Deputy Director of Management and Operations at Peace Corps Kenya

BUDGET MANAGEMENT

• Serve as the technical lead on budgeting and financial management issues and activities, including budget preparation and analysis. In collaboration with the DMO, determine the fiscal budget and human resources requirements and control expenditures. Determine resource requirements and recommend resource allocations based on priorities and needs; and allocate funds across multiple programs for multiple fiscal years.
• Work with the DMO to prepare annual operating and implementation plans in coordination with other Peace Corps Kenya units. Create and distribute specific budget formats to Program & Training, General Services, Medical, and Safety & Security units to collect and synthesize budget planning information in addition to gathering information on prior year costs.
• Compile budget plans within budget marks given by PC/Washington and create unfunded requests (UFRs), as needed, for review and prioritization by the DMO.
• Work with the DMO to prepare Quarterly Working Plans, Monthly Open Obligation and
• Budget Reviews, and Fiscal Year-End Budget Close-Outs. Prepare reports on spending trends
• and cost analysis in order to assist in the preparation of the Integrated Planning and Budget
• System.
• Prepare periodic and ad hoc budget analyses and reports as directed by the DMO. Prepare
• monthly reconciliation of post budget. Analyze actual costs versus budget and provide
• explanations for differences. Identify which funds should be reprogrammed and work with DMO to ensure budget marks are met. Monitor implementation of approved plans and advise Senior Staff on a monthly basis regarding progress in meeting targets.
• Oversee financial tracking and reporting on all special funding accounts and grant programs, such as Peace Corps Partnership (PCPP) or other authorized grants.
• Work with DMO to collaborate with applicable units on implementation, management, and policy compliance of other budget funding sources, outside of Peace Corps appropriated funds.

FINANCE MANAGEMENT

• Adhere to and interpret rules of financial management. Ensure that an adequate system of internal controls is in place for post’s fiscal management operations. Adhere to budget and financial reporting deadlines and assist with the periodic budget reviews.
• Maintain all post accounting records as required by records policy, including in FOR Post and in sharedrive files; assign proper fiscal coding to all obligations and liquidations; review for accuracy all fiscal coding from Financial Assistant or other M&O staff authorized to create obligations.
• Perform all daily financial transactions using Agency-standard computer software; approve cashier disbursements, collections, and travel advances. Ensure all transactions are charged to the appropriate fiscal coding and that all support documents/obligation documentation are on file per the OFMH.
• Oversee the preparation of all obligating documents, including purchase orders, contracts, leases, and travel authorizations. Ensure compliance with procurement procedures and Peace
• Corps policies. Review with DMO as necessary before making approvals.
• Review voucher submissions on file for accuracy and completeness before making approvals in FOR Post.
• Ensure that payments are made to Volunteers, trainees, staff, and vendors in a timely manner and are compliant with agency policy, including proper documentation, fiscal coding, and procurement procedures. Maintain complete financial files and historical payments records in a manner that is compliant with agency and USG regulations on record retention and destruction.
• Interface as necessary with OCFO/GAP at PC/Washington.
• Direct the financial reviews and analyses conducted by the M&O staff—providing guidance on the appropriate methodology for such reviews/analyses and reviewing the related
• review/analytical reports. Provide advice and support to post management, Volunteers and trainees, as appropriate on financial requirements of project design and implementation, adequacy of project budgets and total estimated costs. Participate in the Post Integrated
• Planning and Budget System (IPBS) annual discussions and periodic strategic reviews with post management to provide input on the plans implications on the post’s control and funding environment.
• Develop and maintain good working relationships with local vendors. Direct the preparation and timely receipt of vendor payments ensuring that all financial matters are handled in accordance with established regulations and policies.
• Maintain complete vendor files and historical payments records in a manner that is compliant with agency regulations and USG regulations on record retention and destruction.
• Provide financial advice and guidance on reprogramming funds and unfunded requests.
• Ensure that an adequate system of internal controls is in place for post's fiscal operations.
• Manage Volunteer allowance surveys and recommend adjustments to the Living Allowance subject to Peace Corps Washington’s approval. Conduct annual review of post-authorized supplemental Volunteer allowances for utilities, transportation, etc. and make recommendations for adjustments to the DMO and Country Director.
• Conduct training of new staff in financial management practices related to their position and provide training workshops for post staff on Peace Corps budget procedures.

CONTRACT MANAGEMENT AND HUMAN RESOURCE SUPERVISION

• Serve as Contracting Officer (see Inherently Governmental Functions below) in accordance with Peace Corps Policies and Procedures. Ensure that proper procurement processes are followed for the acquisition of goods and services and the execution of contracts and leases, and that the integrity of the procurement process is upheld. Works with OCFO/Acquisitions and Contract Management (ACM) as needed to remain compliant with USG and agency procurement and contracting policies.
• Prepare vendor contracts as required in accordance with USG and agency policies, including obtaining a Delegation of Procurement Authority (DOPA) from OCFO/ACM as necessary.
• Review and approve micro-purchase forms (MPFs) for authorized procurements under 10,000 USDE.
• Oversee the drafting and execution of short term, intermittent, and long term contracts for
• Personal Service Contracted staff, ensuring that these contracts are properly documented and compliant with USG and agency policy, and that staff contracts are compliant with local labor law.
• Supervise the HR Specialist in performing the following functions: recruitment and selection,
• drafting PSC contracts (new and options), obligating funds for PSC contracts’ salaries and benefits, processing PSC payroll, guiding staff on post HR policies and recommending updates to the DMO and CD, maintaining the Staff Handbook, maintaining compliant personnel files, and other HR-related tasks.
• Ensure that payments for PSC payroll are correctly implemented each pay period by PC/Washington and provides certification on this. Ensure that the HR Specialist inputs any one-time payroll payments or deductions correctly in the OdyWeb system as it relates to PSC contracts.
• Review and approve any payments for severance, separation and/or death amounts, ensuring the HR Specialist has drafted appropriate and proper supporting contract documents.

STAFF MANAGEMENT

• Directly supervises the Human Resources Specialist, Financial Assistant, and Volunteer
• Financial Assistant (see Inherently Governmental Functions below). Provide support for direct reports daily, reviewing performance on a regular basis in addition to completing biannual performance evaluations.
• In the absence of the DMO, oversee and direct the work of all M&O Unit staff, including Cashier, Travel Specialist, and General Services Manager.
• In the absence of the DMO, serve as chief liaison between PC/Washington and the CD on all matters of budget, finance, administration, and staffing issues.
• OTHER
• Serves as back-up support for and/or carries out the duties and responsibilities of the DMO when deemed necessary by the Country Director and/or Supervisor for the successful implementation of Peace Corps program(s) and/or operations in Kenya.
• Performs other duties or assignments, when deemed necessary by the Country Director and/or DMO, for the successful implementation of Peace Corps program(s) and/or operations in Kenya.

MINIMUM QUALIFICATIONS REQUIRED:

• Bachelor’s degree from an accredited university in Accounting, Human Resources, or Business Administration.
• At least 10 years’ of experience in accounting, human resources, or finance/budget management.
• At least 5 years’ of experience in contract management, operations management, project management, or grants management as the designated representative for any past organization.
• At least 5 years’ supervisory experience managing direct reports and providing regular performance evaluations.
• At least 4 years’ experience working with an international organization, either NGO, foreign government, INGO, or multinational company.
• Knowledge and familiarity with local labor laws and Kenyan business practices.
• Comprehensive fluency (reading, writing, speaking) in English and Kiswahili.
• Excellent knowledge of MS Office programs, particularly Excel, along with the ability to
• learn computer systems specific to an individual organization.

PREFERRED QUALIFICATIONS:

• Master’s degree from an accredited university.
• At least 2 years’ experience working for the US Government or US Government-funded projects or organizations.
• At least 2 years’ experience working with an international organization focused on volunteer support and activities.
• Proficiency in a language or languages spoken in Western Kenya.