Finance and Administration Specialist At DAI Global

PURPOSE

The Finance and Administration Specialist will facilitate day-to-day operations, including administration, property, and procurement functions. He will lead the Finance/Accounting team and oversee adherence to the project’s Field Operation Manual (FOM), USAID regulations, contract requirements, financial policies, procedures, controls, and reporting systems. He ensures compliance of all accounting and financial reporting functions, oversees cost and general accounting, accounts receivable/payable, payroll, and audit backup documentation. He will identify any gaps in knowledge or areas which require clarification with the team and provide any necessary support to the finance and procurement teams.

3. OBJECTIVES AND DUTIES

General Accounting & Financial Management

Reviews wire requests for field project implementation.
Conducts regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances.
Responsible for accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.
Ensures the timely deposit of cash receipts.
Ensure that petty cash is maintained at a feasible level for operational activities and that petty cash procedures are followed.
Ensures the safeguard of bank checks, and cash receipts. Ensures proper segregation of duties within the Finance/Accounting Department.
Manage banking relationships and coordinates periodic updates for checking account signers.
Reviews and approves bank reconciliations performed by the accountant.
Prepares and reviews project cost data
Financial reporting & Financial Systems
Ensures that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner
Monitors and submits advance, commitment, and grant reports as applicable.
Monitors and reports on partner/vendor payment schedules and obligations. Provides annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as applicable.
Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM).
Ensures that policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract.
Oversee and monitor use of vFER cloud software for backup documentation and DAI’s project management system (TAMIS), etc.
Communicates with home office system support teams on system or operations troubleshooting technical issues.
Supports finance staff in any financial system knowledge gap.
Ensures that voucher files are scanned and uploaded to DAI’s System for the Electronic Archival of Financial Documentation.

General Administration & Payroll

Coordinate documentation requirements with various departments in relation to procurement, grants, logistics, human resources, inventory management, and other areas.
Design and maintain administrative filing system; responsible for providing training to staff on finance procedures and documentation requirements.
Support daily administrative and clerical services.
Ensure overall office facilities are well maintained, such as electricity, water supply, and phone usage and that staff and project needs for equipment, supplies, furniture, etc. are met.
Support logistics planning for program activities.
Organize, manage and process all official DAI correspondence.
Follows and maintains procedures to ensure accurate and timely payment of travel advances, reimbursements for staff and partner travel.
Maintains procedures to ensure accurate and timely reconciliation of travel advances.
Reviews outstanding advances and aging reports for accuracy.
Ensures the timely and accurate processing and review of all payroll transactions, assuring compliance with established employment agreements and modifications.
Ensures staff compliance with timekeeping policy and recordkeeping. Serves as backup for payroll processing when applicable.

QUALIFICATIONS:

Bachelor’s degree in finance or related field required
At least 8 years of professional experience in international development including procurement and finance.
Demonstrated capacity in working and managing large amounts of data with accuracy.
Demonstrated experience managing finance, accounting, compliance and procurement on USAID funded programs.
Extensive knowledge of USAID rules and regulations regarding procurement.
Ability to respond effectively to sensitive inquiries or complaints.
Experience with enterprise accounting software, and Microsoft office suite.
Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.).
Experience with grants or small grants under contract programs highly preferred.
An articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization.
An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image.
An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.
Fluency in English and Portuguese is required.
Willingness and ability to travel between Maputo and Nampula as required.