Finance Manager at DAI Kenya - Development Alternatives, Inc.

Role ’s Purpose:

The Finance Manager plays a key oversight and administrative leadership role on the project. S/he will oversee compliance with the project’s Field Operations Manual (FOM), USAID regulations, Cooperative Agreement requirements and limitations, financial policies, procedures, controls, and reporting systems. The Finance Manager ensures compliance of all accounting and financial reporting functions, oversees cost and general accounting, accounts receivable/payable, payroll, risk management, and partner’s relationships, audit backup documentation, and directly supervises and supports the project’s Accountant. S/he will be responsible for conducting cash flow analyses and other reporting in order to inform the overall financial well-being of the project. The Finance Manager will be responsible for conducting financial analysis to assess the project's financial performance, identify trends, and provide strategic recommendations to optimize spending, resource allocation, and budget utilization. The Finance Manager may be called upon to assume main accounting responsibilities when needed or perform any other related duties as assigned.

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 and  can 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

The Finance Manager will report to the Director of Finance and Administration.