Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance (KIPS)

POSITION Accountant

MAXIMUM LEVEL OF EFFORT Full-time long-term

BASE OF OPERATIONS Nairobi, Kenya

POSITION REPORTS TO Finance Officer

1. PROJECT BACKGROUND

The purpose of the Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance activity (KIPS) is to ensure sustainable access to and appropriate use of quality-assured and affordable health commodities through a resilient and mature supply chain system and pharmaceutical regulatory services. KIPS will work to strengthen the capacity of local systems, institutions, and individuals to sustainably manage supply chains, for both USAID-procured health commodities and those procured through national/local systems, and to strengthen local pharmaceutical management systems, including quality pharmaceutical services and national regulatory systems.

2. POSITION PURPOSE

The Accountant is a key member of the Project´s team. This position will play a pivotal role in assuring adherence to financial and project policies, procedures, regulations, controls, and reporting systems. The Accountant will provide accounting and financial analysis support to the 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 also provide analysis and recommendations to optimize spending and resource allocation to meet 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 also responsible 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 to the designated Finance Manager. The Accountant may perform any other related duties as assigned.

3. KEY DUTIES & RESPONSIBILITIES

•Finance

o Prepares vendor and remittance tax forms and ensure these are submitted in a timely

manner.

o Prepares and submits monthly reconciliation reports for review.

o Monitors and submits advance, commitment, and subawards reports as applicable.

o Oversees the reporting of expenses by field offices.

o Monitors and reports on partner/vendor payment schedules and obligations.

o Assists in preparing information for any contractual financial reporting requirements (if applicable).

o Participates in the preparation and monitoring of the project’s budget.

o Provides analysis and recommendations to optimize spending and resource allocation.

• Audit

o Supports preparation of internal and external audits.

o Supports responses and actions to internal audit comments.

o Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with DAI’s regulations.

o Performs regular spot audits on project files.

o Ensures backup documentation is uploaded to relevant system according to set deadlines.

• Compliance/Policies & Procedures

o 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

o Initiates wire requests for field project implementation.

o Verifies vendor invoices for accuracy.

o Verifies accuracy of expenses, and project accounting

codes.o Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.

o Ensures request for payments has appropriate approvals.

o Ensures the timely deposit of cash receipts.

o Responsible for recording and assigning costs based on approved budget in the project’s field accounting system.

o Performs monthly bank reconciliations and routinely monitors bank account balances.

o Compiles backup documentation for all project related transactions and ensures completeness and appropriate review and approvals are documented.

o If applicable, ensures petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed.

o Ensures the safeguard of bank checks, cash receipts, and petty cash.o Supports management of banking relationships.

o Prepares, reviews, and submits project cost data prior to sending to DAI Washington.o Responsible for maintaining file management systems for soft and hard copy documentation.

o Maintains files on subawards/procurement/subcontractor documents and modifications as applicable.

o Supports periodic cash counts.o Ensures non-billable expenses are thoroughly reviewed and kept to a minimum.

o Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines.

o Prepare the USAID´s VAT report if applicable.o 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

o Audits travel requests and expense reports for accuracy and compliance.

o Follows procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner

travel.

o Reviews and monitors outstanding advances report by paying close attention to advances that have not been settled after 30 days of issuance.

•Payroll

o Processes timely and accurate payroll payments for the office and ensures leave balances, and payroll taxes are ac

curate.o Tracks and monitors leave balances and liability payments.o Reviews employment agreement and modifications and updates salary calculations based on local and company requirements.

o Ensures staff compliance with timekeeping policy and procedures.

• Financial Systems

o Uses the field accounting system, cloud software for backup documentation, and DAI’s operations system, etc. regularly.

o Communicates with home office system support teams on troubleshooting technical issues.

o Scans and uploads voucher files to DAI’s electronic filing systems.

o Understand DAI and USAID rules, regulations, processes and systems for compliant project implementation

o Understand and work through DAI systems including TAMIS, FAS and other project management systems

o Ensure safeguarding of staff and a strict zero tolerance policy towards corruption and unethical behavior

o Uphold DAI ethics and values in all aspects of the job.

o Other duties as assigned.

4. 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 to respond effectively to time-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.

For further information and application submission, please see the link and follow the instructions:

https://fs23.formsite.com/OLJTgx/5zuwcztmnv/index

APPLICATION INSTRUCTIONS:

Select the position you are interested in applying for, fill out the required information, and upload your CV. Applicants are encouraged to apply as soon as possible, as interviews will be conducted soon. Please note that due to the volume of applications we receive and the urgency of filling positions, only shortlisted applicants will receive notification on the next steps. The application closing date will be November 7, 2024.

ABOUT DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.