Title: Grant Accountant
Reports to: Finance and Administration Manager
Purpose of the Position:
To perform grant accounting and budgetary functions for the ENSURE Grant, or other assigned grants, and ensure that there is conformity with World Vision International reporting requirements and the stringent compliance standards established by the donor or government or regulatory agency to minimize incidences of any disallowed costs and/or significant expenditure variances.
Financial Planning and Management
Work with SO managers and officers to come up with grant budgets that support program designs, and are in line with the WVZ budgeting guidelines, specific donor guidelines and formats and Support office recommendations.
Translate donor budget formats to LEAP budget format (or any future standard budget that WVI may recommend), and post the full budget into the planned budgets screen of Sunsystems for donor reporting purposes.
Communicate with the Support Office on PBAS commitments and, as soon as possible, advise the Finance and Administration Manager of any challenges in getting the commitments on PBAS for his/her support and follow up.
Analyse PBAS commitments and prorate them against the grant life budgets for uploading into the PBAS budgets screen of Sunsystems for WVI internal reporting and cash flow management purposes.
Design and implement a spending tracking system to make sure all expenses are within budget before signing any requisition.
Participate in FFR review meetings with SO managers giving advice of any deviations from planned spending, with recommendations for corrective actions to avert variances that are outside of the donor flexibility rules.
Review monthly balance sheet ledger reconciliations and analyse and follow up for clearance, any balance sheet items (for example, employee150 accounts, sub grantee accounts, amounts in accruals account, prepayments/deposits and any program receivables) that relate to the assigned grants.
Prepare and/or review coding on vouchers (journals and payments vouchers) for valid account, cost center, donor combinations and if not the originator, recommend necessary adjustments to the originator.
Design specific donor reports in Vision Executive, and produce timely and accurate financial reports that meet the various donor reporting specifications; interpret the report to SO managers, officers and other internal stakeholders.
Share the reports after internal reviews, with the Support Office and/or donors, depending on the grant funding structure.
Analyse and reconcile the donor reports, the Sunsystems ledger and other WVZ internal reports, and address any variances on a monthly basis.
Donor Compliance Management
Advise the Finance and Administration Manager and SO managers, officers and key stakeholders of key grant contractual clauses, and ensure that all transactions and business processes do not violate those clauses.
Maintain a file of all key grant documents, and make sure they are easily accessible whenever needed.
Facilitate internal and external audits and donor compliance visits/assessments as may be required in any grant agreement.
Monitor sub grantees, if any, and ensure that they meet all conditions of the sub agreement and the general donor requirements, including timeliness of reports, quality of reports, sound business processes and adherence to own policies and procedures.
Participant in National Office and GC audits as may be required.
Design, produce and interpret management accounting reports that can be shared with local management for local decision making and value addition to WV operations.
Advise SO managers on cost cutting measures in a bit to achieve efficiency and increase resources impact on beneficiary communities.
Leadership, Personnel and Capacity Building
Set performance objectives with subordinates and give regular feedback, with formal reviews every six months, or as may be prescribed by P&C from time to time.
Identify capacity building needs for staff, and recommend necessary trainings or studies, whether self-funded or by WV, in line with existing policies.
Conduct on the job grants financial management trainings for subordinates and non-Finance personnel working on the grant.
Manage employee leave days in line with WVZ leave management standards
Administration and Supply Chain
Maintain a program specific asset register, and ensure that it agrees with both the ledger and the master assets register maintained by the Administration Department. This can be achieved by doing quarterly asset reconciliations, which should be signed off by the Finance and Administration Manager and filed.
Participate in tender meetings and/or processes that relate to the grant.
Ensure compliance with WVZ guidelines, and the FFM on grant start up and closeout procedures.
Knowledge and Skills:
A first degree in Accounting or Finance. A professional qualification such as ACCA or CIMA will be an advantage.
Minimum of 5 years relevant experience in a finance role in NGO environment.
In-depth working knowledge of accounting software packages, especially Sun Systems, Vision XL and Vision Executive.
Excellent computer literacy skills, especially in MS Excel.
In-depth working knowledge of Generally Accepted Accounting Principles (GAAP) and the WVI FFM.
In-depth working knowledge of grant accounting.
Knowledge of how to prepare, review, and present financial statements and financial reports.
Good analytical skills.
Ability to understand connections between financial and operational issues.
In relief situation, knowledge of Sphere, Red Cross and NGO Code of Conduct and standards.
Ability to ensure high level of quality and customer service
Ability to handle financial information effectively.
Ability to facilitate appropriate information flow amongst staff
Ability to lead long and short-term planning
Ability to respect and relate appropriately to people of other faiths