Grants Finance Manager

MAJOR RESPONSIBILITIES

% Time

Major Activities

End Results Expected

60%

A. Grants / Projects Financial Management and Reporting

Ensure that all grants/projects reports are discussed with the project team and passed to donors and support offices within the required time schedules. Respond to respective queries in relation to these reports from donors, support offices and internal WVS management.

Co-ordinate and review grants/project budget development (proposal, grant and match).

Review and analyze grant expenses and variances to advise the stakeholders on expenditure trends and potential issues.

Explore ways to reduce overhead costs on grants to ensure WV’s competitiveness without comprising ministry quality

Correspond with WV SOs, donors and NO management regarding project income, expenditure and reporting. Ensure that project income is sufficiently committed on PBAS at all times including the approval of carry forwards.

Be a key player in the issues of grants / projects accounting and management to ensure accurate coding of expenses and full compliance with WVI internal and donor requirements.

Occasionally visit project field sites to ensure financial controls and procedures are in place.

Ensure that various donor regulations are complied with in all grant transactions and processes; keep the Finance Director informed on all major compliance issues/challenges while taking the necessary corrective steps.

Play an active role in training and mentoring grant finance staff on matters related to grant management.

Participate in grants start up workshop in collaboration with the GAM team.

Create an environment of experience sharing and promote best practices within the NO

Projects / grants budgets are accurate, complete and compliant with donor requirements

Projects financial management tools are provided to budget holders

Cost reduction areas are identified and respective actions are taken to implement recommendations

Accurate projects / grants financial reports are prepared and distributed to budget holders and donor within then set deadlines

Inter-departmental collaboration from the planning and budgeting phase, resulting in improved organizational efficiency and program/projects’ burn rate levels

Projects variance explanation consolidated and analyzed monthly

Grant Tracking Sheet shared with program and operations staff as required

Timely communication with stakeholders ensured

Participation in grants start up workshop is ensured

20%

B. Risk management

Coordinate with Program Managers to assure follow up actions and implementation of audit recommendations and addressing common audit findings.

Participate in grants audit preparation to provide required information and address disallowed costs

Ensure the review of the risk assessment as part of grants approval protocol in light of mitigating risk

Provide advice on interpretation of award terms and ensure that grants implementations are within the requirements and ensure donor financial compliance.

Assist Finance Director in the development of financial policies and procedures to ensure compliance to Generally Accepted Accounting Principles, WVI finance policies, and Government and other donor regulations

Ensure proper implementation of the LDRs database system and Costs Allocation Policy.

Assist in the preparation to grants closeouts plan to ensure compliance with award requirements

Ensure NO Cost recovery threshold is attained in all Grants submissions and engage in negotiations accordingly.

9. Ensure being 100% BPS compliant

Risk exposure within WV and Government donors minimized

Awareness and understanding of key grants compliance standards by all relevant staff ensured

Minimum acceptable audit risk ratings and timely implementation on internal and external audit recommendations ensured

Full compliance with LDR policy requirement ensured

15%

D. Team Management & Development

Provide leadership in maintaining positive, constructive and supportive communication with team members

Lead and participate in the recruitment, selection and development of grants finance staff.

Effectively manage the performance of direct reports, ensuring performance agreements, regular performance reviews, and annual appraisal are done. Ensure optimization of subordinates’ potentials through coaching, on-the-job training, and capacity building.

Address performance or behavioral issues when they arise.

Efficient team maintaining technical up to date expertise

Building the capacity of the team members to Identify successors.

3%

E. Safety and Security responsibilities

Be aware of the emergency procedures in a response and ensure that necessary preparedness measures have been implemented.

Responsible of own and staff security and actively contribute to a positive security culture.

Abide by the security policies and procedures and report any incidents or breaches to line manager and / or risk manager.

2%

F. Perform other duties

Report any child and adult safeguarding incident as well as any fraudulent act as per the established procedures

Attend and participate in capacity building events locally and internationally as required.

Attend and participate in WVL’s spiritual nurture events and other organizational events.

Perform other relevant tasks as assigned.

100%

KNOWLEDGE, SKILLS AND ABILITIES

Bachelor’s degree in Accounting, Finance or Business Administration, or a related field

MBA in Finance, MSC in Finance/Accounting/Auditing preferred

Solid knowledge of accounting principles, financial systems, budget/cash flow monitoring and internal accounting controls.

Solid knowledge of government grant regulations and financial reporting requirements.

Ability to solve complex problems and to exercise independent judgment.

Ability to lead and manage a team.

Good working knowledge of computerized accounting systems, must be computer literate in Microsoft Office programs.

Proficiency in written and spoken English

Good oral/written and interpersonal skills.

Ability to work on a cross-cultural environment with a multi-national staff.

Ability to travel within regionally and internationally

Minimum 5 years of experience in finance position with medium business/medium NGO/government agency

Minimum 3 years of experience in finance management position

Experience in major donor regulations (US, UK, Canada Governments, GOG, EC/ECHO, UN agencies) is a must.

Experience with humanitarian aid in-country is a must.

Practical knowledge of financial systems, internal financial controls & procedures and staff management skills

ACCA, CIMA or CPA preferred