Senior Manager, Finance, Administration & Operations

Primary Responsibilities

Corporate Operations

• In collaboration with the Country Representative and Palladium corporate services (contracts and grants, human resources, risk and legal, etc.), act as a focal point for training and guidance to project staff to support their compliance with company policies, SOPs and Guidelines and client rules and regulations (covering as required security, occupational health and safety, risk management, planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT (Information Technology), communications, audit support and all other operational matters)
• Coordinate with all Palladium-managed projects based in Kenya to ensure compliance with client and corporate requirements for administrative, human resource and other operational areas
• Collaborate with senior leadership in headquarters, the Kenya Country Representative, and corporate staff based in Kenya to identify and manage resources to help them meet their goals, deliverables, and milestones; and spearhead office activities as required to support the Kenya corporate office
• Support the country representative in promoting one palladium culture by scheduling Palladium all hands meetings quarterly, attending director’s meetings and implementing any feedback affecting operations, providing oversight for the sustainable business committee and other Palladium corporate strategic initiatives as assigned
• Work with the country representative and relevant Palladium HQ team members to ensure that the Palladium Kenya local entity is structured to function effectively and serve as the operational oversight to support domestication and implementation of Palladium global operational procedures and policies by projects implemented by the Palladium local entity
• Manage board meeting schedule and resulting board resolutions

Project Operations

• Work with HQ-based members of the PMU (Project Management Units) that are implementing global projects with activities in Kenya (and have no local PMU), to ensure coordination with corporate services (Contracts and Compliance, IT, Human
• Resources, Finance Management, Invoicing, and Accounting) as needed to ensure that all operations run smoothly and efficiently
• Assist staff to ensure procedures for subcontractor and grants management are compliant with the company's SOPs and Guidelines and client's rules and regulations
• Lead implementation and management of the Palladium Kenya procurement committee whose membership consists of finance and administration staff from Palladium projects in Kenya and guide the team in application of Palladium global policies on procurements. Ensure compliance with company and client policies, SOPs and guidelines for financial management and procurement
• Facilitate field office leases. Spot-check quality of field procurement; ensuring compliance with company anti-corruptions and due diligence processes
• Ensure asset management procedures are undertaken and conduct spot checks

Budgeting and Financial Management

• Monitoring and forecasting all corporate budgets managed from the Kenya corporate office
• Conduct quarterly forecasting of corporate office budgets and management to avoid over runs
• Oversee the external audit process and ensure retention of project records is compliant with company policy
• Follow up with project finance and administration staff and relevant contractors to ensure that all statutory audits are completed on time and per schedule
• Document all audit findings and mitigations and ensure they are reviewed and addressed by all concerned, on time
• Establish corporate office delegated authority in accordance with company policy and manage the process for higher-level approvals as required

Human Resource Management and Recruitment Oversight

• Oversee human resource planning, recruitment and contracted HR (Human Resources) firm to ensure compliance with client and corporate policies and procedures and that HR needs are met. Provide support to projects and corporate staff
• Serve as the point of contact with HQ HR liaison to support the development and implementation of standard practices in hiring of project and corporate staff, staff on boarding, staff exit interviews,
• Conduct market surveys and corporate staff grading and other HR related tasks as assigned
• In collaboration with the Country Representative and Palladium Kenya project directors, ensure staff performance management systems are in place and adhered to
• In collaboration with Security, ensure safety and security procedures, including Occupational Health and Safety (OHS) requirements, are in place and adhered to

Key Competencies Required

• Extensive project management experience with US Government donors (Centers for Disease Control, Department of State, USAID, etc.) or other donor organizations
• Experience managing large and complex projects
• People management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching
• Excellent written and verbal communication skills
• Financial acumen and the ability to interpret and analyze financial reports
• Sound problem solving and decision-making skills
• Strong management skills with ability to mentor, coach, lead, develop and evaluate staff.
• Ability to work with a low level of supervision and as a part of a team when required.