Associate Director - Grants Finance
Purpose of the Position:
To support the Finance Director in designing, developing and assessing organizational financial management strategies & systems that support grants acquisition and management of the grant program finances.
The position supports the Finance Director in proposal development, budget formulation for all grant projects, financial reporting to donors for grants, ensuring compliance with donor regulations and ensuring the implementation of financial policies and procedures for effective resource acquisition, utilization and safeguarding of WVK assets.
The incumbent will ensure that grant programs meet community and donor financial accountability in line with World Vision’s policies and standards. The position will be responsible for managing ongoing relationships with the support offices, donors and other stakeholders for ministry effectiveness.
The incumbent will be expected to exhibit and effectively communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others.
Management and Leadership
Ensure strong and positive leadership is provided to field finance/grants team and competent staff are hired
Coordinate professional and personal development grants staff through adequate orientation, on the job coaching, identification of training needs and opportunities
Ensure effective performance management as per WVI guidelines and standards
Ensure staff capacity is developed to enhance efficiency in execution of duties
Create an environment that enhances team development
Ensure positive supervisory skills are developed
Grants Financial Risk Management
Ensure all grant projects are audited according to the donor requirements.
Ensure that findings and recommendations from audits and various donor accountability mechanisms are acted upon in a timely and effective manner in consultation with Operations Team.
Ensure the grant operate within WV internal control systems to mitigate risks and ensure accountability that will result in good audit ratings
Together with project grants managers and accountants support the FD in ensuring that all payroll grant charges are accurately captured through the LDR system.
Work with the donors to develop Terms of reference for special purpose grant audits.
Grants Financial Monitoring and Reporting
Ensure timely and accurate grants financial reports submission to donors and other stakeholders
Ensure the analysis of grant expenditure for management action to help in monitoring the burn rate for grants and special projects.
Provide leadership to the grants management team and field based grants accountants to ensure monitoring visits to projects are done frequently
Ensure that all grants financial reports are prepared, communicated and reviewed with donors according to the agreed donor requirements.
Ensure proper monitoring of grants by actively participating in monthly grants meeting with Operations Team
Provide monthly updates to the Leadership team on grants highlighting high risk grants and actions taken to mitigate the risks
Ensure the grants monitoring system is operational and information shared regularly
Coordinate grant closeout procedures and ensure that phased out grants are in compliant with phase out guidelines
Advise on grant supplier requirements and work with the procurement department to ensure compliance with the grants procurement guidelines
Grants Budgets and Financial Plans
Advise management on and monitor grants budgets, funding requirements, expenditures and support the management in execution of the same
Provide technical support in proposal budgets development to GAM and Operations teams
Ensure myPBAS is updated and outstanding commitments followed up with the SOs
Ensure grants budgets and expenditures are monitored and provide regular updates to operations leadership and Leadership Team and ensure corrective actions are taken as necessary together with Operations
Develop mechanisms to ensure all potential sub recipients are screened according to the donor requirements
Coordinate the capacity assessment process for all potential sub-recipients
Develop and coordinate the delivery of capacity building initiatives for identified sub-recipients as required
Plan for and ensure that quarterly visits to Sub-recipients are done for compliance with donor regulations. Work with the Sub recipients to implement recommendations to address any areas that require strengthening
Ensure that all financial reports from Sub-recipients are reviewed on a quarterly basis for compliance and accuracy
Ensure that the accurate records and files are maintained for each Sub-recipient at all times
Capacity Building and Strategic Partnerships
Ensure that professional and personal development of grants finance is done through on the-job coaching, identification of learning and training needs and opportunities
Ensure that continuous capacity building on donor risk management and financial risk management for grants is done across the organization
Communicate to WVK staff on partnership directions on grants management
Conduct grant financial risk assessment and support the Finance Director in ensuring the implementation of the core risk mitigation measures identified.
Coordinate the grant start up workshops in liaison with operations
Coordinate major donor regulations training workshops
Networking and Coordination
Maintain effective communications and pro-active relationships with Support Office partners and donors
In coordination with the Finance Director work closely with regional and ADP staff in the implementation of Partnership initiatives and enhance knowledge sharing within the department
In the spirit of twin citizenship, contribute to knowledge sharing and collaborative learning through internal avenues such as the Grants technical communities of practice
Qualifications: Education/Knowledge/Technical Skills and Experience
Holder of a Finance Degree (Bachelors of Commerce in Finance/ Accounting/ Business Administration)
Have a Master’s Degree in Finance/ Accounting/ Business Accounting
Minimum of 10 years’ experience in finance and accounting; with a good understanding of project management cycles in a complex, international development organization. 5 years should have been at a managerial level.
Qualified Accountant (CPA (K)
Proficiency in Computer applications ( Excel, Sun systems, Word etc)
Grants Management Knowledge