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Finance/Grant Manager, DRC Kasai Crisis Response

9475-16N10120
Kananga
15-Feb-18

PURPOSE OF POSITION:

World Vision Southern Africa Region declared a Category III Global response on 27th November 2017.

This is a scale-up of the Cat III multi-country National Office response that was declared on July 1st 2017 for DRC to a Global Response.

The Cat III global response in DRC will enable World Vision to respond adequately to the crisis and save lives of vulnerable children caught up in the world’s most complex fragile context. Our short term emergency needs include:

reinforced advocacy, child protection and education, treatment, and prevention of malnutrition among children aged less than 5 years, food assistance. Our long-term goal is to support peace building and social cohesion.

KEY RESPONSIBILITIES:

Grant Financial Management:

  • Preparation of grant budgets, or review budgets prepared by Programmes / Sectors and ensure they are appropriate. Make sure that all Admin/Overhead costs are properly budgeted.

  • Consolidate all grant budgets into the Response Overall Budget.

  • Implement grant tracking / monitoring system ensure appropriate and accurate grant/PNS projects/Overall Response financial reports are prepared and submitted to stakeholders on a timely basis.

  • Coordinate operational plan impact on existing grant structure, advise on actions to be taken.

  • Monitor grant/PNS Projects expenditures, alert management to irregularities, recommend re-negotiation with donors/SOs as required.

  • Access and utilize pre-award costs as appropriate.

  • Meet periodically with relevant Operations and Programme managers to review grant reports.

  • Monitor grant status, revisions, new grant agreements, grant termination, reporting, etc.

  • Prepare / review account coding on valid account vouchers and cost centre.

  • Ensure compliance with donor and WVI requirements, including LDRs, BPS, etc.

  • Ensure audits are carried out in accordance with donor requirements.

  • Ensure appropriate costs allocation methodology is established and functioning maintain appropriate Grant files for all grants.

Fiscal Accounting and Compliance:

  • Ensure that all financial transactions have relevant backup documentation, corresponding to WVI and donor regulations.

  • Deal with project specific Cash and Bank Books.

  • Train the project(s) local partner organizations in financial reporting according to WVI and donors’ guidelines and requirements.

  • Make sure that all accounts relating to the project are reconciled on a monthly basis.

  • Work closely with Project Manager/Response Manager on donor compliance issues and procedures, advice on possible disallowed costs, budget amendment(s).

  • Advise and make relevant projections of the expenditures taking into the consideration the burn-rate and exchange rate issues.

  • Prepare/review coding on financial vouchers for valid account/cost center and donor combinations, review source documents and enter financial data into SunSystems as required. Actively follow-up on any issues identified in the FFR reviews.

  • Reconcile PBAS and ensure support office funding is committed on a timely basis. Ensure PBAS funding requests are entered in a timely manner, and that PBAS commitment are reconciled at least monthly, and follow up action with Support Offices is taken.

  • Ensure standard financial systems are established and maintained in order to provide appropriate levels of security and controls over the organization's resources and operations. Ensure compliance with the policies and standards in the WV Field Financial Manual.

  • Coordinate the submission of timely, accurate and complete relevant reporting to the Partnership and to internal users.

  • Define and implement efficient and effective internal control systems.

  • Adhere to partnership policies, procedures and guidelines as stipulated in the WVI Financial Manual and other documents, including – but not limited to: grant compliance, year-end closing, carryforward, accounting and reporting.

  • Ensure that Finance related Audit Recommendations are implemented timely at all levels.

Strategic Partnering:

  • Work closely with Finance Director and other relevant Finance staff in NO and SOs on Budgeting, compliance, reporting and projections issues.

  • Assist Finance Director in designing, implementing and maintaining systems of internal controls in order to provide appropriate levels of security over the organizations’ resources and operation.

  • Manage internal and external financial risks, highlight & resolve relevant issues with management.

  • Work closely with external and internal auditors on interim and final audits (provide required documentation, coordinate explanations as required, etc.), - prepare interim 'desk audits' of Local Partner in-countries.

  • Other tasks and responsibilities as requested by Response Manager and Finance Director.

Liaison:

  • Liaise with partnership and support offices regarding grant/budgetary issues.

  • Develop strong networks internally (other NOs, SOs and partnership entities) and externally (other NGOs, banking entities, communities, etc.) through effective communication, relationships and twin citizenship.

P&C (HR) Responsibilities:

  • Train / build capacity of Grants/Finance staff.

  • Follow up with performance management for all line reporting staff.

  • Determine Finance organisational structure and staffing plan with P&C.

  • Work with P&C to recruit and deploy Finance staff and plan for capacity development.

KNOWLEDGE, SKILLS AND ABILITIES:

  • University degree in Accounting or Business Administration, Chartered Accountant (or similar).

  • 3-5 years’ experience in a Finance / Accounting role, preferably with some experience in a relief environment.

  • Effective financial and accounting systems, including SunSystems.

  • Knowledge of cost allocation methodologies.

  • Knowledge of government and multi lateral donor requirements.

Preferred Skills, Knowledge and Experience:

  • Knowledge of sectorial and departmental budget linkages.

  • Able to negotiate and manage budget needs and resources sharing between different sectors and departments; good understanding audit compliance requirements.

  • Able to focus on the big picture while monitoring small details, flexible and adaptable.

  • Able to focus on the big picture while monitoring small details, flexible and adaptable.

  • Able represent WV in meetings and with external stake holders.

  • Strong English and French communication skills (oral and written).

  • Ability to train staff; cross-cultural sensitivity, flexible worldview, emotional maturity and able to work in a stressful environment.

  • Ability to meet deadlines.

  • Able contribute to team building environment.

  • Commitment to World Vision Core Values and Mission Statement.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 30% of the time.