The purpose of the Kenya Strategic Information at the County Level Program is to support ongoing activities by the national and county governments and other development partners to strengthen outcome measurements, learning, and accountability (MLA) systems in order to provide quality data and synthesized information for planning, implementation, policy development, and decision making. This activity will focus its support in yet to be defined counties with the project office based in one of the focal counties.
It is envisioned that the project will address two sub-purposes:
1 Increased leadership and management capacity of county governments for effective outcome MLA systems. 2 Increased availability, analysis and use of quality data
Position Summary The Finance and Administration Manager (FAM) will oversee all finance, administrative, human resource, and operational activities of the project and a team of support personnel. This includes developing and overseeing finance and accounting systems that comply with USAID requirements and Palladium practices. In coordination with the COP, s/he will develop annual budgets that are aligned with the project work plan. S/he will also ensure compliance with contractual, USAID/USG, and Kenyan requirements for reporting, finance, and administration. S/he will also ensure payroll processes and adherence to Kenyan human resources policies.
Duties and Responsibilities
- Maintains financial and accounting systems and procedures in accordance with Palladium corporate requirements and USAID regulations.
- Oversees annual audit and prepares management response on any queries.
- Supervises and monitors the in-country finance and operations team activities, ensuring that standard accounting principles are followed in carrying out financial transactions.
- Maintains regular communications with the senior management team, providing relevant and timely financial information for planning and decision making purposes.
- Produces accurate and timely cash flow projections and financial and other reports, as required, for internal management, the headquarters office, and international donors, as appropriate and requested.
- Oversees project procurements and administration of contractual agreements with vendors and consultants and other relevant parties.
- Ensures sound contracts and grants management systems for awarding and executing agreements.
- Prepares semi-monthly financial reports and submits to headquarters within stipulated dates in the calendar.
- Files all travel vouchers, expense reports, and financial reports.
- Retains overall responsibility for receiving, documenting, and managing all stocks and commodities of the project, including forecasting and requisitions to guarantee optimal stock levels at all times.
- Maintains accurate and up-to-date financial records; undertakes cash flow management; prepares cash forecasts.
- Processes suppliers and hotels payments.
- Oversees and manages, disburses, and reconciles office petty cash/field imprests.
- Reviews and prepares budgets for related project activities.
- Carries out banking duties as required.
- Makes payments to participants at workshops.
- Processes and coordinates monthly and timely payroll functions and statutory deductions; maintains staffing files.
- Ensures appropriate employment taxes are paid to appropriate country agencies.
- Ensures implementation of, and adherence to, Human Resources policies, including compliance with national labor legislation.
- Keeps personnel files updated.
- Performs other duties as may be directed.
Requirements
- Relevant bachelor's degree required; master's degree and/or CPA preferred
- At least eight years of program management and finance/budget experience with USAID-funded project.
- Demonstrated knowledge and experience with USAID compliance requirements regarding finance/budget systems and processes.
- Experience with USAID contracting assistance award mechanisms.
- Experience with developing systems and processes for awarding and oversight of grants.
- Excellent skills in Microsoft Word, Outlook, and Excel.
- Proven experience and knowledge of USAID management, operations, and financial/budget systems.
- Ability to work with minimal supervision.
- Well-developed and effective organizational skills, including to ability to multi-task and work in a high-pressure environment.
- Sound understanding / experience in financial processing and management.
- Good written and verbal communication, liaison, and interpersonal skills.
- Fluency and English and Swahili required.
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