(Accountabilities and results)
PLANNING AND CONTROL:
Coordinate finance planning and reporting meetings with program managers
Participate in periodic finance management meetings
Identify skills gap amongst grants staff on financial systems in collaboration with the cluster managers
Maintain financial and monitoring systems that comply with World Vision partnership and Donors policies and regulations in order to provide appropriate levels of security and controls over grants resources and all financial operations.
Carry out sub grantee financial assessment, financial compliance training, and regular financial reviews.
STEWARDSHIP, ACCOUNTABILITY AND QUALITY FINANCIAL MANAGEMENT
Review all purchase requisitions before approval by Program managers
Review and authorise travel and business advances in GEMS for grants program staff
Follow-up unsettled travel advances with staff to ensure timely reconciled.
Consolidate procurement plans for grants projects in line with approved budgets
Monitor completeness of procurement documentation and procedures.
Validate program coding for accuracy, completeness and authenticity
Review and evaluate effectiveness of work methods, procedures and personnel in grants management
Monitor grants project spending
Advise Program Managers and grants staff on expenditure status and trends on monthly basis
Visit area program sites to ensure that grants supplies inventory records are maintained appropriately
Financial Systems Management:
Implement the Global Centre financial system initiatives relating to budgeting, disbursement and income management (GEMS, LEAP Budget templates, Sunsystems. Project Core Reports, PBAS templates, Horizon, Bank Reconciliation Templates, LDR, S2P etc).
Prepare grant budgets in LEAP finance budget standards or donor required format to meet finance standards for grants, grant budget proposal and ensure that each donor covers their fair share of administration costs before they are submitted to donors.
Enter approved budget in MyPBAS before initiating spending against approved budget. Reconcile Sunsystems budget with MyPBAS and grant budget in coordination with Project Managers, close follow up with Support Offices are done to avoid delay in the implementations of project activities and over and under-spending.
Prepare and manage grant cashflow and expenditure projections in consultation with program manager to ensure smooth operation of the grant and timely implementation of activities.
Consolidation and approval of annual budgets for grants and cash-flows in collaboration with Program managers
Analyze actual project spending against approved budgets and alert management of irregularities and make recommendations
Input budgets into Sunsystems and Horizon
Maintain an up to date Grant funding matrix and financial expenditures showing all funding received and expenditure incurred to-date for grants operations.
Monitor timely submission of Grant Approval protocol to the Region for any new Grant opportunity.
Procurement and Payment Processes:
Review grant procurement purchase requisitions for compliance with donor regulations, proper coding, correctly approved, processed and recorded, including verifying budget availability for all expenses and completeness of documentation, track procurement of capital assets for grants, maintain and update asset register, asset disposal and inventory control sheets to safe guard grant assets.
Advise Program Managers on funds availability prior to authorization of procurement and payment requests
Prepare accurate cost allocation sheets for utilities in the cluster on monthly basis
Reconcile monthly general ledger reconciliations for high level of stewardship
Prompt payment of suppliers and service providers
Correct payment made for goods/services received within agreed payment period
Prepare monthly cash-flow forecasts for grants with planned expenses and income to ensure smooth operations.
Provide guidance to tender committee in procurement of grant items in compliance with donor regulations.
Accounts Payable Systems Management:
Tracking and timely payment of creditors per FM to ensure clearance of outstanding balances at month end.
Accrue expenses of E10,000 and above on monthly basis to ensure accurate accounts are maintained
Cash and Banking:
Mentor and coach staff on grant financial policies, procedures and grants financial management in general.
Indentify finance capacity needs for program staff and ensure the capacity is built.
Build capacity of program committees and Community Based Organizations on grants financial management
Asset, Stocks and Inventory Management:
Maintain and update fixed asset register bi-annually.
Maintain of stack records of ministry supplies in stock book
Provide guidance to management on procurement and management of grants assets.
Reconcile fixed asset records to the general ledger on a quarterly basis
Reconcile inventory count to sunsystem
RECORDING AND REPORTING:
Prepare timely and accurate monthly, quarterly, semi-annual and annually grants projects financial reports as per donor regulations and World Vision financial reporting standards to assist Project Managers in evaluating projects’ financial performance.
Review and analyze the authenticity, accuracy and completeness of accounting data before finalization of monthly grants FFR.
Generate and analyze project monthly financial reports for review with Program Managers
Champion monthly field financial report review meetings and interpret financial statements to stakeholders
Prepare monthly financial review notes and submit to cluster manager.
Print and have monthly financial reports signed by Program Managers and file them.
Present and interpret financial statements to stakeholders (project management and staff community members) on the financial status of the project.
Coordinate, consolidate and submit variance explanations for Grants projects
Encode Labour Distribution Reports for staff on monthly basis.
Undertake year end responsibilities and grants project closure procedures
FINANCIAL RISK AND DATA SECURITY MANAGEMENT:
Keep back-ups are kept for financial data and reports regularly.
File all grant related information and documentation in particular signed copies of grant agreements, extensions/amendments, Memorandum Of Understanding, approved budgets, financial reports submitted to donors and key correspondences with Support Offices on all funding received for the grants.
Facilitate all audits by providing required documentation, provide or coordinate explanations required.
Implement audit recommendations within 90 days after the issuance of the audit report
Coordinate Audit Exercise.
Carry out sub grantee financial assessments-as and when required
Enhance adherence to financial policies and internal controls and general financial management practice at cluster level.
Ensure that cash on hand, funding received and bank balances are kept accurate, secure and intact, and are reconciled regularly.
Manage suppliers and services providers in liaison with supply chain to preserve good name and image of the organization
Thorough review of accounting transactions and documents before processing
Monitor adherence to internal controls, audit procedures, World Vision International Field FM and donor regulations
Liaise with appropriate World Vision Support Offices and other donors regarding financial and accounting issues in order to keep an up-to-date relationship with relevant stakeholders.
Prepare reconciliations and follow up unsettled travel and business advances of grant staff and perform account allocation on monthly basis
Attend devotions, staff chapel and day of prayer.
Perform other related duties assigned to enhance World Vision LESOTHO ministry