Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance (KIPS)

POSITION Finance Officer

MAXIMUM LEVEL OF EFFORT Full-time long-term

BASE OF OPERATIONS Nairobi, Kenya

POSITION REPORTS TO Operations and Finance Director

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 Finance Officer will play a pivotal role in assuring adherence to financial policies, project policies and procedures, regulations, controls, and reporting systems. The Finance Officer will provide accounting and financial analysis support to the project office and will ensure submission of financial reports based on internal deadlines. 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.

3. KEY DUTIES & RESPONSIBILITIES

Cash Management:

• Initiates wire requests for field project implementation in accordance with DAI schedule.
• Record all financial transactions in Field Accounting System (FAS) or FERs on a daily basis.
• Ensures the safeguard of bank checks, cash receipts, and petty cash.
• Receive and verify suppliers’ and consultants’ invoices along with justification documents.
• Verify expenses for accuracy and project accounting codes.
• Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.
• Upload the FERs to Oracle based on DAI’s schedule.
• Upload the FERs to Dolphin accounting system on monthly basis.
• Compiles backup documentation for all project related transactions and ensures completeness and appropriate review and approvals are documented.
• Maintain an accurate filing of payment vouchers and other financial documents and perform regular spot audits on project’s financial files.
• Ensure backup documentation is scanned and uploaded to relevant system according to set deadlines.

Salary Calculation and Disbursal:

• Ensure that the employee profiles are up to date.
• Prepares all documentation for the processing of timely and accurate payroll payments for the office and ensures leave balances, and payroll taxes are accurate.
• Ensure that salary is disbursed, payroll is recorded in the accounting system, and individual paystubs are distributed to all employees on schedule.
• Prepares necessary documentation for corporate tax, NFSS, TOS, and VAT auditing.
• 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.
• Maintain strict confidentiality at all times.
• Travel Advances & Reimbursements:
• Work with the Finance Manager to approve and distribute travel advance amounts based on WSC’s travel advance policy.
• Audits travel requests and expense reports for accuracy and compliance.
• Follows procedures to ensure 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 to advances that have not been settled after 30 days of issuance.

Budgeting and Reporting:

• Assist in developing budget estimates for technical activities and events.
• Assist in the production of spending reports, track, and analyze technical activities budget spending with subcontracts, procurement, and grants team.
• Assist in the production of spending reports on Other Direct Costs, track and analyze spending.
• Assist in preparing the monthly financial projections for the project.
• Assist with quarterly accruals reporting and other financial reports to USAID.

4. QUALIFICATIONS

• Bachelor’s degree in accounting, finance, or other related fields required, advanced degree in the above listed areas highly preferred.

• Minimum 8 years of relevant working experience.

• Computer literacy and demonstrated proficiency with Microsoft Office programs.

• Experience working with donor-funded programs.

• Demonstrated communications, writing, and presentation skills.

• Strong teamwork skills, as well as effective cross-cultural interpersonal skills.

• Fluency in Swahili and English.

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 6, 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.