience

• Extensive professional and progressively responsible experience in
• finance, administration, budget, business administration or related area, in a multinational or non-governmental organisation
• Proven Knowledge and experience in Financial Reporting and statutory tax regulations
• Experience of managing a payroll function
• Experience of monthly management accounts preparation
• Experience of preparing year-end financial statements
• Experience of operating computerised accounting systems
• Experience of staff management
• Experience of programme management in excess of £5million
• Experience in internal control systems and procedures in an international non-governmental organization or multinational organisation.
• Proven administrative skills and the ability to effectively prioritise workload and meet deadlines
• Well-developed communication skills and an ability to liaise with internal customers and external suppliers and contractors in a professional manner