Hub Operations & Finance Manager

We are building something from scratch. Not a franchise. Not a branch office. A professional workspace, talent verification system, and managed delivery company in Aden
—designed for people who take their work seriously. We launch on 1 May 2026. Before we open the doors, we need the person who makes sure every riyal is accounted for, every supplier is managed, every system works, and every day runs on time.This is not a back-office support role. This is the operational backbone of a founding team. You will build the financial, administrative, and facility management systems from zero — and then run them. Your fingerprints will be on every policy, every process, and every control that governs how we operate for years to come.

What Your Days Will Actually Look Like

• Morning: Open the hub. Brief security guards, helpers, and cleaning staff. Walk the facility — confirm every room, system, and the café are operational. Check overnight security log.
• Before 10 AM: Record every financial transaction from the previous day. Reconcile petty cash. Flag anything unusual to the CEO immediately.
• Mid-morning: Process purchase requests. Contact suppliers. Follow up on pending deliveries. Update the asset register. Manage stock levels for café supplies and office consumables.
• Afternoon: Handle member contracts, renewals, and invoicing. Process HR paperwork
  — leave requests, attendance, timesheets. Supervise Admin Assistant on daily tasks. Coordinate building maintenance.
• Weekly (Sunday AM): Deliver the CEO cash-flow report: bank balance, committed outflows, days of cash remaining, revenue versus last week.
• Monthly: Close the books. P&L within 3 working days. Process payroll (all staff paid by the 27th). Variance analysis versus budget.

Position at a Glance

Key Responsibilities

A.Finance & Accounting (40%)

• Record every transaction same-day — zero tolerance for backlog.
• Enforce dual-approval payment rule: every outgoing payment requires both your signature and the CEO’s.
• Manage petty cash (ceiling: YER 50,000 per transaction) with weekly reconciliation and CEO counter-sign.
• Monthly close: P&L, trial balance, and variance-to-budget analysis delivered by the 3rd working day.
• Weekly cash-flow snapshot to CEO every Sunday by 9:00 AM.
• Prepare and issue all invoices under Kayan LLC after registration.
• Process payroll: all staff paid by the 27th with statutory deductions (Social Insurance 9% employer / 6% employee).
• Coordinate capital injection staging with the Finance Co-Founder.
• Strictly enforce the Agent Revenue Model: escrow deposits from clients are liabilities, never revenue. Only the net management fee (20% baseline) is recognized as income.
• Maintain a complete evidence register: every payment linked to supporting documentation. Minimum retention: 36 months; AML records: 10 years.

B.Office Setup, Procurement & Building Management (25%)

• Lead and complete office readiness before Day 1: furniture, AC units, CCTV, networking, kitchen (2nd floor), café equipment (1st floor), laptops, printers, TVs, signage.
• Own procurement cycle: source suppliers, negotiate, issue POs, receive deliveries with three-way matching (PO — delivery note — invoice).
• Minimum 3 vendor quotations for qualifying purchases with written selection justification.
• Maintain live asset register: every piece of equipment tagged, valued, and tracked.
• Manage café supply chain: stock levels, reorder triggers, supplier contracts, waste tracking.
• Oversee building maintenance: landlord coordination, cleaning schedules, fire safety inspections.
• Manage solar/power systems and Starlink internet operations.

C.Staff Supervision & HR Administration (20%)

• Directly supervise: Admin Assistant (full-time), Security Guards (2), Helpers (2), Café Operator, Driver, Cleaning Staff.
• Daily briefings, weekly check-ins, monthly performance reviews for all direct reports.
• Shift scheduling, attendance tracking, leave records for all support staff.
• Own onboarding documentation: employment contracts (Arabic, 3 copies per Labour Law), personnel files, statutory registrations.
• Calculate end-of-service provisions (30 days’ wages per year per Article 120(2) Labour Law).
• Ensure compliance: probation (max 6 months), working hours (8hr/day, 48hr/week; Ramadan: 6hr/day), overtime (1.5x normal, 2x nights/holidays), maternity leave (70 days).

D.Daily Office Operations (15%)

• Execute daily open/close checklist: verify all rooms, systems, café, Wi-Fi, AC, and security are operational.
• Manage workspace member administration: contracts, renewals, invoices, access credentials.
• First responder for facility incidents: water, power, security, or equipment failures.
• Support CEO in administrative tasks, meeting preparation, and document coordination.

E.Policy Co-Ownership

• Review, amend, and co-sign the Financial Policy, HR Policy, and Operations Manual before launch.

Your signature means you own the system. You are not an executor — you are a co-architect.

Key Performance Indicators

Non-Negotiable Requirements

• Minimum 2 years hands-on bookkeeping or accounting experience (Yemen, GCC, or INGO context).
• Can perform monthly close independently: P&L, balance sheet, bank reconciliation.
• Supervised at least one direct report — you have given tasks, reviewed work, and held someone accountable.
• Experience setting up or significantly reorganizing a physical office: procurement, fit-out, supplier establishment.
• Strong professional English: reports, formal emails, policies, international stakeholder communication.
• Aden-based and available on-site 6 days/week — non-negotiable.
• Excel proficiency: pivot tables, VLOOKUP, financial formulas.
• Absolute integrity in handling cash and financial records.

Desirable Qualifications

• Accounting software experience (QuickBooks, Zoho Books, Wave, or equivalent).
• HR administration, payroll processing, or statutory compliance background.
• Startup, NGO, or project-based environment experience.
• Full bilingual proficiency in Arabic and English.
• Building/facility management experience: cleaning contracts, security, driver coordination.
• Professional certification (CPA, CMA, ACCA) — not required but recognized.

What Kayan Offers

• Competitive salary commensurate with experience (discussed at interview).
• 6-month performance review with potential increase up to 15%.
• 12-month contract with clear renewal terms.
• 30 days annual leave per Yemeni Labour Law.
• End-of-service gratuity per law: 30 days’ wages per year of service.
• A founding team environment where your work shapes the company for years.

Diversity & Inclusion

Kayan is an equal opportunity employer. We actively welcome and prioritize applications from women and from candidates of all backgrounds and abilities. We evaluate exclusively on competence, integrity, and commitment. If you require any reasonable accommodation during the application process, please let us know.