Job Summary

PATH is seeking to recruit a Project Finance Administrator to support the administration of USAID Nuru Ya Mtoto project. The incumbent will be the custodian of the internal controls put in place to ensure that the project meets its deliverables, complies with PATH polices, donor regulations and statutory requirements.

Specific Duties And Responsibilities

• Provide timely first level review and approval for the project’s activities and expenses.
• Act as the custodian of the policies and procedures put in place by PATH to safeguard the operations of the project.
• Analyze the project’s expenses and prepare project pipeline status monthly.
• Prepare quarterly accrual reports.
• Track the project’s deliverables and ensure timely update in salesforce.
• Capacity build the project staff on matters compliance and efficient resources utilization.
• Assist in the review of the contracting mechanisms, including purchase orders, consultants agreements and sub awards.
• Support the preparation and monitoring of the projects annual and life of the project budgets.
• Ensure compliance with the project’s award terms and conditions
• Assist in building appropriate operational and financial systems to effectively receive, expend, and account for donor funds.
• Carry out regular review of program-wide adherence to identified compliance issues including intervening where necessary.
• Support and foster partnership and collaborative initiatives between the finance and program teams.
• Review procurement contractor justifications.
• Carryout any other relevant duties as may be assigned from time to time.

Required Skills

Required Experience

• Bachelor’s Degree in business, finance, accounting, or related field plus a full CPA(CPA-K) or ACCA qualification. Relevant master’s degree is an added advantage
• At least five years’ experience in financial management or administration.
• Excellent analytical, financial management and budgeting skills.
• Experience in financial forecasting and reporting.
• Ability to coordinate project work involving team members at junior and senior levels across the organization.
• In-depth knowledge of USAID and other international donor requirements.
• Ability to learn, adopt and champion new business systems and processes.
• Extensive knowledge of the Microsoft Office suite of tools, particularly MS Excel, Word, PowerPoint, outlook, and SharePoint, as well as the ability to learn other software tools readily and use them successfully.
• Project management experience is desirable.
• Excellent communication skills, both written and spoken.
• A high level of integrity and professionalism.
• Ability to identify business needs, gather and analyze information

Key Responsibilities

• Provide technical support and mentorship in the implementation of the HIV TB service delivery component of the project at facility, sub-county and county level.
• In consultation with Technical Advisor/s, monitor implementation of costed project work-plans at facility, sub-county, and county levels.
• Champion use of evidence-based interventions along the continuum of HIV care services by guiding adherence to the principles of continuous quality improvement through use of data, e.g., MER indicators, HFR indicators, MPRs and SIMS reports.
• Provide technical support for integration of the project’s technical approaches for the achievement of successful project implementation at facility level using evidence informed, innovative and best practices.
• Provide technical support in creating and strengthening linkages and referral networks between facility and community activities ensuring there is seamless implementation of activities leading to improved health outcomes at facility, sub-county and county levels.
• In consultation with the Technical Advisor/s support preparation of monthly, quarterly, and other reports as may be required and submit these to the Technical Advisor/s in a timely manner.
• Provide technical support for weekly, monthly, quarterly, semi-annual, and annual facility performance reviews, assessing progress in an objective manner in collaboration with S/CHMT.
• Provide technical support for Quality Improvement/Quality Assurance interventions at facility level in collaboration with S/CHMT.
• Provide technical support for implementation and utilization EMR at facility level.
• Participate in site preparation for supportive supervision and SIMS assessments and ensure recommendations are implemented at facility level by project team in collaboration with S/CHMT.
• Coordinate with S/CHMT on implementation of facility level HIV TB service delivery work plans.
• Represent the project in technical forums at facility, sub-county and county level.
• Participate in any other duties as assigned.

Required Skills

Required Experience

• Clinical Officer (or equivalent qualification) with an advanced diploma with a minimum of 5 years’ experience providing direct technical support in implementation of health service delivery project with specific experience in HIV/TB projects.
• Bachelor’s degree in health sciences and/or MPH or other master’s degree in a relevant field will be an added advantage.
• Training on GBV minimum package of care for survivors
• Hands on clinical experience in HIV service delivery and technical coordination.
• Proven experience and familiarity with MOH/GOK health systems and reporting tools including EMR systems.
• Excellent interpersonal and supervisory skills, capable of directing and managing change, effective delegation, inspiring teamwork and motivating staff and partners to achieve results.
• Computer literacy
• Research experience, proposal and abstract writing will be a distinctive advantage.
• Ability to work in a complex project implementation environment with multiple tasks, short deadlines, and intense pressure to perform.
• Ability to work with a multi-sectoral team and support collaboration with multiple stakeholders
• Ability and willingness to learn.
• Excellent facilitation, mentorship, team building and coordination skills.
• Experience in public speaking and professional presentations.
• Field oriented and comfortable with a team approach to programming

Job Responsibilities

• Procurement
• Carry out procurement processes in line with the PATH Kenya laid down policies as well as donor regulations and the laws of the land.
• Prepare formal invitations for bids and requests for quotations, including required special terms and conditions, performance, and technical criteria.
• Sit in procurement review committee meetings and take minutes of the deliberations
• Track orders and confirm system lead times, delivery dates, and costs.
• Prepare, update, and maintain purchase orders until they are closed.
• Prepare weekly management procurement reports and any other ad hoc reports as may be required from time to time by the project management.
• Ensure that all the vendors that PATH Kenya does business with are properly registered and are subjected to proper due diligence processes including Bridger checks.
• Identify opportunities and implement actions aimed at achieving efficiencies in procurement processes.
• Advise/update the procurement review committee on emerging issues around procurement
• Ensure that invoices are properly supported before payment consideration
• Facilitate good mutual business relationships with suppliers/vendors.
• Procure approved procurement requests on time.
• Maintain up to date procurement document filing system.
• Prepare annual and ad hoc procurement plans
• Taxes refund
• Sensitize staff, LIPs and vendors on tax refund requirements and compliance.
• Ensure that all the project’s vendors and LIPs sign VAT and other taxes refund memos.
• Process DA 1 application in conformity with guidelines provided by PATH Kenya and USAID.
• Ensure that the project does not at any time ran out of DA 1 application stationary.
• Maintain an up-to-date DA 1 application log/tracker.
• Follow up any due VAT refunds with the vendors and properly document and file such follow ups.
• Prepare monthly DA 1 application and taxes refunds status report for management’s review and decision making.
• Prepare quarterly DA 1 reports in the format prescribed by USAID.
• Advise the project’s leadership on the emerging issues around taxes refund in Kenya.

Required Skills

Required Experience

• A Bachelor’s Degree in any business-related field with a specialization /bias in procurement.
• CIPS qualification and KISM membership will be an added advantage.
• At least 2 years progressive relevant on job experience, preferably in a busy NGO setting.
• Familiarity with USAID Rules and Regulations and Kenyan procurement laws.
• Excellent communication skills (both verbal and written).
• Strong attention to detail, sound technical and analytical skills.
• Ability to take sound meeting minutes
• High standards of integrity.
• Good time management skills and the ability to prioritize.
• Ability to take self-initiatives and solve problems.
• Ability to handle multiple and conflicting priorities, and work under strict deadlines.
• Extensive familiarity with DA 1 application processes.

Job Responsibilities

• Review all supporting documentations; facilitate timely payments related to local suppliers, partners, project’s activities participants and staff through online wire transfers and Mpesa payments.
• Prepare monthly bank & Mobile Money statements reconciliations.
• Ensure that transactions are well coded and posted correctly to the PATH Kenya approved ERP (Unit 4)
• Carry out monthly financial closure activities and initiate transactions reclasses as may be necessary.
• Support the preparation of VAT DA1 quarterly reports to USAID
• Train non-finance teams on financial compliance and accountability.
• Ensure that funds are available to run the project’s day to day activities.
• Participate in Program reviews and budgeting activities
• Support both internal and external audits for the project.
• Manage the monthly temporary staff payroll and ensure that the payroll statutory returns are made to the country office in time.
• Continuously appraise the existing internal controls around transactions processing and update the finance and administration Manager accordingly.
• Support the generation of ad hoc transaction reports as may be requested by the finance and administration Manager from time to time.

Required Skills

Required Experience

• A bachelor’s degree in finance, Accounting, or related field and CPA/ACCA qualifications. A masters degree is an added advantage
• At least five years’ related work experience preferably in a busy NGO set up.
• In depth working Knowledge of USAID rules and regulations.
• Strong attention to detail.
• Strong people management skills
• High numeracy, sound technical skills and analytical approach to work.
• Problem-solving skills and initiative.
• Excellent oral and written communication skills.
• Good time management skills and the ability to prioritize.
• Tech-savvy es; especially MS word, PowerPoint and advanced excel.
• Hands on experience with ERPs.

Job Summary

PATH Kenya through USAID Nuru Ya Mtoto Project seeks to recruit a finance Associate who will be responsible for day-to-day processing of transactions in compliance with USAID rules and regulations and PATH Kenya’s internal Policies and ensure timely financial processing and reporting of field activity costs for the office assigned, while maintaining high standards of stewardship and accountability.

Job Responsibilities

• Liaise with the Finance Officer to ensure that expenses recurring in nature are processed and paid in time e.g. telephone, internet, rent and security.
• Ensure that all invoices received from vendors are processed in an orderly manner and duly supported by proper documentation.
• Check the accuracy of the receipts and vouchers presented to back-up expenses for completeness of the support documents.
• Prepare and ensure proper coding on all vouchers prepared by staff for validity and advise necessary adjustments to originator.
• Check validity of expenses and receipts presented for payment with respect to reasonability, allowability and allocability basis.
• Make copies of all finance documents and file in sequence.
• Assist in tracking expenses and accuracy for services rendered on account and ensure they are within agreed limits.
• Reconcile all supplies statements to PATH Kenya’s records and update the Finance Officer of any discrepancies.
• Perform monthly and ad hoc monthly bank reconciliations.
• Maintain updated records of all the field office financial transactions.
• Manage petty cash disbursements as assigned.
• Assist in Inventory and commodity tracking Management.
• Carryout any related tasks that may be assigned from time to time by the supervisor.

Required Skills

Required Experience

• A bachelor’s degree in finance, Accounting, or related field and CPA/ACCA qualifications.
• At least two years’ related work experience preferably in a busy NGO set up.
• Working Knowledge of USAID rules and regulations.
• Strong attention to detail.
• High numeracy, sound technical skills and analytical approach to work.
• Problem-solving skills and initiative.
• Excellent oral and written communication skills.
• Good time management skills and the ability to prioritize.
• Proficiency in Ms Office applications especially MS word and excel.
• Hands on experience with ERPs.