Finance Officer at MAZIDO

Summary:

This position plays a vital role in supporting the financial management of various projects, including the STAWI Mashinani program funded by USAID. The Finance Officer will be responsible for a wide range of tasks, including budget preparation and monitoring, financial reporting, compliance, and managing financial systems.

Responsibilities:

• Budget Management:
  • Actively participate in the preparation and monitoring of project budgets.
  • Gain comprehensive knowledge of the STAWI Mashinani Field Operations Manual (FOM) and identify areas requiring policy or procedure adjustments.
  • Understand and adhere to USAID rules and regulations for compliant project implementation.
• Financial Reporting:
  • Develop and maintain reports on financial management activities (monthly and quarterly).
  • Ensure the balance of project asset/inventory reports with the general ledger/field accounting system before submission to USAID.
  • Identify and comply with all contractual financial reporting requirements in a timely and accurate manner.
  • Ensure proper documentation of tax reporting procedures for timely submission.
  • Review and submit monthly reconciliation reports, including those related to foreign exchange.
  • Prepare annual budgets and quarterly forecasts against budget statements.
  • Conduct regular financial analyses to assess project performance and identify areas for improvement or potential risks.
• Audit and Compliance:
  • Coordinate with external auditors and ensure timely and accurate provision of required financial documents and information for annual and special audits.
  • Ensure adherence to Kenyan law standards and established internal controls for project financial management, aligning with MAZIDO policies and USAID regulations.
• General Accounting and Financial Management:
  • Conduct regular cash flow analyses to maintain accurate bank balances and ensure fund availability.
  • Process invoices, advances, reimbursements, checks, and wire transfers accurately and timely.
  • Ensure timely deposit of cash receipts.
  • Manage petty cash according to established procedures.
  • Safeguard bank checks, cash receipts, and maintain file management systems for financial documents.
  • Maintain files related to subawards, procurement, and subcontractors.
  • Manage the schedule of financial activities for timely preparation of budget reports.
  • Minimize non-billable expenses.
  • Track, record, and report taxes paid to USAID as per ADS guidelines.
• Travel Advances & Reimbursements:
  • Follow established procedures to ensure accurate and timely processing of travel advances and reimbursements for staff and partners.
  • Regularly review outstanding travel advances and aging reports for accuracy and resolve discrepancies promptly.
• Payroll:
  • Manage the payroll for accurate and timely processing of all transactions, adhering to employment agreements.
  • Ensure staff compliance with the timekeeping policy and maintain accurate records of staff attendance and working hours.
• Financial & Procurement Systems:
  • Update financial information in the designated financial system.

Skills and Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent, or CPA (K). Master’s degree is a plus.
• Proficiency in financial management software and tools (ERP and accounting systems).
• Experience managing donor (preferably USAID) funds is a significant advantage.
• Minimum of 3 years of experience in finance and accounting, financial analysis, and reporting to management and stakeholders.
• Solid experience in audit coordination, reporting, budget development/analysis, accounts payable/receivable, general ledger, payroll taxes, and accounting.
• Strong oral and written communication, analytical, interpersonal, attention to detail, organizational, and team management skills.
• Familiarity with USAID programming models is a plus.
• IT proficiency is essential.

Working Relationships:

This role requires regular interaction with both internal and external stakeholders, including:

• Internal and external STAWI teams
• Consultants
• Development partners