Administration Manager / Finance & Operations Manager - LHSS Kenya at Abt Associates

This is a full-time position based in Nairobi, Kenya. Kenyan citizenship or residency with work authorization is required.

Key Roles and Responsibilities

The Finance and Operations Manager will have the following specific duties and responsibilities:

• Responsible for the primary oversight and in-country leadership of all financial reporting, human resources, and administrative operations including all audits and financial reporting to USAID
• Develops, manages, and monitors project budgets, accurate financial reports, and projection of funding
• Oversees the recording of expenditures, income, and any other related transactions in the company accounting software
• Liaise with the Home Office Finance team on all aspects of financial procedures and any issues that may arise
• Manages and enforces systems for travel advances, travel expense reports, tracking of travel aging report, and follow up with staff on outstanding advances
• Oversees the preparation of payroll and other regular payments with due consideration to deductions (for advances, taxes, etc), and manages the review of monthly payroll for accuracy
• Tracks and records all site office fringe benefits
• Oversees all project procurements, including drafting RFQs, reviewing quotes, writing vendor selection memos and analyses, and issuing PR/POs
• Creates tracker of all procurements including information on total value, invoices received, and any modifications issued
• Prepares monthly cash requests, and promptly advises actions required to cover estimated costs
• Ensures that government taxes, pension funds, and other local statutory requirements are paid on time
• Oversees the preparation of monthly bank reconciliations
• Checks petty cash payments and periodically reconciles petty cash balances
• Prepares monthly Remove Office Voucher (ROV) documentation and promptly submits to Abt HQ once approved by Senior Management
• Reviews and approves payment vouchers and corresponding checks, and conducts regular audits of supporting documentation
• Provides financial data necessary to complete the periodic inventory of fixed assets
• Ensures that the accounting records are up to date at all times, orderly, well kept, and readily available for reference and audit, when required
• Facilitates opening of a new bank account
• In coordination with Abt Home Office, develops an Activity grant manual with the necessary templates and tools
• Oversees and manages grants through ensuring proper record keeping and documentation by the grantees for auditing
• In coordination with the Home Office, facilitates tax exemption processes with local government entities as applicable

Preferred Qualifications

• Bachelor’s degree in accounting, finance, business administration, or other relevant field is required
• Minimum of 8 years of experience in financial and administrative management for donor-funded projects, including five years of progressive experience in a supervisory role
• Experience working on USAID-funded projects
• Demonstrated leadership skills in working collaboratively with other donors, host country institutions, and international organizations
• Demonstrated initiative and self-motivation in handling all assigned tasks
• Skills with Quicken, Microsoft Word, and Excel, as well as electronic communications programs as required
• Kenyan citizenship or residency with work authorization
• Excellent verbal and written communication skills
• Fluency in written and spoken English
• Writing and speaking Swahili and/or French is an added advantage  

Minimum Qualifications

• Master’s degree and 6-8 years of experience OR the equivalent combination of education and experience