Vacancies at DAI Kenya - Development Alternatives, Inc.

Reporting to the Operations and Finance Director, the Office Assistant will provide clerical services to KIPS project in accordance with USAID and DAI Global policies, procedures and guidelines. The Office Assistant will ensure that the Offices and all general areas are always clean and in a conducive environment as required by the project.

KEY DUTIES & RESPONSIBILITIES

• Cleans surfaces, including floors, furniture, walls, doors, windows, carpets, curtains, washroom towels consistently.
• Prepare tea/ coffee for staff and visitors
• Empties and cleans wastepaper baskets dustbins
• Keeps office rooms, kitchens and toilets clean and hygienic.
• Maintains and cleans all cleaning equipment utilized;
• Ensures that office is constantly running with enough supplies and toiletries
• Able to use photocopying, binding machine and prepare of materials needed for training, meetings, seminars/ workshops
• Support clerical administrative functions as assigned by supervisor.
• Maintain high standards of customer service to guests.
• Flexible to work during odd hours and weekends as needed.
• Any other duties may be assigned from time to time.

QUALIFICATIONS

• Completion of High School with at least 4 years of working experience in a busy office
• Knowledge of English language sufficient to understand simple instructions.
• Good communication and time management skills

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The Accountant is a key member of the Project´s team. This position will play a pivotal role in assuring adherence tfinancial and project policies, procedures, regulations, controls, and reporting systems. The Accountant will provide accounting and financial analysis support tthe project office and will ensure submission of financial reports based on internal deadlines. The Accountant will provide support on the preparation and monitoring of the project's budget. The Accountant will alsprovide analysis and recommendations toptimize spending and resource allocation tmeet project objectives. This position will ensure compliance of all accounting and financial reporting functions. Responsible for recording costs and day-to-day general accounting, accounts receivable/payable, payroll, risk management, managing partner relationships, assuring all backup documentation is audit-ready, and troubleshooting accounting issues. The individual is alsresponsible for cash flow analyses, and the overall financial well-being of the project. This position will work collaboratively with local and home office staff but will report tthe designated Finance Manager. The Accountant may perform any other related duties as assigned.

KEY DUTIES & RESPONSIBILITIES

Finance

• Prepares vendor and remittance tax forms and ensure these are submitted in a timely manner.
• Prepares and submits monthly reconciliation reports for review.
• Monitors and submits advance, commitment, and subawards reports as applicable.
• Oversees the reporting of expenses by field offices.
• Monitors and reports on partner/vendor payment schedules and obligations.
• Assists in preparing information for any contractual financial reporting requirements (if applicable).
• Participates in the preparation and monitoring of the project's budget.
• Provides analysis and recommendations toptimize spending and resource allocation.

Audit

• Supports preparation of internal and external audits.
• Supports responses and actions tinternal audit comments.
• Conducts daily reviews of backup documentation tensure completeness, accuracy, and full compliance with DAI’s regulations.
• Performs regular spot audits on project files.
• Ensures backup documentation is uploaded trelevant system according tset deadlines.

Compliance/Policies & Procedures

• Ensures that accounting policies and practices are carried out in accordance with GAAP and local law standards. Establishes and implements project internal controls in accordance with DAI policies, USAID rules/regulations, the Kenya country regulations, and the terms of the Contractual Agreement.

General Accounting/Financial Management

• Initiates wire requests for field project implementation.
• Verifies vendor invoices for accuracy.
• Verifies accuracy of expenses, and project accounting
• codes.Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.
• Ensures request for payments has appropriate approvals.
• Ensures the timely deposit of cash receipts.
• Responsible for recording and assigning costs based on approved budget in the project’s field accounting system.
• Performs monthly bank reconciliations and routinely monitors bank account balances.
• Compiles backup documentation for all project related transactions and ensures completeness and appropriate review and approvals are documented.
• If applicable, ensures petty cash is maintained according tmaximum petty cash policy, and that all petty cash procedures are followed.
• Ensures the safeguard of bank checks, cash receipts, and petty cash.Supports management of banking relationships.
• Prepares, reviews, and submits project cost data prior tsending tDAI Washington.Responsible for maintaining file management systems for soft and hard copy documentation.
• Maintains files on subawards/procurement/subcontractor documents and modifications as applicable.
• Supports periodic cash counts.Ensures non-billable expenses are thoroughly reviewed and kept ta minimum.
• Ensures that foreign taxes paid, if any, are tracked, recorded, and reported tUSAID in accordance with ADS guidelines.
• Prepare the USAID´s VAT report if applicable.Analyzes and reconciles project inventory on a regular basis ensuring that the value/purchase price of projects assets reflected in the inventory register agrees with the total shown in the cumulative non-expendable account balance.

Travel Advances & Reimbursements

• Audits travel requests and expense reports for accuracy and compliance.
• Follows procedures tensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel.
• Reviews and monitors outstanding advances report by paying close attention tadvances that have not been settled after 30 days of issuance.

Payroll

• Processes timely and accurate payroll payments for the office and ensures leave balances, and payroll taxes are ac
• curate.Tracks and monitors leave balances and liability payments.Reviews employment agreement and modifications and updates salary calculations based on local and company requirements.
• Ensures staff compliance with timekeeping policy and procedures.

Financial Systems

• Uses the field accounting system, cloud software for backup documentation, and DAI’s operations system, etc. regularly.
• Communicates with home office system support teams on troubleshooting technical issues.
• Scans and uploads voucher files tDAI’s electronic filing systems.
• Understand DAI and USAID rules, regulations, processes and systems for compliant project implementation
• Understand and work through DAI systems including TAMIS, FAS and other project management systems
• Ensure safeguarding of staff and a strict zertolerance policy towards corruption and unethical behavior
• Uphold DAI ethics and values in all aspects of the job.
• Other duties as assigned.

QUALIFICATIONS

• B.A. Degree in Accounting, Finance, Business Administration or equivalent required. An advanced degree or its equivalent is preferred.
• Minimum 4 years of relevant experience and progressive responsibility in finance and accounting, office administration, and project operations at the mid-level of an organization.
• Minimum 2 years of experience working with USAID funded projects.
• Experience in financial management of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations.
• Accuracy in working with large amounts of data.
• 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 work experience in Kenya.
• Ability trespond effectively ttime-sensitive inquiries.
• Energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image.
• Extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and a strong operational focus.
• Detail-oriented and solutions oriented.