Senior Finance and Administration Specialist at DT Global

The Senior Finance and Administration Specialist’s role is to manage and account for day-to-day cash inflows and outflows and assist the Deputy Chief of Party – Operations (DCOP-O) in preparation of monthly reporting to the DT Global home office. The Sr. Finance and Admin Specialist supports the DCOP-O, Finance Manager (FM), and the rest of the finance team in establishing and maintaining project financial systems and records according to DT Global and US Government rules and regulations. The Sr. Finance and Admin Specialist also supports the DCOP-Ops with Human Resources tasks associated with Government of Kenya regulations for CCN and expatriate staff resident in Kenya. In addition, they will support the general management of and administration of the STEP-UP Sudan headquarters office in Nairobi.

Principal Duties and Responsibilities:

• Maintain all the cashbooks assigned, and conduct reconciliations on a timely basis.
• Maintain petty cash, ensuring all expenses are reasonable and appropriately authorized and recorded to appropriate accounts/projects/donor.
• Monitor outstanding local advances and ensuring they are cleared on a regular basis as required by DT Global Sudan policies.
• Ensure all purchases have been made following project purchasing procedures and have all relevant supporting documentation attached to payment requisition.
• Review and reconcile physical cash to the cash tracking sheet daily, and to the cash book weekly.
• Follow up with Sudan-based finance staff to ensure that cash books and supporting documents at month end are submitted to the Nairobi office on a timely basis. Once received, liaise with FM to ensure records are properly arranged and ready for review.
• Prepare weekly cash report and submit it to the Finance Manager for review.
• Assist in review of check register and reconciliation of bank book to bank statement monthly.
• Collate monthly funds requests from field sites, including liaising with DCOP-O and FM to ensure sufficient funds are on hand.
• Review and process payroll including reconciling payroll entries.
• Ensure payroll remittances are made each month on a timely basis. Support the Finance team to follow up with the Human Resources Unit to ensure that tax statutory deductions, including national taxes for Sudanese relocatable staff and Nairobi-based employees are paid on time.
• Assist in the preparation of monthly support schedules and month-end accounts.
• Ensure that month end file is properly organized and completed with all required documents.
• Supervise Quick Books data entry for all ledgers.
• Prepare reconciliation report for flight expenses on monthly basis.
• Update grant tracker on weekly basis and prepare database entries as required
• Assist in facilitating any internal/ external audits.
• Immediately elevate all major finance issues to the DCOP–O and FM.
• Support staff with securing visas, work permits, and other required documentation relevant to their legal status in Kenya (including Kenya Revenue Authority pin, tax clearance certificate, etc.) and provide other travel and logistics support as required for staff traveling to the Nairobi office.
• Ensure payment of monthly income tax by foreign national staff resident in Kenya with the KRA; manage the STEP-UP Sudan PAYE account to ensure accurate calculation of tax dues.
• Oversee the HR & Admin Associate to ensure that all pre- and post-recruitment documentation are correctly filed for Kenyan-national staff.
• Oversee the management and administration of the STEP-UP Sudan headquarters office in Nairobi.
• Other duties as requested by the DCOP-O and Financial Manager.

Education & Minimum Qualifications:

• University degree in Finance, Business Administration, or related field required.
• At least five years of experience in international development programs.
• Prior experience working on USAID-funded projects, preferably including grant-making programs.
• Proficiency in Microsoft Office programs.
• Experience in developing financial management tools and designing financial and accounting systems at an organization level.
• Experience training and mentoring staff
• Experience with accounting software systems, including Quick Books
• Demonstrated financial management, accounting, planning and communication skills.
• Effective written and oral communication as well as interpersonal skills
• Demonstrated problem solving and analytical skills and good judgement.
• Be proactive, have strong prioritization skills, and ability to work cross-culturally.
• Possess demonstrated leadership skills, humility, and self-awareness.
• Fluency in written and oral English is required. Arabic fluency is preferred.
• Must be legally authorized to work in Kenya.