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Finance and Administration Manager Job in Nairobi Kenya - USAID

USAID Building Capacity for African Agricultural Transformation (Africa Lead II) Project

Scope of Work

Title: Finance and Administration Manager

Location: Nairobi, Kenya (with in-country and periodic international travel)

Period of Performance: August 01, 2014 – September 30, 2018 (funding dependent)

Background: The USAID Building Capacity for African Agricultural Transformation (Africa Lead II) Project is a five-year effort to support and advance the agricultural transformation in Africa as proposed by the African Union Comprehensive African Agricultural Development Program (CAADP), while simultaneously contributing to the Feed the Future goals of reduced hunger and poverty, by building the capacity of men and women African leaders, institutions and stakeholders to develop, lead, and manage the structures needed for the transformation process.

This project has three components:

  • The establishment of institutional/organizational architecture to lead African agriculture transformation at the national and regional levels, operating at the highest level of effectiveness;
  • The operationalization of capacity to manage policy change and alignment process; and
  • The effective participation and leading when necessary, of Non-State Actors (NSAs) in the CAADP process.

Responsibilities: This is a cross functional responsibility and requires close coordination with various team members to ensure smooth and effective operations across the project.

SOW overview:
  • Maintaining up-dated and accurate financial information for the purpose of managing and planning project resources, through clearly communicated systems and procedures to project team, suppliers, subcontractors and clients. 
  • Manage administrative, procurement, and financial processes to support the project in full compliance with USAID and DAI home office rules and regulations.
  • Liaise regularly with Washington, D.C. Finance and Administration Manager and work with the Finance & Operations Director in the review and analysis of budget estimates for allowability, allocability, reasonableness, and consistency.
  • Monitor subcontractor budgets and manage financial transactions to ensure compliance with technical and financial requirements.
  • Provides support to Africa Lead staff in carrying out their activities in the most effective manner.

Specific responsibilities will include:

1. Finance:
  • Develop the policies and procedures required to capture all financial transactions across the project in coordination with home office and Finance and Operations Director to ensure full compliance with DAI policies and USAID regulations.
  • Train and supervise the implementation of all financial procedures and policies across the project to ensure accuracy and validity of any captured information by different staff members.
  • Responsible for maintaining project accounts, keeping them updated and secured, and managing the relationship with banks including opening new accounts, money transfers, and any other transaction required to facilitating project operations.
  • Coordinate with Project Accountant in DAI Bethesda, to ensure providing head office with required information on time, and also to maintain the comprehensive project records and expenditures in both the field and head office.
  • Work closely with Finance and Operations Director to ensure that financial policies and procedures are fully implemented in coordination with Finance Officer, Administrative Assistant and Sector Associates. .
  • Maintain the Financial Management System up-dated and classified according to the CLIN budget requirement, and communicate the right budget codes to relevant staff to ensure proper budget allocations.
  • Prepare forward planning reports for expected expenditures for the purpose of cash flow management and fulfillment of expected project commitments.
  • Monitor expenditures against CLIN budgets and inform Finance and Operations Director immediately of any potential deviation and propose corrective actions as required. Also, prepare a monthly status report of project financial standing against each CLIN for the purpose of resources planning and allocation.
  • Maintain the project filing system including, correspondence, reports, and client files up-to-date and organized in a systematic fashion so that Finance and Operations Director or financial auditors can locate relevant files easily. The filing system serves as a reporting and documentation requirement, complying with USAID regulations and DAI policies.
  • Monitor human resources allocation against each CLIN through timesheet system and prepare monthly reports for management to analyze and make decisions about work load and human resource allocations.
  • Monitor subcontractors allocated budgets and manage the relevant financial transaction to ensure full compliance to technical as well as financial requirements.
  • Develop a monthly report in coordination with that covers the status of each subcontractor against each CLIN budget that covers both the technical and financial status.
  • Manage petty cash accounts for the EA regional office. Prepare monthly invoices, salary sheets and reports required for DAI and USAID.

2. Administration
  • Work closely with Admin. Assistant to ensure that all policies and procedures implemented are in full compliance with DAI policies and USAID regulations.
  • Manage and monitor the service provider’s contracts, payments and ensure that they are updated, accurate and cost effective.
  • Work closely with Admin. Assistant to make sure that fixed assets registry including proper identification tags are accurate and updated.
  • Follow-up with each staff member to make sure that personnel files are complete and has the required financial information.
  • Manage the insurance policies for staff, building and any other project resources and make sure that it has the best value for the project.
  • Assist in maintaining project database (TAMIS) including data entry, and also the impact assessment report.

Type of Deliverable
  • Reports, documents
  • Financial statements and budgets

Policies and procedures

Supervision: The Finance and Administration Manager will report to the Finance and Operations Director, and will collaborate closely with other members of the Senior Management Team.

Qualifications, Background and Experience
  • Minimum of five years of experience in finance and accounting, office, administration, project operations, and human resource management.
  • An advanced degree in finance, human resources management, business, administration, public administration, economics, or other relevant field.
  • Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related U.S. Government contracting regulations.
  • Experience with banking (such as reconciliations and petty cash management).
  • Experience with enterprise accounting software.
  • Demonstrated knowledge of internal controls and audit processes (e.g.procurement, local subcontract agreements, etc.).
  • Team work and group dynamics
  • Accuracy and meeting schedules and deadlines for financial records and accounts.
  • Quality of generated reports, surveys, and other documents
  • Ability to communicate with project clients.
  • Reliability of internal filing management system and validity of captured information.
  • Compliance to project policies and guidelines for both administrative and technical work.
  • Ability to develop policies and procedures that improve project performance, and enhance the quality of financial records for financial management and forward planning of resources.
  • Fluency in English required

If you believe you qualify for this job, kindly submit your CV and current/ expected salary to

Only qualified candidates will be contacted.

Deadline to submit your CV is July 22, 2014

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