Job Description
Title: Finance and Administration Manager
Reports to: Chief of Party
Location: Nairobi
The Finance and Administration Manager (FAM) will report to the Chief of Party and will be responsible for overseeing all aspects of budgeting; financial management and reporting; contract/sub-award procurement and management; human resources management, asset management, logistics, and prime award compliance with terms and conditions of the award for an upcoming USAID tuberculous (TB) program that aims to reduce TB incidence and mortality in Kenya. The FAM will work with the anticipated award Senior Management to ensure that the anticipated award staff have the administrative and financial support required to deliver on the requirements of the award.
The project is expected to operate over a five-year period.
This position is contingent upon an award from USAID. Kenyan nationals are strongly encouraged to apply
Responsibilities:
• Provide guidance to the Chief of Party and project staff regarding the financial requirements of programs and office operations
• Ensure that USAID resources are appropriately directed to project priorities and are in line with project work plans
• Ensure that required financial controls are in place and adhered to, prevent over expenditure of budgets, ensure proper safeguards of funds, oversee cost share tracking (if applicable), and ensure compliance with Ciheb-Kenya financial and accounting procedures
• Ensure the integrity of financial data in QuickBooks
• Ensure the monthly financial QuickBook reports are submitted in a timely fashion
• Determine updated monthly accruals and projections to support forecasting accuracy and project completion as required.
• Implement and maintain detailed financial reporting and reimbursement process in accordance with Ciheb-Kenya’s established financial system
• Review, reconcile and monitor all accounts, including major project operating accounts, and petty cash operations involving cash advances
• Direct the annual budgeting process, including detailed operational budgets, for all assigned accounts
• Provide capacity building in financial management to local institutions receiving subawards
• Oversee, manage, and ensure payments to subrecipients, contractors, and NGOs are timely based upon sufficient compliance with Ciheb-Kenya and USAID rules and regulations. Ensure payments are in compliance with contractual documents.
• Serve as the primary resource person for non-finance staff on USAID and Ciheb-Kenya rules and policies
• Conduct project level audits
• Make budget adjustments, and other cost improvement measures, as required
• Prepare responses to donor’s questions on financial information or budget application/proposal numbers
• Ensure compliance by all assigned staff to Ciheb-Kenya timekeeping requirements, as well as timely approval of timesheets
• Supervise and mentor Finance and Administration staff
• Regularly conduct cost analysis and forecasting of project funds as a part of regular financial planning and analysis for monthly financials, quarterly forecasts and other reporting as required
Required Qualifications:
• A Master’s degree in Business Administration, Accounting, Finance, Commerce, Human Resources, or other relevant fields.
• Certified/Chartered Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA) or equivalent qualification is required for this position.
• A minimum of 10 years of experience supervising overall financial and administration operations of donor-funded activities (e.g. teams of human resource, logistics, grant/contract, and finance staff) of with annual budgets of over $9 million
• Demonstrated financial management, analytical and computer skills, with emphasis on budgeting and financial analysis.
• Four (4) years of experience on USAID-funded projects, matched with an in-depth knowledge of USAID regulations, compliance and reporting requirements and GAAP accounting rules; additional years of experience working on US government funded projects preferred
• Prior supervisory experience
• Experience managing local organizations as part of sub-grants/subcontracts
• Experience working on US-funded projects and competencies with regard to US government cost principles, GAAP accounting rules, and grant/contract management
• Expert knowledge in the use of financial software applications, including QuickBooks, databases, spreadsheets, and/or word processing required. Packages include: Microsoft Outlook, Access, Excel and Word plus university-specific accounting & reporting packages
• Excellent general management skills particularly in facilitation, team building and coordination
• Sound judgement in solving complex problems coupled with a frequently changing work/ implementation environment
• Strong interpersonal, writing, and oral presentation skills
• Strong intellectual and analytical skills
• Be self-motivated, organized and detail-oriented
• Ability to work in a complex environment with multiple and short deadlines and intense pressure to perform
• Ability to demonstrate strong time management and organization skills
• Excellent problem solving skills
• Ability to travel nationally 15% of time.