World Vision International

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Grants Accountant

Job Description

GRANTS ACCOUNTANT

Group:

Integrated Programs Department

Location:

ADP

Reports to:

Program Manager, Program Accountant (Technically)

Provides supervision to:

Effective Date:

Grade Level:

Financial Authority / budget:

(amount controlled/impacted by the position)

Purpose of the position:

To facilitate implementation of grants finance activities in line with World Vision LESOTHO internal controls and Field Finance Manual standards, to enhance stewardship of resources in achieving child well being outcomes.

Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others.

Major Responsibilities: (please define in output format – 1-10 things of what you expect to see as a result of this position)

 

Key Outputs/Responsibilities

(Accountabilities and results)

Weight

%

1

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.

 5

2

STEWARDSHIP, ACCOUNTABILITY AND QUALITY FINANCIAL MANAGEMENT

 

Quality Checks:

  • 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

 

10

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).

10

Budget Management:

  • 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

10

Funding Management:

  • 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.

  • Consolidation of monthly funding requests and their timely submission to the national office

  • Prepare funding cashflow forecast to ensure adequate cash is available every month

10

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.

 10

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

5

Cash and Banking:

  • Monitor cash balances for smooth running of the grants activities every day

  • Update list of bank signatories in a timely manner

 5

Capacity Building:

  • 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

 5

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

5

3

RECORDING AND REPORTING:

  • Prepare monthly financial analytical statements showing expenditure trends and otherwise, present them to program management and staff and investigate any exceptions for purposes of taking corrective action to address errors and omissions.

  • 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

 10

4

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

10 

5

GENERAL AREAS:

  • Attend devotions, staff chapel and day of prayer.

  • Perform other related duties assigned to enhance World Vision LESOTHO ministry

5

Other Competencies/Attributes:

  • Must be a committed Christian, able to stand above denominational diversities.

  • Participate in daily devotions and weekly Chapel services.

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • Minimum Educational level required: Bachelor of Commerce Degree in Accounting or related field.

  • Preferred Educational Requirement: Bachelor of Commerce Degree in Accounting or related field.

  • Technical Training qualifications required: Professional technical skill desired

  • Experience: 3 years of experience in Accounting field

  • Technical skills:

  • Grants management certification.

  • Experience in managing donor funds.

  • Good planning and organizational skills.

  • Ability to maintain effective working relationships with all levels of staff and public.

  • Commitment to World Vision Core Values and Mission Statement.

  • Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

  • Other: Working Knowledge of Accounting Packages required.

Working Environment / Conditions:

  • Work environment: Office-based with frequent travel to the field and national Office

  • Travel: 5% Domestic/international travel is required.

  • On call: 10%