Director of Finance and Administration Job at Counterpart International

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Summary: Counterpart International is currently seeking a Director of Finance and Administration (DOFA)to support the USDA Food for Progress project in Kenya implemented by Counterpart International. The overall objective of the project is to expand trade and increase agricultural productivity through improving the availability and affordability of quality livestock feed.   

In collaboration with the Chief of Party (COP), the DOFA will oversee all the operational and financial aspects of the project, ensuring that project operations are in compliance with USDA regulations, Counterpart policies, and local law. In addition, the DOFA will carry out the below responsibilities. This is a full-time position based in Nairobi, Kenya, and will report to the Chief of Party or designee.

The position is open to Kenyan nationals only. 

Primary Responsibilities:

Financial

·         As the primary responsible person for the financial management of the project, ensure accounting books are closed by the required deadline and all monthly-financial-report documentation are thoroughly checked, signed/approved and submitted to DC Office Project Finance Officer in charge.

·         Monitor program expenditures  and update information monthly related to project budget, pipelines, accruals, financial reports, and spending projections, in coordination with programs team.

·         Review monthly requests for funds from the US office to ensure the project has the necessary funds for operations.

·         Work closely with the COP to manage high-risk issues and potential financial liabilities.

·         Escalate any high-risk issues to Counterpart US office.

·         Establish and oversee financial management systems, procedures, and controls.

·         Acquire mastery of Counterpart Field Finance Operations Manual, Procurement Manual, Grants Manual, Accounting QuickBooks Manual and other relevant operations and administrative documents.

·         Provide regular training to financial and administrative staff on tools, policies and procedures to increase efficiency in project operations.

·         Work with US office to review the project Finance, Human Resources, Procurement, Risk and other manuals and update them as necessary.

·         Carry out internal compliance assessments to ensure that Counterpart and donor guidelines are implemented and upheld and that the findings are captured in the risk register/issues log.

·         Review the monthly tax return and the annual income tax and VAT affidavit if applicable.

·         Review and supervise the payroll of social benefits and income withholdings, ensuring Counterpart is in compliance with all Kenyan tax and payroll requirements.

·         Supervise the sending of pay slips, payroll books and accounting books in accordance with the established policies and procedures.

·         Supervise the registration in the accounting system of all transactions carried out in accordance with the accounting procedures established by the US office.

·         Review sub-awardee financial reports and budgets ensuring adherence to USG Cost Princples.  

·         Audit Management: Lead and coordinate internal/ donor/statutory audits and financial reviews and ensure timely resolution of audit findings.

·         Fraud prevention: Establish and maintain robust anti-fraud controls and oversee fraud risk assessments. Coordinate investigations of suspected fraud, waste, abuse, conflicts of interest, and financial misconduct. Ensure compliance with Counterpart’s ethics, whistleblower, and safeguarding policies.

·         Treasury & Cash Management: Oversee cash flow forecasting, liquidity management, foreign exchange exposure, and banking relationships. Monitor cash balances and ensure sufficient funding to support project activities, while complying with US office standards regarding cash on hand maximum. Review and approve bank reconciliations and cash management controls.

Operations & Administration

·         Manage and oversee all operations related to the project, including logistical, procurement, grant administration, security, access, human resources, risk and compliance and ensure compliance with Kenyan laws, Counterpart policies and donor regulations.

·         Ensure that operational systems are in place and that they perform optimally in support of the timely implementation of field activities.

·         Supervise and support the contracting and execution of all logistical coordination, transportation, purchase of equipment, office inventory,  and leasing of office space for the proper implementation of all activities.

·         Supervise the procurement of  local consultants, service providers, insurance and other project support services.

·         Prepare or review or clear procurement packages as relevant and in accordance with Counterpart policies and guidelines.

·         Supervise the project grants team to ensure efficiency and compliance with the project’s Grants Manual, Counterpart policies,and USDA regulations.

·         Oversee all aspects of HR management, including the review and update of HR policies, recruitment, and compliance with local labor law.

·         Conduct partner capacity assessments and flag high-risk concerns to management; ensure a mechanism is in place to monitor compliance by sub-contracted partners and grantees.

·         Support the Chief of Party in managing in-country registration-related requirements as needed andin coordination with the US office.

·         Coordinate internal coordination meetings with senior staff and ensure proper dissemination of information to all staff as appropriate.

·         Ensure program implementation follows Counterpart’s policies/procedures, the laws of the Government of Kenya, and USDA rules and regulations, particularly with respect to procurement, financial and grants management.

      Other duties as assigned.

Requirements

Qualifications:

·         Bachelor’s degree in Accounting or Finance, or equivalent; Master’s degree preferred.

·         Minimum of 8 years of relevant work experience, with a minimum of 5 years of progressively responsible finance and operational management experience on USG-funded programs.

·         Experience overseeing procurement, grants, administration, and finance functions on a USG-funded project.

·         Strong knowledge of USG requirements governing financial management, cost allowability, procurement, and subaward administration.

·         Proven experience managing the finances of large ($15M+) projects including budgeting, expenditure monitoring, cash flow forecasting, monthly financial reporting, and timely accounting close.

·         Demonstrated ability to implement financial systems for development projects.

·         Working knowledge of Kenyan statutory requirements relating to taxation, payroll, employment, and organizational operations.

·         Strong financial analysis skills, advanced proficiency in Microsoft Excel, and experience using QuickBooks or comparable accounting software

·         At least 3 years’ experience managing risk and compliance with an international NGO.

·         Sound professional judgement, integrity, attention to detail, and the ability to communicate risks clearly and recommend practical solutions

·         Collaborative, approachable team player with excellent interpersonal skills; able to build trust and work constructively with colleagues, partners, and the US office, and to lead and support a diverse team in a respectful, solutions-oriented manner.Demonstrated ability to communicate fully and effectively, both oral and written, in English and Swahili is required.

The estimated salary for the Director of Finance and Administration (DOFA) at Counterpart International in Nairobi ranges from $118,000 to $168,000 USD per year (approximately KES 15.2 million to KES 21.6 million KES annually, or KES 1.2 million to KES 1.8 million per month). [Source: Glassdoor]

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