Finance and Admin Manager

**We are currently looking for a Finance and Admin Manager to join our growing team, based in Kenya and Somalia.**

**Contract duration:** 12 months (with the possibility of extension)
**Location:** Nairobi, Kenya (with frequent travels to project locations in Somalia and other countries in East Africa)
**Starting date:** As soon as possible

## Evidence for Change (E4C)

E4C is a humanitarian research organization dedicated to generating and translating evidence that strengthens humanitarian policy, practice, and decision-making in fragile and crisis-affected settings. We partner with governments, UN agencies, NGOs, donors, and academic institutions to design and implement operational research, impact evaluations, and surveillance systems.

## **Our People**

Our multidisciplinary team includes epidemiologists, nutritionists, public health researchers, statisticians, qualitative researchers, and humanitarian practitioners with extensive experience across Somalia and the Horn of Africa. E4C is highly committed to diversity and inclusion, to enabling and promoting flexible working for our staff, and to supporting continued professional development.

## **Job Purpose**

The Finance & Admin Manager will be responsible for overseeing the organization’s financial management, accounting operations, budgeting, compliance, and financial reporting functions. The role will provide leadership in ensuring that all financial resources are effectively planned, utilized, monitored, and accounted for in line with organizational policies, statutory requirements, and donor/client regulations.

The Finance & Admin Manager will support strategic decision-making by providing timely financial analysis, strengthening internal controls, ensuring compliance, and promoting sound financial stewardship across the organization. The role will also provide oversight on finance administration, payroll management, procurement compliance, and financial risk management to support organizational sustainability and operational excellence.

## **Key Working Relationships**

## The Finance & Admin Manager will work closely with:

- Executive Director
- All Departments and Program Teams
- Clients, Partners, Donors, Auditors, and Regulatory Authorities
- External Service Providers and Financial Institutions

## Key Duties & Responsibilities

### 1. Financial Management & Reporting

- Oversee the organization’s accounting and financial management systems to ensure accurate, timely, and complete recording of all financial transactions.
- Prepare and review monthly, quarterly, and annual financial reports and management accounts.
- Produce accurate “Actual vs Budget” financial reports and provide analysis on financial performance, variances, trends, and efficiencies across our various projects.
- Ensure financial reports are submitted within prescribed timelines to management, partners, clients, and regulatory bodies.
- Monitor financial data and key financial indicators and provide strategic recommendations to management.
- Maintain proper financial documentation and filing systems.
- Develop and maintain financial dashboards and key performance indicators (KPIs) to support data-driven strategic and operational decision-making.
- Continuously review and strengthen financial systems, reporting processes, and internal workflows to improve efficiency, automation, and financial oversight.

### 2. Budgeting, Planning & Forecasting

- Coordinate the preparation of annual organizational budgets, forecasts, and financial plans in collaboration with departmental heads.
- Lead the annual budgeting process and track financial performance of the organisation as well as budget variance analysis of project
- Support budget development for concepts, proposals, projects, and client engagements.
- Monitor budget implementation and advise management on budget performance and utilization.
- Ensure approved budgets are accurately uploaded and maintained within financial systems.
- Provide timely responses to budget queries, revisions, and financial planning requirements.
- Develop and monitor organizational cash flow forecasts to ensure adequate liquidity and effective financial planning.
- Support business development by preparing proposal budgets, conducting cost analyses, and providing financial advice during funding proposal development and donor negotiations.
- Support financial due diligence processes for new partnerships, grants, and funding opportunities.

### 3. Accounting Operations

- Manage day-to-day accounting functions including accounts payable, accounts receivable, reconciliations, journal entries, and general ledger maintenance.
- Ensure timely bank reconciliations and resolution of outstanding financial issues.
- Monitor cash management processes and ensure availability of adequate operational funds.
- Oversee financial transaction processing and ensure compliance with internal finance procedures.
- Ensure accurate management of multi-currency transactions and foreign exchange reporting where applicable.

### 4. Internal Controls & Compliance

- Maintain and strengthen internal control systems to safeguard organizational assets and resources.
- Ensure compliance with organizational financial policies, statutory regulations, donor requirements, and accounting standards.
- Support the development, review, and implementation of finance and administration policies and procedures.
- Promote a culture of accountability, transparency, and sound financial management across the organization.
- Ensure compliance with donor financial regulations and reporting requirements, including those of institutional donors, foundations, UN agencies, and international NGOs.
- Ensure compliance with data protection, financial record retention, and other statutory and regulatory requirements.

### 5. Project & Partner Financial Management

- Monitor project expenditure and budget utilization across all programs and projects.
- Prepare accurate and timely donor/client financial reports in agreed formats.
- Ensure compliance with partner, donor, and client financial regulations and contractual obligations.
- Support project managers and departmental teams with financial analysis and guidance for effective project implementation.
- Build the financial management capacity of project managers and technical staff through training, mentoring, and ongoing financial support.
- Conduct financial due diligence and capacity assessments of implementing partners where required.

### 6. Payroll & Statutory Compliance

- Oversee payroll preparation where applicable, Consultant payments and administration to ensure timely and accurate salary processing.
- Ensure all statutory deductions and tax obligations are accurately calculated and remitted within required timelines.
- Maintain compliance with tax regulations and other statutory requirements.
- Liaise with external authorities and advisors on tax and regulatory matters where necessary.

### 7. Risk Management & Audit Coordination

- Support the development and implementation of organizational risk management frameworks and risk registers.
- Identify financial and operational risks and recommend mitigation measures.
- Coordinate internal and external audit processes and ensure timely implementation of audit recommendations.
- Advise management on compliance risks, control gaps, and corrective actions.
- Maintain and regularly update the organizational risk register and monitor implementation of financial risk mitigation measures.
- Support organizational compliance reviews and donor financial assessments.

### 8. Procurement & Administrative Oversight

- Provide financial oversight and compliance support for procurement processes.
- Ensure procurement activities comply with organizational policies and donor/client procurement regulations.
- Promote value for money, fairness, transparency, and accountability in procurement and contracting processes.
- Review procurement plans