Key Responsibilities

Human Resource Support

• Ensure compliance with statutory regulations and the organization’s policies, flag and address non-compliance issues
• Maintain HR manuals and policies and update processes for efficient service delivery
• Maintain and update the HR Calendar and send out reminders to concerned parties
• Prepare HR documentation and reports relating to HR processes and staff benefits
• Support program directors/managers/coordinators on tracking probation periods and follow-up on confirmation forms
• Prepare a summary of performance management data for analysis
• Prepare monthly tracking of the completion of the staff activity reports status and escalate exceptions to the Senior Management on a timely basis
• Liaise with IT to ensure timely deactivation of staff in all systems upon exit
• Create, update and maintain HR and staff records both physical and digital files
• Manage staff documentation processes on entry and exit
• Monitor existing term contracts on a timely basis
• Establish and maintain open, professional, and cordial relations with the organization’s internal and external customers. These include and are not limited to; Internal (all staff) and External (government agencies/ HR service providers)

Benefits Administration

• Enroll staff on the first day upon reporting and ensure they are aware of their benefits, entitlements and/or services provided by the organization
• Ensure timely deactivation of staff from all benefit/insurance companies upon exit of staff
• Follow up with insurance providers on claims and that reimbursements are released to the members
• Periodically, participate in staff salary and benefits surveys and follow up on reports for the organization
• Keep an accurate account of leave utilization and flag concerns to the senior management in the leave management system
• Prepare quarterly leave reports and reconciliation and submit them to program managers/coordinators

Staff Capacity Building

• Responsible for collating training and development needs as identified by the organization’s staff in line with the approval of the relevant authority
• Assess internal capacity of in-house training and organize training sessions accordingly
• Provide capacity building, technical support and supervise the Administration officer
• Ensure all staff are aware of the HR and Administration procedures and train staff accordingly

Recruitment and Selection

• Deliver recruitment needs and assist in filling vacancies within the targeted timelines in collaboration with the hiring manager, while ensuring that open and transparent recruitment procedures are followed as per the organization’s policies and procedures
• In collaboration with the program’s managers/coordinators execute proper staffing plans and ensure staffing is adequately designed to ensure effective implementation of projects
• Identify redundancies and in collaboration with coordination and deal with the process effectively
• Ensure all staff are working under a proper working agreement and that their employment terms match the Labor laws and the organization’s internal manuals
• Manage appraisals and disciplinary action in conjunction with the program managers/coordinators
• Maintain tracking system and full documentation of recruitment processes
• Coordinate effective implementation of new staff orientation and onboarding processes

Employee Relations, Conflicts Resolution & Discipline

• Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations
• Be available at the disposal of the conflicting parties and hear out their issues without being judgmental
• Intervene and help map out a solution in case of dispute amongst two or more employees or between the employee and the management.
• In collaboration with the relevant managers and senior management, deal with employee’s disciplinary matters as needed
• Any other duties as assigned by the Director of Finance and Administration/or any other authorized official of the organization

Requirement and Qualifications

• Bachelor’s degree in Human Resources Management
• Experience in sourcing, recruiting and interviewing professional and management candidates is required
• At least 5 years of relevant post-qualification experience, preferably in an NGO
• Strong interpersonal skills with the ability to maintain confidentiality and develop trust
• Strong organizational and multi-tasking skills
• Ability to operate a HR Information System
• Knowledge of Kenya Labour Laws
• Member of IHRM 
• Proficiency in using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. is required
• Excellent record-keeping and documentation skills
• A can-do attitude, a desire and the initiative to produce results that require hard work and motivation to achieve beyond what is expected 
• Must be a team player

Key Responsibilities

Finance Department Oversight 

• Responsible for oversight of all finance activities of the organization (i.e.: cash & bank management, cash flow management, internal controls management, budgeting, reporting, tax issues and government compliance, payment processing and payroll, document management, inventory management etc).
• Supervise the senior finance associate and the risk/compliance financial analyst 
• Coordinate monthly requests of funds, based on budget and cash flow projections, to ensure that specific programs have all the necessary funds for the operations as required 
• Review and consolidate monthly financial reports to ensure accuracy and to provide regular feedback to senior management and the Board by the 10th of each month. 
• Ensure all financial plans, invoices, reports, and other financial documents and transactions are accurate, timely, and consistent with the organization’s guidelines and regulations. 
• Verify that appropriate segregation of duties exists to ensure effective support of office and field operations, and to protect the integrity of the organization’s financial and administrative operations 
• Prepare financial documents for auditing, ensure that accounts are audited yearly by assigned company and facilitate in the best way possible the audit process 
• Ensure that all the procurement procedures are respected and are operational in project offices in accordance with procurement principles 
• Responsible for the organization’s resources (staff, financial and material etc) and that they are being utilized with good care and according to the spirit of the organization 
• Ensure that stock and equipment management is effectively maintained and utilized 
• Maintain inventory tracking system and perform periodic reviews 
• Coordinate vehicles management, maintenance program, insurance and status monitoring 
• Work closely with the fundraising and grants coordinator/team 
• Work closely with the Micro-Enterprise and Public Health departments in regard to financial matters 
• Work closely with the internal and external auditors 

Budget Management 

• Be part of the Board’s finance and budget committee 
• Help in the preparation of the annual budgets and forecasts with the finance and budget committee 
• Collaborate with the program managers, coordinators and senior management in preparation of initial programs’ budgets 
• Provide training in budget preparation to programs’ heads as need be 
• Prepare and monitor budgets to ascertain that spending occurs as planned and that variances are anticipated, noted, corrected and explained as necessary 
• Ensure that key program personnel are aware of budgetary resources and are able to monitor their budgets respectively 
• Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with the organization’s procurement policies, procedures and donor’s grants and contracts requirements 
• Monitor burn rates, advise on spending projections, maintain and update the status of obligated funds 

Financial Reporting 

• Prepare and revise finance and operations guidelines in order that they adhere to the organization and legal requirements 
• Prepare monthly, quarterly, semi-annual reports, and consolidated annual fiscal reports, and any other required donor submissions 

Human Resources, Administrative & IT Management 

• Work and supervise the HR officer to ensure that the human resource functions such as: i) Recruitment & On-boarding, ii) Learning & Development Guidelines, iii) Retention Strategy, iv) Regulatory oversight & Legal Compliance, v) People Management Strategies are properly resourced, structured, and well implemented 
• Work with the HR officer to properly establish proper administrative procedures and guidelines for the organization in terms of administrative management & information technology 
• Support to develop, prepare and implement safety and security policies and procedures to establish a safe working environment 
• Prepare and submit various administrative reports 
• Perform other duties as assigned 

General 

• Contribute to maintaining teamwork, discipline, sound work relationships and productivity 
• Encourage a work environment of mutual respect where team members strive to achieve excellence 
• Ensure that proper communication channel is maintained between all offices and relevant people 
• Keep sound and effective relation with local partners and authorities 
• Ensure the Organization is well represented in the community that it serves 

Requirement and Qualifications

• Master’s degree in Finance, Business, Accounting or a relevant field 
• Bachelor’s degree in Finance, Business, Accounting or a relevant field; professional qualification in accounting desired 
• CPA (K) and member of ICPAK or any other recognized professional accounting qualification 
• Minimum of seven years of experience managing finance for an NGO; in-depth knowledge of NGO financial management, rules and regulations 
• Minimum of seven years of experience managing, in increasing roles of responsibility, finance, procurement, administration, logistics and/or human resource-related matters for an NGO 
• Proven ability to prepare multi-year budgets, donor financial reports and NGO audits 
• Strong analytical, leadership and interpersonal skills; demonstrated ability to lead and work effectively in team situations as demonstrated by the ability to work both independently and within a team 
• Assess priorities and manage a variety of activities with attention to detail 
• Exceptional written, oral, interpersonal, and presentation skills and ability to effectively interface with senior management 
• Excellent oral and written communication skills in English 
• Expert computer skills in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook 
• Very good knowledge of using QuickBooks and/or any other major accounting software used by NGOs 
• Ability to demonstrate traits of being a team player with colleagues; both senior and junior through respect and understanding 
• Experience as a leader, coach, mentor and staff trainer to develop the financial skills of colleagues 
• Proven leadership and capacity in negotiation and conflict management 
• Demonstrate experience to provide technical assistance to the organization and conduct training with diverse levels of expertise 
• Superior management skills; ability to influence and engage direct and indirect reports and peers 
• Ability and willingness to be very flexible and accommodating in difficult and changing working circumstances 
• Personal commitment to gender equality, child rights and social inclusion 

Key Responsibilities 

Financial Reporting

• Reviewing monthly supplier and customer reconciliations. 
• Reviewing ERP master data forms for customers for accuracy.
• Ensuring monthly bank statement review, approval and filing.
• Performing monthly intercompany reconciliations.

Best – Practice Accounting procedures followed.

• Reviewing and approving Journal entries before posting to General Ledger.
• Preparing and reviewing monthly accruals are prepared and reviewed prior to posting in ERP
• Executing Month end and period-end tasks and activities (Balance Revaluation, FX adjustments in ERP, Period end close in ERP, Monthly and periodic physical count and verification (stocks and fixed assets)
• Ensuring all fixed assets are properly recorded and maintained in ERP
• Processing International Financial Reporting Standards adjustments to fixed assets bi-annually
• Ensuring all fixed assets acquisitions are properly authorized by the responsible office.
• Preparing annual Capex budget in consultation with Managing Director and the responsible office.
• Ensuring that cash flow forecasts are prepared monthly and weekly CICO
• Ensuring the Group’s “cash toolkit” is being competently managed and suggested improvements given to Financial Controller
• Analyzing insurance needs to cover assets & events leading to financial loss 
• Advising insurers advised of changes that may affect risk 
• Ensuring all bank and petty cash accounts are reconciled monthly to ensure accuracy 
• Ensuring all payroll inter-company charges are processed in ERP
• Working in conjunction with business analysts during budget and LEs
• Submitting budget data into Prisma

Tax Management and Reporting

• Preparing monthly reporting for Tax submissions.
• Ensuring data submission of monthly reporting for Pernod Ricard Eastern Africa to relevant market tax portals and sites.
• Overseeing reconciliation of PRK accounts with KRA records and accounts.
• Ensuring that all tax obligations are met; Tax (Excise, VAT, CIT), Payroll, payments to group companies, and foreign exchange contract commitments 
• Ensuring that all intercompany payment obligations are met including interest payments, capital repayments, and BO invoices.
• Assisting in preparing all tax returns for PRK in collaboration with the Financial Controller, auditors, and tax advisors
• Ensuring that half-yearly and annual tax calculations prepared are submitted timeously
• Ensuring that statutory returns are submitted timeously and reconciled periodically. 

Internal Control Responsibilities.

• Adhering to all the internal control procedures of Pernod Ricard Eastern Africa
• Ensuring Internal controls are updated annually in compliance with Group requirements 
• Ensuring the integrity of the master database for suppliers and customers
• Assisting the Financial Controller in risk mapping every two years
• Giving recommendations to Financial Controller on the improvement of processes and controls.

Stakeholders’ Relations

• Developing a collaborative relationship with internal stakeholders through cultivating an excellent transparent working relationship across PRG departments and with SSA senior finance team
• Collaborating with external stakeholders by ensuring ongoing communication with auditors, external advisors, company secretaries, banks, and other service providers as required.
• Liaising with government departments on statutory compliance issues as required

Requirements 

• Bachelor’s degree in Business Administration, Accounting, Finance, or another relevant field
• Four (4) years experience in Finance.  Audit experience is an added advantage.
• Experience in the FMCG industry in Commercial Finance or Business Planning Analysis is preferred 
• CPA or ACCA Qualification required
• Experience in working with multiple functions within an organization (e.g. Marketing, Sales, Supply Chain)
• Advanced Microsoft Excel experience
• Ability to work autonomously with little supervision
• Ability to work within a team
• Verbal and written communication skills
• Decisive and accurate 
• Ability to work under pressure and adept in prioritization 

Key Responsibilities 

Demand Planning 

• Support the Annual business planning and monthly forecasting process by driving volume and value forecasting
• Lead the demand review and forecast alignment meetings.
• Support the Commercial Team and Commercial Analyst to ensure the rolling 18 months sales forecasting discipline is understood and adhered to.
• Collaborate with the Commercial Analyst and Commercial Team to challenge trends and capture market intelligence and understand demand forecast drivers during pre-demand and final demand review meetings. 
• Ensure that the business receives an 18-month consensus demand plan (sales forecast) approved by the Commercial/Sales or Managing Director.
• Collaborate with the Commercial Analyst to review historical sales trends, research demand drivers, and evaluate forecast results to support a collaborative and consensus approach with the Sales, Marketing, and Finance teams, to obtain and ensure that current and accurate information is used in forecast planning.
• Plan monthly departmental alignments and make recommendations to improve the sales forecast. 
• Obtain sales out forecasts to support forecasts and demand planning and to recommend stock planning parameters based on sales out forecasts per customer.
• Closely coordinate and communicate Customer action plans with Supply Planning.
• Provide input into the Supply Planning operations in developing inventory strategies on existing items, new products, and product phase-outs.
• Constantly engage with stakeholders to ensure alignment in lead times, inventory days, and inventory aging.

Data Management

• Create and maintain the appropriate master data in the Planning systems in use, minimizing errors, and avoiding duplication and obsolescence. i.e. Anaplan
• Create statistical forecasts to gather, analyze, validate data and execute statistical modeling software
• Review the results of the statistical forecast model and apply error analysis techniques to improve forecasting; summarize and aggregate statistical forecasts. Refine the forecast model to reflect updated Sales and Marketing assumptions
• Maintain the demand planning system and software to input and modify data and ensure the correctness of product hierarchy
• Monitor trends in forecast error – Identify relevant market-related data and competitive intelligence 
• Drive fast, appropriate actions to minimize the impact of deviations from the Demand Plan and communicate these actions to stakeholders. 
• Consistently improve the Demand Plan Accuracy (DPA accuracy level and variability) using the Forecast Value Added (FVA) concept and drive out systematic forecast bias through detailed analyses of past performance. 
• Track errors using DP Reason Codes and maintain an efficient Learning Log. 
• Provide input to volume planning (Latest Estimates / annual process) and achieve consensus with the business side and the demand chain

Continuous Improvement

• Maintain Monthly, Quarterly, and ad hoc reporting on Operations KPI’s internally and to the Regional Office or EMEA HQ
• Propose improvement initiatives based on KPI’s reports and sales trends
• Lead and manage the end-to-end process for New Product Introductions
• Lead and manage ad hoc projects from start to end

Requirements 

• Bachelor’s degree in Supply Chain, Business Management, Statistics, or another relevant field.
• A graduate diploma (CIPS) or any other national higher diploma in Supply Chain or Logistics is a plus.
• Min 4 years of work experience as a Demand Planner or similar role.
• Demonstrated knowledge of demand planning philosophies and processes as well as a proven track record.
• Advanced knowledge of Microsoft Excel to analyze demand planning and forecasting.
• Excellent IT skills and previous experience with an ERP system.
• Excellent communication and people skills.
• Sufficient knowledge of warehousing and distribution.
• A strong business perspective.
• A passion for working with customers, internally and externally.
• A strong desire to develop trust and long-term relationships.
• A strong desire to strive for service improvements and be proactive and responsive to customer demands.
• Ability to impact and influence others to work cross-functionally and externally to get commitment to ideas, and actions and deliver results.