Position Title: Finance and Grants Manager
Location: Harare
Supervisor: Financial Management and Operations Director
Basic Summary of Functions:
Reporting to the Financial Management and Operations Director (FMOD), The Finance and Grants Manager will perform month-end tasks making sure weekly cash requests are done – payroll, labor allocation, balance sheet reconciliations, and shared management administrative costs allocation. S/he will coordinate month-end close, including coordination of IPRs and financial dashboards, and be responsible for subgrantees’ documentation, consultant contracts, and other agreements. S/he will provide professional expertise and technical training to sub-partners on various sub-award topics, ensuring full compliance with donor regulations and FHI 360 policies.
Duties and Responsibilities:
Financial Reporting and Budget Management:
Monitor internal budget of expenditure and provide monthly reporting to the Director of Finance.
Prepare monthly financial reports for submission in accordance with FHI 360 directives.
Prepare pipeline reports and budgets for the project.
Maintain/oversee the preparation of day-to-day office accounts including the periodic review of internal control process and recommend improvements.
Review all budgets for compliance with USAID and FHI360 standards and accuracy.
Assure effective Payroll Administration.
Review of all procurement packs to ensure they meet the cost principles guidelines and are in line with FHI360 procurement guidelines.
Prepare Bank reconciliations as well as Balance sheet accounts reconciliations.
Ensure the month-end close is done according to FHI360 timelines.
Ensure audit findings are addressed, and coordinate with the team during internal audit.
Assist all staff to correctly interpret and apply FHI360, USAID, and Project policies, systems, and regulations related to finance and budget management.
Any other duties as assigned by the supervisor.
Office management.
Plan, organize and oversee the multi-functional provisions of procurement, logistical, and administrative support for Harare Office.
Grants Management
He/she will be responsible for the entire grants process from coordinating and consolidating scopes of work, sub-award solicitations, and cost negotiations to close-out. This will include preparation of sub-award packages, execution, monitoring, and overall administration.
Coordinate issuing of sub-awards, and other contractual arrangements for the MNCH project.
Provide leadership and oversight for grants and contracts management on the project.
Support development and management of grant management systems and processes required to support activity implementation, ensuring compliance with USAID rules and regulations, contract requirements, FHI 360 policies, and host government laws.
Maintain financial, grants, and/or administrative reporting and tracking systems for grants and provide related performance updates on activities.
Works closely with FHI 360 Contract Management Services during the submission and approval process for sub-award packages.
Assist implementing partners with improving systems in response to Special Award conditions and to track the implementation of Special Award Conditions (SACs) that are included in each award agreement.
Assist with financial reporting of the implementing partners and timeliness of the reports.
Assist in converting proposal and application budgets into Sub-award Financial Report budget format or payment and deliverable schedule.
Assist in the review of grantee financial reports and provide feedback for appropriate corrective action.
Develop and maintain tracking systems on other identified sub-recipients compliance issues.
Provide training and orientation to sub-recipients on donor rules and regulations and the organization's policies and procedures.
Train and mentor relevant project staff and implementing partners on managing and monitoring sub-awards.
Ensure the effective start-up and close-out of all sub-grants.
Travel and Logistic Support:
Provide travel and logistic support for the implementation of activities, especially provincial.
Conduct regular field visits to Partners (at least 1 visit per quarter per Partner) to provide one one-on-one technical assistance, financial and administration support, and spot checks.
Ensure budget line items are not overspent and align to approved project activities.
Ensure adherence to the travel policy of the organization. Ensure travel liquidations on a timely basis.
Work closely with the prime partner for the organization of workshop and training events.
Fixed Assets Management:
The Finance & Grants Manager will work with the logistics Officer and provide oversight and guidance with regard to Assets Management:
Prepare and update a Fixed Assets register as per USG requirements.
Ensure compliance with the branding plan as per USG rules & regulations.
Work with the logistics Officer and IT to ensure that assets located in the field are tracked.
Including assets in the other office, and ensuring they are functional.
Ensure that the logistics Officer is constantly updating the assets register with newly purchased items.
Prepare disposition Reviews country office plan for all redundant assets which must be approved for write-off by USAID.
Knowledge, skills, and abilities:
Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.
Ability to develop effective work plan and priorities in order to meet business objectives.
Demonstrated expertise in building effective relationships with key internal customers and other key stakeholders.
Demonstrated expertise in negotiation, conflict resolution, and stakeholder management.
Demonstrated knowledge of pricing, contract negotiations, policies, and procedures.
Good analytical, numerical, and problem-solving skills.
Ability to adapt easily to changing needs and patterns of work.
Good report writing and documentation skills.
Proficiency in FHI 360 financial reporting systems (GFAS, DPA etc)
Proficiency in Microsoft Office applications such as MS Word, Excel, and PowerPoint.
Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
Ability to intervene with senior staff with diplomacy and firmness.
Ability to travel a minimum of 25%.
Qualifications and Experience:
A minimum of a degree or equivalent in Finance or Accounting or Administration.
A minimum of 7 years experience in financial management, with a minimum of 3 years direct work experience in grant management and administration.
CA/CPA/ACCA or any other relevant professional accounting qualification is required.
Minimum of 3 years in a supervisory role with experience in financial management and reporting.
Experience in managing grants under USAID is strongly preferred.
Experience in comprehensive management of business support and compliance functions.
Training skills are strongly preferred.
Knowledge of auditing standards as they apply to the effective management of multi-year donor funds is required.
Broad conceptual judgment, initiative, and ability to deal with a wide range of finance issues.
Excellent communication skills (oral and written) in English.
Proficient computer/ software skills, including a strong command of Microsoft Word and Excel
Willingness to travel to partner sites as needed.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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