Julius Kimulu

1. Providing financial advisory services on a three-year multi country project funded by the German Federal Foreign office closeout in South Sudan, Ethiopia, and Somalia. Further review nine partner and internal financial reports validating expenditure compliance to GFFO, Statutory and DKH guidelines. Prepare consolidated donor report.

2. Review existing finance capacity gaps in South Sudan, recommend and implement necessary actions in budgeting, accounting, and treasury management to ensure adherence to DKH’s internal policies.

1. Develop KELIN’s Compliance strategy and framework.

2. Review existing Resource Mobilization strategies and develop fit for purpose strategies.

3. Review KELIN’s programming and operating environment and develop a risk register that includes organization mitigation measures.

4. Support in driving governance at KELIN, at the Board level, reviewing KELIN’s governance frameworks and consolidating them into effective governance framework.

• Conducted regular performance reviews, identifying areas for improvement and developing action plans to address them.
• Supervised operations staff and kept employees compliant with company policies and procedures.
• Led hiring, onboarding and training of new hires to fulfill business requirements.
• Developed and implemented strategies to maximize customer satisfaction.
• Streamlined accounting processes and reporting-Worked closely with Finance managers to ensuring accounting information/data is well captured in accounting systems that led to finance producing accurate reports and in timely manner.
• Strengthened accountability mechanisms by ensuring staff performance processes are functioning and managers have the needed capacities and training to support staff. I gradually changed and ensured staff performances are documented and performance discussions happened twice in a year, which was not the case before. Further I initiated country level structured meetings cutting from programme management, quarterly project reviews and departmental staff meetings that form part of the accountability mechanisms.
• Positioned the organization into complying with local laws by working with the leadership to ensure annual returns are promptly filed, statutory payments complied to and proper documents on registration are shared with the right partners including LC bankers.
• Led Kenya team in strategy development and implementation ensuring alignment to LC global strategy.
• Improved budget uptake and compliance to donor rules and regulations by sensitizing/capacity building project managers and sub-grantees. Through my initiatives for the first time the country office had monthly Grants Management Team meetings to discuss and take stock of grants performance for each project. This changed the average budgets uptake from 70% to a new average of 98% and in compliance to donor rules and regulations.
• Compliance and policy frameworks. Strengthened LC’s compliance to internal and external regulations by integrating LC’s policies into country office operations mainly by staff trainings and sensitization and employing a wide range of accountability mechanisms.
• Strengthened partner recruitment processes. Took lead in designing partner due diligence processes including capacity building. This resulted to a new assessment on all existing partners and better recruitment processes for new partners.
• Strengthened partner compliance. I ensured partners adhered to LC finance, procurement processes and donor guidelines by identifying capacity gaps and training partner staff.
• Strengthened cash flow management approaches from an initial point of projects struggling with monthly payments to suppliers, personnel costs, and partners cash requests to proven stable cash flow for both LC and sub-grantees.
• Successfully pooled the organization bank accounts from 7 to now 3, initially the approach was every project having individual bank account. This brought in efficiency in cash flow management and reduced the workload of monthly bank reconciliations.
• Improved partnership compliance by ensuring detailed due diligences for partners are done, proper funds management approaches, improved cashflow management, partner capacity building initiatives and financial monitoring.
• Improved office and security administration by working closely with head of operations. Written the country office security plan and lead office move from insecure and inaccessible neighborhood to a new location that conforms to LC global office standards.
• Successfully implemented LC’s global staff laptops configurations for all staff in Nairobi to ensure staff have access to LC intranet that has improved access to information and strengthened knowledge management within the organization.
• Strengthened compliance to procurement and supply chain processes ensuring they got aligned to LCs global policies and practices.
• Successfully Led and implemented several change processes in country ranging from transitioning partners and project staff restructuring.

Reporting to the Operations Director assumed the role of Field Operations Manager and served as the performance leader at the sub office for all operational areas, ensuring field operations specialists are supported to attain/exceed their stated key performance Indicators and ensure strict compliance with EGPAF Kenya policies and procedures and those of the Donors and other stakeholders. Ensured systematic communication and collaboration between the sub-office and country office and within the sub-office operational departments.

Provided efficient and effective leadership to Finance, Grants, Procurement, Logistics, Human Resources, Information Technology and Administration for EGPAF and sub-grantees.

Key Responsibilities and Results:

• Successfully implemented share point system in the field office with coordination with the country office and the IT department. This saw workflows get automated in almost all the units.
• Improved the sub office budgets uptake from levels of 67% to range of 98% in a span of 6 months by structured trainings for programme staff and partners to understand their budgets including budgets management skills for these staff.
• Improved financial reporting-I ensured financial reports for EGPAF and sub-grantees were prepared and submitted in time from an initial culture of delayed reports.
• Efficient cash flow management for EGPAF operations and that of partner staff.
• Champion of evidence-based performance by being the focal person in tracking of country operations team performance. I worked with the operations director in reviewing key performance indicators and developing them to ease of tracking on weekly basis.
• Took lead in guiding processes towards opening new field offices in Kakuma and West Pokot.
• Worked in collaboration with country office in decision process of closing staff guest house and worked out into place country office housing allowances reimbursement Standard Operating Procedure.
• Successfully launched and implemented a new project (Voluntary Male Medical Circumcision) in Turkana and West Pokot ensuring policies and procedures were adhered as the new project got initiated.
• Successfully integrated Finance, Grants, Procurement, Logistics, Human resource, Information Technology and Administration teams that I led to providing efficient and effective program support to programs. Achieved by continuous reviews of deliverables with team members towards a common goal.
• Reviewed and changed contracting of suppliers for commonly procured goods and services approaches initially done on routine basis (weekly) to quarterly procurements which increased the unit’s efficiency and reduced on unnecessary workloads at the same time ensuring compliance to donor guidelines in procurement.
• In a span of not more than three months I improved supplier satisfaction, and the Foundation is now a partner of choice by most suppliers in Turkana. Together with the entire operations teams we cleared pending payments for suppliers lagging back for over four months. This has increased supplier satisfaction levels and improved on the Foundation’s community acceptance.
• Improved collaborations with country office to improve fleet management, stock management and assets management by working with a team of experts to roll out systems for monitoring these processes.
• Assessed security status in Turkana County and mapped out insecure zones that would otherwise require the organization to use armed escorts for staff safety.
• Developed security operating procedures for the organization to guide teams operating in Turkana County.
• Recommended to the country office new approach of determining field office needs that is now used by all the field offices. This has ensured that cash transferred to field offices match actual field needs.
• Successfully transitioned partners’ payroll management services to a professional firm. Worked with the Operations Director and other stakeholders to transitioning payment of partners’ personnel by the Foundation to Deloitte that guaranteed accuracy and complete documentation.

Reporting to the Country Director, assumed the role of Director of Refugee Operations at an acting capacity in charge of the Dadaab of Field office, administering to an approximated group of 175,000 refugees out of the total of over 270,000 in the Dadaab camp.

Responsible for supporting the mission’s sustainability by managing relations with key stakeholders, promoting positive relations with County governments; fostering knowledge and support for CARE relief and development activities with representatives of donors, government authorities, private sector, vendors, community leaders and beneficiaries and promoting awareness of livelihood security initiatives.

Key Responsibilities and Results:

• Successfully coordinated a team of program and support staff to develop and submit solid proposals to secure funding for ongoing and future program activities to donors for CARE Kenya’s refugee programme in Dadaab.
• Successfully raised over USD 4,000,000in funding approvals with the support and coordination of the country office from a range of international donors namely, UNHCR, WFP, RTL, ECHO, for Refugee Emergency Assistance, General food distribution, Rehabilitating learning infrastructure and provision of teaching and learning resources, among other assistance to refugees in Daadab.
• Budgeting and Risk Management;Coordinated and provided technical leadership in developing the program master budget for 2017 with clear needs and program gaps. Being conversant with techniques to manage and control organizational risk, I liaised with the country office and headquarters to work on mitigation measures on the risks associated with financial gaps.
• Exhibited proficiency in external relations and partnership management to maximize CARE humanitarian response through coordinating with International CARE members. Mainly CARE USA, CARE Canada, CARE Germany, CARE UK, amongst others in proposal development, budgeting, review of donor agreements, development of internal project documents, project monitoring, coordinating and providing responses to audit queries, and reporting to donors.
• I have manifested a solid track record of law enforcement and security related success as the focal point person in charge of safety and security of sub office and the chair of the regular management planning meetings.
• Provided supervision and direction for major security related projects and physical security technologiesin conjunction with the security coordinator including but not limited to; progressively monitor changing security environment while still coordinating a team of 150 National staff and 1500 Incentive staff to deliver humanitarian services to over 270,000 beneficiaries in the volatile environment.
• Addressed a raft of programmatic performance aspects related to overall program monitoring gaps, staff performance targets, training gaps by forming a committee, reviewing targets and training on excel. The outcome has been improved efficiency, effectiveness and boosted staff morale.
• Competently handled human resource grievance cases with the support and coordination of the human resources unit including disciplinary cases to conclusive end, ensuring adequate disciplinary measures are conducted as stipulated by the labour laws and internal policies and procedures.
• Coordinated the introduction of a new procurement manual and ensured smooth transition from the old manual to the current one as part of organizational development and capacity building, a process that has yielded knowledge upgrade.

Reporting to the Director of Refugee Operations I oversaw core organizational functions in Finance, Grants administration, Administration, procurement and fleet. Being a key member of Senior Management Team I was involved in overall running of Refugee Programs in Dadaab. My key achievements being ensuring successful end to end management of donor funds, efficiency in financial performance to ensuring program and operations compliance to donor rules, government regulations and internal policies and majorly accomplished processes on staff development both in finance and other support functions.

Key Responsibilities and Results

• Played a central role in ensuring the successful end to end management of grants involving main world donors like UNHCR, WFP, ECHO, MoFA Germany & Luxemburg, and BPRM amongst others.
• Instrumental in capacity building of program staff with increased level of competence in budgets development and management, program management, Monitoring and evaluation.
• Managed Financial Performance to ensure program and professional compliance through review and approval relevant disbursements, receipts, accounting adjusting entries and ensure compliance with donor regulations, CARE Accounting policies and Generally Accepted Accounting Principles (GAAPs).
• Coordinated and supervised the review of all financial reports to be submitted to donors and CARE-Kenya head office ensuring that the financial information is complete, accurate, reliable and timely in consistent with the project implementation, respond to audit queries, and review the appropriateness of management comments in conjunction with the country office.
• Financial information and analysis; Actively involved in submission to the program Senior Management Team (SMT), relevant and timely financial information and analysis for strategic management purposes for internal consumption and external fulfillment of donor agreements.
• Successfully provided coaching, mentoring and training to program support staff on financial management as part of the on-going development of their skills and knowledge. Also supported staff development through coaching on organizational focus areas, regular feedback and identification of training needs and opportunities.
• Managed bank accounts for maximum efficiency and ensure adequate liaison with principal bankers and oversee cash management ensuring proper controls exist to provide assurance and oversight in cash handling.
• Oversaw the annual insurance of assets renewal process in conjunction with the Country Office Finance Manager and ensured appropriate coverage is maintained at all the times. Reviewed the assets register on its correctness and the need to dispose obsolete assets as per the donor disposal rules.
• Supported program sectors in donor contract management including preparing budgets for proposals, negotiating donor agreements, ensuring accurate and timely budget monitoring tools and donor reporting in liaison with the Country Office Finance Manager.
• Monitored actual expenses against the budgets and report on the same to Assistant country director program and program Senior Management Team and reviewed donor reports due to the Head Office as well as other financial information that comes from the program.
• Provided technical guidance to the administration department in all strategic planning activities in relation to the program and Country Office strategy and advised the SMT on application of the Country Office administration policies.
• Ensured that all service, lease and general administrative contracts adequately protect the interests of program and ensure that program communication facilities are up to date and the services are effective and efficient.

Tasked with the responsibility to oversee all finance operations to ensure policies are adhered to and systems operate at their optimum level to serve project needs.

Key Responsibilities and Results

• Coordinated budgeting processes with project teams and ensured implementation of budgets and monitor implementation against agreed plans.
• I kept up to date grants documents registers by tracking project financial and program changes and sharing those with agreement approvers to initiate changes with donors.
• Worked hand in hand with other senior management team in reviewing program needs, redesigning project goals and fund raising to cover these needs.
• Managed project teams to ensure donor reports met all requirements and adhere to deadlines.
• Provided on job training to project staff on finance and procurement procedures.
• Ensured that grants being implemented have the necessary contract documents.
• Prepared budgets monitoring tools, reviewed implementation against plans and took necessary corrective actions on variances to ensure adequate utilization of donor funds.
• Developed a formidable finance team that has continuously provided effective financial support services to CARE International projects in ensuring that the refugee assistance program responds to beneficially needs with limited donor resources in an efficient manner.
• Worked tirelessly to maintain the good name and reputation that CARE international has enjoyed with donors, beneficiaries and stake holders. I ensured this through positive audit outcomes achieved by ensuring the organization’s financial policies are implemented and at the same time adhering to donor rules and regulations.
• Credited for my current organization from the regimes of accruing costs to ensuring that projects are implemented in time and donor funds adequately utilized to 100%.

• Responsible for coordination and support of all finance operations to ensure policies are adhered to and systems operate at their optimum level to serve project needs.
• Strengthened internal controls through regular review, assessment, and implementation of updated policies.
• Met weekly with department managers to discuss financial information according to current needs.
• Facilitated cross-functional collaboration by working closely with other departments on financial matters.
• Ensured timely invoicing and payment processing, contributing to improved cash flow.

• Optimized cash flow management, ensuring timely payment of invoices and reducing outstanding debts.
• Prepared monthly reconciliation of bank accounts and took corrective actions on deviations.
• Collaborated with team leaders to define standards, policies and procedures to meet company revenue goals.
• Established strong relationships with key vendors, negotiating favorable terms to benefit the organization''s bottom line.

• Handled day-to-day accounting processes to drive financial accuracy.
• Documented cash, credit, fixed assets, accrued expenses, and line of credit transactions.
• Gathered financial information, prepared documents, and closed books.
• Reconciled accounts and reviewed expense data, net worth, and assets.