Job Description
AAS/GA/18/002
Department
Finance
Reporting to
Head of Finance and Grants
Duration
3 Years Renewable
Closing date
8th June 2018
Position Overview
The Grants Accountant is responsible for preparing programmes financial statements, maintaining cash controls, providing financial reporting and analysis to the AAS. The incumbent performs post-award grant administration and related accounting duties working closely with the Academy finance team in carrying out financial management, budgeting, compliance of grantees, reporting to funders and conducting variance analysis.
Principal Duties and Responsibilities;
Financial Planning, Budgeting and Grant Analysis
Initiate the process of planning and developing budgets for new grant proposals and ensuring grantees’ budgets are aligned to AAS policies as well as donor requirements
Work with the programme managers and the Head of Finance in reviewing and approving budgets submitted by grantees and ensure financial analysis and forecasting is done to aid in decision making
Offer the technical backstop to grantees and ensure they are equipped on how to develop budgets and budget narratives for grant application
Grantee Assessment and Capacity Building
Assess the financial capacity of new grantees in-order to mitigate against financial risks and losses to the Academy by reviewing their internal controls, identifying areas of weakness and advising accordingly during site visits
Support programme managers in the granting making process, ensuring grant agreements are well executed
Grant Monitoring and Financial Reporting
Promote accountability of grants processes, funds and compliance to funders’ requirements. Ensure adherence to reporting timelines by developing and maintaining a grant tracking database to monitor the flow of grants from the time full grant documentation is received to the time the first payment is made
Verify reported expenses to ensure they are allowable, allocable, and reasonable by maintaining a comprehensive timetable for grant financial reporting from grantees to the funders and follow-up to ensure adherence of reporting timelines
Provide financial backstopping to grantees when implementing grants to achieve set objectives. Review of grantees reported expenses through cross examination of expenses and providing feedbacks
Analyse financial transactions to ensure that they are correctly charged, and financial positions provided to funders are a true and fair representation of financial position. Support the Head of Finance in reviewing and consolidating grantees financial reports for grants within specified funder formats, ensuring accuracy and compliance with funders’ requirements
Advise the programme managers and the management on current financial status by ensuring accuracy and correct coding of financial transactions and reconciliations of grants financial reports in the financial system
Facilitate smooth, prompt (timely), and quality implementation of grants by preparing adhoc operating reports, analysis and financial statements from general and subsidiary ledgers for Management consumption
Facilitation of Grant Audits
Mitigate financial risks by ensuring internal controls are put in place by providing support to the development and implementation systems and streamlining processes within the finance functions
Support the audit process by addressing issues raised in audit exercises and following up on audit recommendations to ensure they are implemented
Implement best practices on grant closure procedures and monitor how effectively high-risk grants and contracts follow comprehensive grant closure steps to ensure proper standards are upheld in management of grants
Fund Disbursement and Financial Accounting
Process and disburse funds to grantees by ensuring funds are available in order to facilitate smooth implementation of projects. Monitor bank balances to ensure timely inter-bank transfers and healthy cash flows are maintained
Prepare monthly bank reconciliations and maintain accurate and updated records of bank correspondences, bank Instructions and confirmations
Promote accountability through accurate posting of financial data and correctly coding of expenses in the financial system. Ensure financial processes are adhered to for true and fair reporting; including examination of physical documents, conducting accuracy tests
Monitor and initiate the negotiating with banks for fixed deposits placements, and other Investments and monitoring on expiring FDRs
Participate in committees as assigned in the execution of its duties and mandates and advise the procurement committee on financial matters
Academic Qualifications
Bachelor’s degree in Finance/Accounting or related field
Professional Qualifications
Complete professional qualification in CPA-K/ACCA;
Member of the Institute of Certified Public Accountants of Kenya.
Knowledge and Experience
At least 5 years’ relevant experience in finance management with at least 2 years in grants accounting working with multi-national funders
Working knowledge of grants accounting and financial management systems
Advanced excel and analytical skills (Dashboard reporting, Power BI)
Experience in sub-grantee management and capacity building
Skills and Attributes
Ability to outline and communicate effective objectives and action plans
Good analytical ability and numerical skills
Demonstrate a high degree of sensitivity, confidentiality when dealing with internal and external customers
Innovative and able to take initiative
Have a high sense of accuracy and attention for detail
Have good problem analysis and reporting skills
High moral standing with impeccable integrity
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