Job Description
Finance Specialist
Base of Operations: Islamabad with frequent visits to Peshawar, as well as other sites within KP Province as needed.
Reporting Line: Finance Manager
Program Description:
The Khyber Pakhtunkhwa Governance (KPG) Project aims to strengthen the ability of local state institutions to deliver essential services in Khyber Pakhtunkhwa Province through responsive activities that reinforce stability, promote democratic advances, strengthen the ability of the provincial governments to be responsive to citizen needs, and create opportunities for gender equality and women’s empowerment. The goal of KPG is to support the Khyber Pakhtunkhwa government and civil society organizations to implement the provincial governance reform agenda in an effort to improve local government effectiveness and to provide public services to Khyber Pakhtunkhwa citizens.
Overview:
The Finance Specialist is a key member of the finance team. S/he will play a pivotal role in assuring adherence to financial policies, project policies and procedures, regulations, controls, and reporting systems. The Finance Specialist 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. The individual is also responsible for cash flow analyses, and the overall financial well-being of the project. This position will work collaboratively with local and home office staff but will report to the designated local Finance Manager.
Scope of Work:
The Finance Specialist will perform the following functions:
Financial Reporting
- Prepare vendor and remittance tax forms and ensure these are submitted in a timely manner.
- Prepare and submit monthly reconciliation reports for review.
- Monitor and submit advance, commitment, and grant reports as applicable.
- Oversee the reporting of expenses in regional office, Peshawar.
- Monitor and report on partner/vendor payment schedules and obligations.
- Assist in preparing information for any contractual financial reporting requirements (if applicable).
- Other tasks as assigned by the supervisor.
Audit
- Support preparation of internal and external audit documentation.
- Support responses and actions to internal audit comments.
- Conduct daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with DAI’s regulations.
- Perform regular spot audits on project files.
- Ensure backup documentation is uploaded to relevant systems according to set deadlines.
- Other tasks as assigned by the supervisor.
Policies & Procedures
- Ensure that accounting policies and practices are carried out in accordance with GAAP standards; that project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract.
General Accounting/Financial Management
- Initiate wire requests for field project implementation.
- Verify vendor invoices for accuracy.
- Verify accuracy of expenses, and project accounting codes.
- Ensure accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.
- Ensure requests for payments have appropriate approvals.
- Ensure the timely deposit of cash receipts.
- Responsible for recording and assigning costs based on approved budget in field accounting system (FAS).
- Perform monthly bank reconciliations and routinely monitor bank account balances.
- Compile backup documentation for all project related transactions, and ensure completeness and appropriate review and approvals are documented.
- If applicable, ensure petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed.
- Ensure the safeguarding of bank checks, cash receipts, and petty cash.
- Support management of banking relationships, as well as those with Tax officials, among other external parties.
- Prepare, review, and submit project cost data prior to sending to DAI Bethesda Home Office.
- Responsible for maintaining file management systems for soft and hard copy documentation.
- Maintain files on grant/procurement/subcontractor documents and modifications as applicable.
- Support periodic cash counts.
- Ensure non-billable expenses are thoroughly reviewed and kept to a minimum as part of risk management.
- Ensure that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines.
- Analyze and reconcile project inventory on a regular basis ensuring that the value/purchase price of projects assets reflected in the inventory register agrees with the total shown in the cumulative Non-Expendable (NXP) account balance.
- Other tasks as assigned by the supervisor.
Travel Advances & Reimbursements
- Audit travel requests and expense reports for accuracy and compliance.
- Follow procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel.
- Review and monitor outstanding advances report by paying close attention to advances that have not been settled after 30 days of issuance.
- Other tasks as assigned by the supervisor.
Payroll
- Process timely and accurate payroll payments for the office and ensure leave balances, and payroll taxes are accurate.
- Track and monitor leave balances and liability payments.
- Review employment agreement and modifications and update salary calculations based on local and company requirements.
- Ensure staff compliance with timekeeping policy and procedures.
- Other tasks as assigned by the supervisor.
Financial Systems
- Use field accounting system (FAS), cloud software for backup documentation, and DAI’s operations system (TAMIS), etc. regularly per work requirements.
- Communicate with home office system support teams on troubleshooting technical issues in a timely manner and in coordination with supervisor.
- Scan and upload voucher files to DAI’s System for the Electronic Archival of Financial Documentation (BOX).
- Other tasks as assigned by the supervisor.
Qualifications:
- B.A. Degree in Accounting, Finance, Business Administration or equivalent.
- 4+ years of relevant experience and progressive responsibility in finance and accounting, office administration, project operations at the mid-level of an organization.
- Minimum 2 years of experience in a similar role with USAID funded projects.
- Experience in financial management of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations.
- Accuracy in working with large amounts of data, in an accurate manner, under tight timelines.
- Ability to respond effectively to the time sensitive inquiries.
- Practical relevant and transferable experience with enterprise accounting software, and Microsoft Office Suite.
- Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.).
- Energetic, forward-thinking and creative with high ethical standards and appropriate professional image.
- Extremely well organized and self-directed with sound technical skills, analytical ability, good judgment, and strong operational focus.
- Possessing both the willingness and ability to be trained, as well as train others in a professional manner.
- Fluency in English is required.