UG-Grants Finance Officer

at  Medical Teams International

JOB SUMMARY

Responsible for supporting the Grants Finance Manager in monitoring specific grants as per assigned portfolio. Second layer of project-specific approval of each posting done within portfolio. Maintain and review project general ledger.

EDUCATION, LICENSES, & CERTIFICATIONS

• Bachelor’s Degree in Accounting & Finance, Business Administration, Economics or Commerce is required; Master’s Degree is an added advantage
• Minimum Level 3 progressive stage in Accounting certification is required; Full Chartered Accountant or CPA.

EXPERIENCE

• Minimum 2 years of progressive experience in grants management overseeing multi-donor project funds
• Experience working with INGOs is an added advantage

KNOWLEDGE

• In-depth knowledge of Generally Accepted Accounting Principles and relevant donor requirements
• In-depth knowledge of preparation and presentation of financial statements and audit practices
• In-depth knowledge of ERP systems and computerized accounting software such as Sage, Unit4, etc.

SKILLS

• Skilled in using ERP system to process financial transactions
• High degree of analytical and financial reporting skills
• Strong administrative skills in managing documentations and project funding information
• Skilled in training and capacity building
• A good command of both written and spoken English, with strong interpersonal skills

ABILITIES

• Ability to respond to tight deadlines and changing priorities
• Ability to maintain detailed records with high accuracy
• Highly organized with good quantitative ability
• Ability to act with integrity and maintain the highest ethical standards
• Ability to maintain confidentiality of highly sensitive information
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

NOTE:

• The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities and skills are also subject to change based on the changing needs of the job, department or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.
• Medical Teams International Uganda is an equal opportunity employer and DOES NOT at any stage of the recruitment process request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please, note that under NO circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.
• Medical Teams International is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment process includes extensive reference and background checks, self-disclosure of prior issues regarding sexual or other misconduct and criminal records and our values are a part of our Performance Management System

KEY RESPONSIBILITIES

Grants Financial planning and management

20%

• Coordinate with project managers and technical coordinators to develop proposal budget per donor guidelines, project needs and in accordance with the organizational funds’ requirement;
• Ensure consistency, quality and coherence between narrative and budget proposals.
• Provide technical support to partners and staff in project fundraising and donor fund management
• Review of the project cash flow forecasts/ instalment plans prior to the project kick off meetings (PKM).
• Actively participate and facilitate in project kick off meetings (PKM) to ensure financial aspect and compliance obligations/requirements of projects are fully understood.
• Facilitate grant closure procedures and monitor compliance to grant closure steps.
• Ensure grant projects close out procedures are done according to the donor guidelines
• Working closely with program staff, prepare final financial reports as per donor requirements,

• Ensure the grants are closed out in the accounting system ensuring a match with final reports.

• • Support sub-grantees for effective close-out procedures
    Grant Compliance, Information Management, Administration, and Capacity Building

20%

• Develop and maintain a schedule /database of grant proposals, ongoing grants and closed grants.
• Develop and maintain grants management calendar; ensuring report deadlines, reviews and closure information is disseminated to relevant staff in a timely manner
• Maintain updated soft and hard files for approved grants and special projects detailing: Agreements and donor regulations, Approved budget and proposals, Financial reports sent to donors, and any other grants correspondence.
• Act as focal point for communications with HQ on country grant finances
• Act as a finance focal point with the donor and liaise with donors for clarification on financial and compliance requirements;
• In coordination with relevant colleagues, respond to requests from donors on grant information;
• Review and understand donor agreements to serve as focal person for donor rules and regulations.
• Organize training for relevant staff on donors’ procedures, requirements and compliance regulations.
• Actively participate in all grants specific audit/ assessments and follow up on recommendations to ensure full implementation.
• Advise and assist in the design, development, and oversight of grants management policies, procedures, and practices.

Grant financial reporting, monitoring and accountability

25%

• Manage the preparation of monthly Budget vs. Actual (BVA) reports for each grant and ensure their timely distribution to all budget holders and key program personnel.
• Coordinate the monthly grant BVA monitoring meetings with program and Finance teams at the country office and field locations and ensure documentation and follow-up on any action points.
• Support budget revisions in line with donor regulations and provide recommendations for realignments for negotiation.
• Liaise between programme staff and other departments to ensure that all deliverables are completed within the grant period
• Conduct grant monitoring visits to field locations to ensure program implementation is as reported and to check specific donor compliance requirements.
• Actively participate in the planned donor monitoring field visits and report on the findings.
• Actively participate in donor and stakeholder meetings and visits as required.

Grant income and receivables management

10%

• Prepare and manage project income tracking schedule against all signed donor contracts.
• Prepare donor invoices and request for cash disbursements from donors as per the project agreements.
• Review grant fund requests from field locations and programs and confirm availability of funds for monthly field requests.
• Prepare monthly donor receivables and payables aging schedule.
• Setup new grants budgets in the accounting system and ensure all budget amendments are affected in the system.
• Prepare periodic grant administration charge or NICRA journal entries for posting in the ERP.
• Ensure that allocated costs are charged to the grants according to the donor approved budgets.
• Review the payroll/labor distributions schedule across funding sources before their application.
• Ensure payroll charges for assigned grants are accurately captured.
• In close coordination with the finance staff, ensure accuracy of data held in the accounting system.
• Conduct regular spot checks/desk reviews on the transactions posted in the accounting to ensure they are accurately captured and to ensure that they are within the project budget and following donor regulations

Donor reporting

20%

• Manage the reporting schedule; ensuring timely and accurate reporting.
• Preparation of accurate and timely financial donor reports in accordance with donor requirements and project proposal.
• Verify that financial and narrative reports are coherent.
• Coordinate with ERP team/developers for the delivery of user-friendly reporting tools

Sub-Grantee Management

5%

• Conduct capacity assessment and due diligence on new sub-grantee organizations to ascertain strength of partners’ systems.
• Support in the preparation of partnership agreements and partnership frameworks.
• Conduct comprehensive review of sub-grantees’ proposal budgets.
• Review sub-grantee financial reports for accuracy and adherence to donor regulations.
• Conduct detailed expenditure verification on sub-grantees’ liquidations to ensure adherence to agreement guidelines, donor requirements and identify areas of capacity building.
• Initiate timely funds disbursement to sub-grantees per the partnership agreement
• Enhance financial management capacity of Sub grantees through continuous training based on need and the capacity assessment outcomes
• Maintain records and files on each sub-grantee