Finance & Operations Manager – Nairobi – Urgent Action Fund-Africa

Job Title: Finance & Operations Manager – Nairobi – Urgent Action Fund-Africa

Position Details:

• Position: Finance & Operations Manager
• Company: Urgent Action Fund-Africa (UAF-Africa)
• Location: Nairobi, Kenya
• Type of Job: 3-Year Fixed Term Contract
• Reporting to: Head of Finance & Operations
• Application Deadline: Open until filled

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Introduction

Urgent Action Fund-Africa (UAF-Africa) seeks a skilled Finance & Operations Manager to join our team in Nairobi, Kenya. This pivotal role offers the opportunity to contribute directly to our mission of empowering African women and feminist organizations through strategic financial and operational oversight. As an employee, you’ll join a dynamic, feminist, and Pan-African organization that values collaboration, commitment to social justice, and innovative approaches to support human rights defenders across Africa. This is an on-site position in our Nairobi office with potential for regional travel.

UAF-Africa’s Mission: UAF-Africa supports women human rights defenders (WHRDs) and feminist organizations to navigate urgent situations that threaten their work, rights, and well-being. We work rapidly to provide essential resources, ensuring that women in Africa have the agency, security, and means to make impactful contributions to peace, governance, and economic stability across the continent.

Key Responsibilities

As the Finance & Operations Manager, you will:

1. Financial Oversight:
   • Oversee and coordinate all financial functions, including budgeting, financial analysis, and reporting.
   • Review and approve financial reports for compliance and accuracy, supporting audit readiness and regulatory compliance.
   • Monitor program budgets and work closely with project teams to manage expenses within the approved financial framework.
   • Lead grant management efforts and ensure alignment with donor requirements.
   • Prepare audit schedules for institutional and project audits in collaboration with the finance team.
2. Operational Management:
   • Direct procurement, logistics, and administrative operations to ensure cost-effectiveness and adherence to organizational policies.
   • Establish and implement internal controls and processes to uphold high standards of compliance and efficiency.
   • Maintain a current fixed assets register and oversee asset disposal processes as needed.
   • Support vendor relationships and assess supplier contracts to ensure value alignment and legal compliance.
3. Staff Development and Teamwork:
   • Provide guidance to administrative staff, fostering a collaborative and results-driven environment.
   • Develop training programs and resources for operations team members to enhance skills and performance.
4. Special Projects and Innovation:
   • Engage in benchmarking activities to identify operational improvements.
   • Support the planning and implementation of organizational special projects aligned with UAF-Africa’s strategic objectives.

Qualifications and Skills

To be successful in this role, you should possess:

• Education: Master’s degree in a relevant field or a Bachelor’s degree in Management or Finance coupled with a professional qualification in ACCA or CPA and membership in a recognized accounting body.
• Experience: 7-9 years in finance and operations, with a minimum of 3 years in a senior management role.
• Skills: Proficiency in financial management software, budgeting, and financial reporting.
• Knowledge of Feminism: An understanding of feminist principles and social justice is highly desirable.
• Strong Communication: Exceptional interpersonal and supervisory skills, especially in managing cross-functional teams.
• Technical Abilities: Expertise in Microsoft Office Suite and familiarity with accounting software.

Company Culture and Values

At UAF-Africa, we are driven by feminist values and the commitment to social justice, equality, and respect for human rights. Our virtual organizational model allows flexibility in operations, while our diverse team works collaboratively across our regional offices. By joining us, you become part of a resilient network dedicated to sustaining feminist agendas, supporting the work of WHRDs, and responding rapidly to evolving needs in the African context.

Apply Now for Finance & Operations Manager

We invite qualified candidates to submit applications for this role via our website. Click here to Apply Now and complete the registration. Please note that only shortlisted applicants will be contacted.

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Expert Tips to Be a Successful Applicant for the Finance & Operations Manager Role

This advice will also help you navigate applicant tracking systems (ATS) effectively, ensuring your resume and cover letter make it to the recruiter’s desk.

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1. Start with a Compelling Resume Summary
A strong, concise summary at the top of your resume is crucial to making an immediate impact. Highlight your experience in finance and operations, focusing on your most significant achievements and relevant skills for this role. For instance, instead of simply saying “Finance and Operations Manager with 7 years of experience,” aim for specificity. An example might be, “Finance and Operations Manager with 9 years of experience in non-profit and NGO financial management, specializing in compliance, budget control, and strategic planning, with a track record of improving efficiency and sustainability across multi-regional operations.”

Example:
Finance & Operations Manager with over 9 years of experience in non-profit finance and operational management. Spearheaded cost-saving initiatives and streamlined workflows across multiple regions, enhancing resource allocation by 20%.

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2. Tailor Your Cover Letter to Show Understanding of UAF-Africa’s Mission
Demonstrate your alignment with UAF-Africa’s mission by weaving in specific references to their values and goals in your cover letter. Highlight your understanding of feminist principles and how you support women’s rights. Emphasize that you are committed to advancing African women’s agency in social, economic, and political spheres, which aligns with UAF-Africa’s vision.

Example:
“I am deeply inspired by UAF-Africa’s mission to empower African women and provide rapid response grants to Human Rights Defenders. My experience in managing financial operations aligns with your commitment to transforming power dynamics in Africa, and I am eager to contribute to your mission by ensuring financial and operational excellence.”

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3. Quantify Your Achievements in Financial Management
Use specific metrics to showcase your achievements in financial management, which demonstrates your capacity to deliver quantifiable results. Instead of stating “managed budgets effectively,” consider providing a figure or percentage to quantify your impact.

Example:
“Reduced annual operational costs by 15% through strategic vendor negotiations and optimized asset allocation. Managed a portfolio of grants totaling $10 million with 100% compliance on donor requirements.”

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4. Demonstrate Proficiency in Relevant Software and Tools
As UAF-Africa operates as a virtual organization, demonstrating proficiency in accounting and management software is essential. List specific software, like QuickBooks, SAP, or Microsoft Dynamics, and provide a brief example of how you used it in past roles.

Example:
“Implemented QuickBooks for real-time tracking of project budgets, improving accuracy in financial reporting by 25%. Familiar with cloud-based collaboration tools essential for remote operations, like Slack and Asana, to ensure seamless coordination among teams.”

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5. Highlight Experience with Compliance and Donor Requirements
Compliance with donor requirements is crucial for this role, especially in the non-profit sector. Explain any previous experience you have in managing grants and adhering to strict compliance standards, as well as examples of working within donor guidelines to maintain funding.

Example:
“In my previous role at XYZ NGO, I managed donor grants by strictly following compliance requirements for USAID and the European Union, ensuring timely and accurate reporting and preserving all funding streams.”

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6. Showcase Your Experience in Developing and Implementing Policies
UAF-Africa requires someone who can establish and monitor internal policies to optimize organizational efficiency. Describe any relevant experience you have in this area, especially if you’ve previously introduced new operational systems or procedures.

Example:
“Developed and implemented a streamlined procurement policy that reduced vendor processing time by 30%, while ensuring adherence to ethical sourcing guidelines. This policy has since been adopted across multiple departments, saving an estimated $50,000 annually.”

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7. Illustrate Leadership and Team Development Skills
This role involves training and supporting administrative and operational staff. Provide examples of your ability to lead and develop teams, including how you build morale, establish clear communication, and support career growth.

Example:
“As Head of Finance at ABC Corp, I mentored a team of 5 direct reports, focusing on career development by setting measurable performance goals and conducting regular feedback sessions. This approach resulted in a 40% increase in team retention and significantly improved productivity.”

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8. Highlight Crisis Management Experience
Since UAF-Africa deals with rapidly changing situations, experience with crisis management or adaptive strategies will set you apart. Describe any instances where you led a team through an unexpected challenge, detailing how you adapted and succeeded.

Example:
“During a sudden funding shortfall, I developed a cost-cutting plan that allowed the organization to maintain operations while reducing overhead by 15%. I re-prioritized project funding in consultation with program managers, ensuring critical services were unaffected.”

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9. Mention Any Relevant Certifications
UAF-Africa emphasizes the importance of a Master’s degree and professional certifications, such as CPA or ACCA. List your certifications prominently, and discuss how this qualification has prepared you for the role. If you’re actively pursuing a certification, mention this commitment to continuous learning.

Example:
“As a Certified Public Accountant (CPA), I possess the technical expertise and ethical standards necessary to uphold financial integrity within an organization. My CPA training has equipped me with advanced skills in audit preparation and financial analysis, essential for maintaining compliance.”

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10. Add Keywords to Ensure ATS Compatibility
To pass through applicant tracking systems, use relevant keywords naturally throughout your resume and cover letter. Essential keywords for this role include “financial compliance,” “budget management,” “grant administration,” “policy development,” and “remote team collaboration.” Ensure these keywords appear in sections like your skills, responsibilities, and achievements to increase your chances of making it past the ATS.

Example of Keywords Integrated:
Finance & Operations Manager with experience in grant administration, budget management, financial compliance, and policy development. Skilled in remote team collaboration and familiar with donor compliance requirements.

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Equal Opportunity Statement

We are an equal opportunity employer and are committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.

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