Finance and Administration Manager

Overall Job Purpose

Reporting to the Executive Director, the Finance and Administration Manager is responsible for the overall financial, human resource and administrative management of the organisation.

Main Duties and Responsibilities

Financial Accounting:

• Oversees the financial operations of the organization and ensures timely and accurate financial reports and practices including cash management, payroll, financial disbursements etc;


• Manages financial control systems, prepares and analyses budgets, develops financial reports for internal and external use and makes recommendations to the organization on budget expenditures;


• Monitors the expenditures to ensure that program funds are utilized appropriately by the close of the fiscal year;


• Ensures accountability of the organisation’s finances and that expenditure is in line with the policies of the organization and the requirements of the donors;


• Ensures timely audit preparedness and implements audit recommendations. The incumbent shall ensure compliance with the same and shall periodically develop and review financial control systems;


• Provides financial advice to the Executive Director and the Board;

Human Resources/Payroll:

• Manages staff welfare and remuneration;


• Ensures the operational aspects of the processing of payroll and associated activities including salary disbursement, leave management and reporting are accurate and delivered within appropriate timeframes and comply with relevant legislation;


• Manages the human resources function, and takes a lead role in building the organisation as an employer of choice;


• Provides strategic advice to the Executive Director and other managers in relation to HR;


• Maintains the work structure by updating job requirements and job descriptions for all positions;


• Maintain organisation of staff by establishing a recruiting, testing and interviewing program, counselling managers on candidate selection, conducting and analysing exit interview and recommending changes;


• Maintain management guidelines by preparing, updating and recommending human resource policies and procedures

Administration Functions:

• Approves and oversees the procurement and use of organisational assets;


• Manages the transport of the organisation


• Ensures the availability and adequacy of office space, fixtures and fittings and other ancillary services;


• Establishes the internal control systems of the organisation; sets policies and procedures and ensures enforcement of these;


• Offers technical advise on grant management for partner organisations in the organisation’s network;


• Ensures maintenance of institutional memory of the organisation; responsible for record keeping and information management.

Academic Qualification and Experience

• Minimum B.Com Accounting /Finance Degree or equivalent;


• Must have also completed either CIS, IPMZ, Diploma in Business Administration or equivalent;


• A minimum of 5 years relevant work experience is required, 3 years of which should have been in a managerial position in an NGO;


• MBA is an added advantage.