Finance Manager

Job Purpose

• The Finance Manager is responsible for managing the day-to-day financial operations of the organization and ensuring accurate financial reporting, effective internal controls, statutory compliance, payroll administration, and donor compliance. The role supports efficient programme implementation by maintaining sound financial systems, monitoring budgets, and providing timely financial information to management.
• The Finance Manager works closely with the Head of Finance & Operations to implement financial policies, strengthen financial controls, and ensure compliance with organizational, donor, and statutory requirements.

Key Responsibilities

Financial Management

• Manage day-to-day accounting operations, ensuring complete and accurate recording of financial transactions.
• Review monthly bank reconciliations, cash reconciliations, and balance sheet schedules.
• Monitor cash balances and support day-to-day cash flow management.
• Ensure timely processing of payments and proper supporting documentation.
• Maintain accurate accounting records in accordance with organizational policies and applicable accounting standards.
• Review journal entries and month-end financial close activities.
• Support the implementation and continuous improvement of financial procedures and controls.

Financial Reporting

• Prepare monthly, quarterly, and annual financial reports for management review.
• Produce budget monitoring reports and expenditure analyses for departments and projects.
• Perform budget variance analysis and recommend corrective actions.
• Ensure financial reports are complete, accurate, and submitted within agreed timelines.
• Support preparation of year-end financial statements and audit schedules.
• Support the preparation and consolidation of annual organizational and project budgets.
• Work with programme managers to review budget performance and utilization.
• Assist with financial forecasting and periodic budget revisions.
• Provide financial information to support proposal budgeting where required.
• Review Partners’ reports before submission to donors.

Donor Compliance

• Monitor project expenditures to ensure compliance with donor agreements and approved budgets.
• Review donor financial reports prepared by the finance team before submission.
• Ensure financial documentation complies with donor regulations and organizational policies.
• Support donor audits and financial reviews by preparing required documentation.
• Advise programme staff on donor financial compliance requirements.

Payroll & Statutory Compliance

• Oversee monthly payroll processing to ensure timely and accurate salary payments.
• Review payroll reconciliations and payroll journal entries.
• Coordinate with Human Resources to ensure payroll reflects approved staff changes.
• Ensure timely remittance of statutory deductions, including PAYE, NSSF, SHA, Affordable Housing Levy (AHL), NITA Levy, and any other applicable statutory obligations.
• Resolve payroll-related queries while maintaining confidentiality.

Internal Controls & Audit

• Ensure compliance with internal financial policies and procedures.
• Maintain effective financial controls to safeguard organizational assets.
• Support the coordination of internal and external audits.
• Prepare audit schedules and respond to audit queries.
• Monitor implementation of agreed audit recommendations.
• Identify financial risks and recommend practical mitigation measures.

Financial Systems & Process Improvement

• Ensure accurate and timely data entry within the accounting system.
• Support improvements to financial systems and reporting processes.
• Maintain financial records and documentation in accordance with organizational requirements.
• Promote efficient financial workflows and good record management practices.

Team Leadership

• Supervise the Project Accountant, Finance Officer, and Finance Consultant.
• Allocate work, monitor performance, and ensure timely completion of finance deliverables.
• Coach and mentor finance staff to strengthen technical capacity.
• Promote teamwork and effective collaboration within the finance function.
• Support performance management and staff development initiatives.

Cross-functional Support

• Work closely with programme, procurement, HR, and operations teams to ensure compliance with financial procedures.
• Provide financial guidance to budget holders on financial policies and budget management.
• Support the Head of Finance & Operations with financial information required for organizational reporting and decision-making.
• Undertake other finance-related responsibilities as assigned.

Qualifications & Experience

• Bachelor’s degree in accounting, Finance, Commerce, Business Administration, or a related field.
• Professional accounting qualification (CPA(K), ACCA, CA, or equivalent).
• Membership with ICPAK is an added advantage.
• Minimum of eight (8) years' progressive experience in finance, preferably within an NGO, INGO, or donor-funded environment.
• At least three (3) years' experience supervising finance staff.
• Experience in donor-funded project financial management and reporting.
• Proficiency in accounting software and advanced Microsoft Excel.

Skills & Competencies

• Strong financial management and accounting skills.
• Good understanding of Kenyan statutory and tax requirements.
• Knowledge of donor financial regulations and grant compliance.
• Strong analytical and problem-solving skills.
• High level of accuracy and attention to detail.
• Excellent planning, organizational, and time management skills.
• Effective communication and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong leadership and coaching skills.
• High level of integrity, accountability, and confidentiality.