Finance and Grants Officer

2 weeks ago

Pretoria, South Africa FHI 360 Full time

Job Description

The Finance and Grants Officer will be responsible for the program financial and grant management and ensure compliance with FHI 360 and USAID financial procedures, rules and regulations. She/he will assist with budget development, financial reporting, monitor program expenditures and maintain financial filing systems. The Finance and Grants Officer will support sub-awardees in strengthening their financial management and compliance systems. She/he will oversee the review of sub-recipient financial reports and ensure timely sub-recipient advance and liquidation processes. The Finance and Grants Officer will work with the Finance Manager to ensure that sub-recipient questioned costs and audit findings are addressed timeously.

Position Responsibilities:

- Perform sub recipient pre-award assessment process and oversee the award negotiations of selected sub-recipients as well as preparation of award letters and negotiation memorandum
- Review critical sub award terms and conditions with sub recipients to ensure they have full
- understanding of the sub award agreement
- Facilitate and ensure sub award contracts are fully executed prior to commencement of activities and release of funds to sub recipients
- Manages contract set-up in the contract management and/or financial management system.
- Develop Subaward monitoring plan for each sub recipient
- Prepares sub award obligations and de-obligations, modifications and other relevant documents for review by Finance Manager.
- In collaboration with the CO Finance Team, prepare and manage the audit process, internal and external audits
- Management of sub-recipient monitoring schedules based on risk and ensuring the tracking of mitigating support as well as ensuring that corrective actions are taken
- Sub-recipient pipeline analysis
- Coordinate the onsite and offsite compliance as well as financial management technical assistance plans for all sub-recipients
- Management of financial capacity development plans for all sub-recipients and ensuring required mentoring is conducted
- Ensure practical mentoring sessions are conducted and documented based on financial capacity development initiatives undertaken for sub-recipients
- Coordinate the development and revisions of relevant finance related training materials, tools and resources for sub-recipients as well as facilitating the relevant training sessions
- Management of timely sub-recipient advance and liquidation process
- Prepare payment and travel advance vouchers and reconciliations of the travel expense reports
- Coordination between departments to ensure sub-recipient questioned costs are addressed timeously
- Ensure SFR, OCIA, internal control and other systemic findings are addressed and fixed timeously
- Ensure sub-recipients and contractors comply with terms and conditions in the signed contracts/subawards
- Initiate and administer yearly contract and sub-award modifications and approvals such as lifting of specific conditions, scope adjustments, personnel changes, budget re-alignment, performance period and all related changes of sub agreements
- Monitor and ensure compliance with all USG Rules and Regulations
- Ensure that all grant related documentation including reporting, deliverables and related financial/technical documentation are updated, completed and properly filed
- Work with the technical team on seamless start up and /or close out processes of sub-awards

Minimum Requirements:

- Bachelor’s degree in Finance/Accounting with 5-7 years of experience with subaward administration and compliance for USG-funded projects (USAID/PEPFAR preferred); or master’s degree with 3-5 years of experience with subaward administration and/or compliance for USG-funded projects (USAID/PEPFAR preferred).
- Familiarity with or knowledge of USAID-funded projects and grants management policies and procedures. Previous experience working with USAID or PEPFAR supported program is highly desirable.
- Knowledge of generally accepted accounting, budgeting and fiscal control theory and practices.
- Budget monitoring and general ledger skills.
- Relevant software skills including automated accounting software, database spreadsheets and Management Information Systems.
- Familiarity with South Africa public health sector, non-governmental organizations (NGOs)
- Strong project management and time management skills.
- Demonstrated experience managing large volumes of high-value subawards with local partners.
- Ability to respond to inquiries independently and follow-up on requests in an efficient manner with mínimal supervision and manage high volume of workflow efficiently.
- Ability to work collaboratively, productively, and sensitively within a multidiscipline, multicultural environment.
- Ability to supervise the finance team and create and manage team schedules
- High degree of proficiency in written and spoken English communication.
- Well-developed computer skills.

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