Finance Manager at DAI Kenya - Development Alternatives, Inc.

Key Duties and Responsibilities :

• Management
• Responsible for actively participating in the preparation and monitoring of the project's budget.
• Responsible for providing training, guidance and direction to project Accountant.
• Responsible for gaining comprehensive knowledge of project’s Field Operations Manual (FOM) and for identifying areas where policies, procedures and/or practices may not be fully aligned with project practice and advising project management with options and recommendations.
• Responsible for providing training to staff on finance procedures and documentation requirements.
• Understand DAI and USAID rules, regulations, processes and systems for compliant project implementation.
• Understand and work through DAI systems particularly TAMIS and other project management systems.
• Financial Reporting
• Develops and maintains reports of status of financial management activities (i.e. monthly and quarterly reporting).
• Responsible for ensuring that the project assets/inventory report is balanced against the general ledger/field accounting system prior to submission to USAID.
• Responsible for ensuring that any/all contractual financial reporting requirements are identified and complied with in a timely and accurate manner.
• Ensures that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner.
• Reviews and submits monthly reconciliation reports.
• Monitors and submits advance, commitment, and grant reports as applicable.
• Develops and submits other project reports necessary and based on registration requirements to local authorities.
• Oversees the reporting of expenses by satellite office.
• Monitors and reports on partner/vendor payment schedules and obligations.
• Provides annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as applicable.
• Conducts regular financial analysis to assess the project's financial performance and identify areas of improvement or potential risks.
• Audit
• Manages preparation of internal and external audits.
• Coordinates with external auditors and ensures the timely and accurate provision of required financial documents and information for annual audits and any special audit requirements.
• Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM).
• Performs regular spot audits on project’s files.
• Ensures adequate backup documentation is uploaded to relevant system according to set deadlines.
• Compliance/Policies & Procedures
• Ensures that accounting policies and practices are carried out in accordance with GAAP and local law standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations, the Somalia Country regulations and the terms of the Cooperative Agreement.
• General Accounting/Financial Management
• Reviews wire requests for field project implementation.
• Conducts regular cash flow analyses to ensure availability of funds and the accurate maintenance of bank balances.
• Responsible for accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.
• Ensures the timely deposit of cash receipts.
• Responsible for ensuring petty cash is maintained at a feasible level for operational activities and that petty cash procedures are followed.
• Ensures the safeguard of bank checks, and cash receipts.
• Ensures proper segregation of duties within the Finance/Accounting Department.
• Manages banking relationships and coordinates periodic updates for checking account signers.
• Reviews and approves bank reconciliations performed by the field accountant.
• Prepares and reviews project cost data prior to submitting Oracle data reports to DAI Washington.
• Maintains file management systems for soft and hard copy documentation.
• Establishes guidelines for maintaining sub-awards and other partnership files and activities as applicable.
• Maintains files on subawards/procurement/subcontractor documents and modifications as applicable.
• Directs the schedule of financial activities to ensure the timely preparation of budget related reports.
• Supervises periodic cash counts.
• Ensures non-billable expenses are reviewed and kept to a minimum.
• Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines.
• Reviews the USAID´s VAT report if applicable.
• Travel Advances & Reimbursements
• Follows and maintains procedures to ensure accurate and timely payment of travel advances, reimbursements for staff and partner travel.
• Establishes and maintains procedures for the timely reconciliation of travel advances, ensuring accuracy and compliance with financial policies and regulations.
• Regularly reviews outstanding travel advances and aging reports to verify their accuracy and resolve any discrepancies or issues promptly.
• Payroll
• Manages the payroll process to ensure timely and accurate processing and review of all payroll transactions, while assuring compliance with established employment agreements and any modifications.
• Review and approves overtime expenses, if applicable, according to the Project Schedule of Authorities.
• Ensures staff compliance with the timekeeping policy and maintains accurate recordkeeping related to staff attendance and working hours.
• Act as a backup for payroll processing when necessary, stepping in to ensure continuity and accuracy in payroll management.
• Financial Systems
• Oversees and monitors the effective and accurate use of the field accounting system, cloud software for backup documentation, DAI’s project management system, etc.
• Communicates with home office system support teams to troubleshoot and resolve any technical issues related to financial systems or project operations.
• Provides training and support to finance staff to address any knowledge gaps and ensure they are proficient in using the financial systems effectively.
• Ensures that voucher files and relevant financial documentation are scanned and uploaded to DAI’s electronic filing systems in a timely manner.
• Supervisory Duties
• Trains, supervises, and maintains a supportive and mentoring role with finance staff; offering guidance and professional development opportunities to enhance their skills and knowledge.
• Plans, assigns, and directs work to the finance team, ensuring effective delegation and allocation of responsibilities.
• Conducts regular performance appraisals for finance team members, providing feedback and addressing any performance issues.
• Addresses and resolves any problems or conflicts within the finance team, fostering a positive and collaborative work environment.
• Upholds DAI ethics and values in all aspects of team management.
• Other duties as assigned by the Director of Finance and Administration

Qualifications

• Bachelor's Degree in Accounting, Finance, Business Administration or equivalent. An advanced degree, MBA, or equivalent is preferred.
• 9+ years of relevant experience and progressive responsibility in finance and accounting, office administration, project operations at the senior level of an organization.
• Experience managing budgets of $10 million or more.
• Minimum 2 years of experience managing USAID funded projects.
• Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations.
• Experience supervising staff.
• Experience with enterprise accounting software and Microsoft office suite.
• Demonstrated knowledge of internal controls and audit processes (e.g., procurement, local subcontract agreements, etc.).
• Prior experience working in Somalia.
• Fluency in English and Somali is required.

Skills

• Ability to respond effectively to the most sensitive inquiries or complaints.
• Accuracy in working with large amounts of data.
• An articulate individual who possesses excellent communication and personnel management skills andcan relate to people at all levels of an organization.
• An energetic, forward-thinking and creative individual with high ethical standards and an appropriate professional image.
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and a strong operational focus.
• Reporting