The Opportunity
The Senior Finance Project Lead will be responsible for coordinating grants management, and contract matters to ensure the timely and effective implementation of institutional donor-funded project activities. S/he will be working closely with Program teams, Program Units, Grants, and the Finance team. As a controller team member, the position also includes supervisory responsibility for Finance Coordinator and Grant Finance team.
Accountabilities for the role
Budget Management and Monitoring
- Assist in the preparation of the annual grant budgets, monitor the impact of operation plans upon existing grant, analyse and advise CFM concerning appropriate actions to be taken;
- Reviews grant Project Outlines and PO modifications before CFM’s validation and CFM approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/NO.
- Review mapping and Grant PO account lines are attached to FAD monthly before closing the SAP.
- Ensure budgets for grants are uploaded in SAP.
- Reviewing cost recovery budgets in all Project Outlines (POs) and ensure that both direct shared and overhead costs relating to Grants are timely recovered or charged.
- Share with the CFM cost recovery tracker on monthly basis (salary distribution, shared direct and apportioned cost).
- Support PDM and CPM in proposal budget development and ensure shared and apportioned cost are in each proposal and within country cost ratio.
Financial Reporting and Analysis
- Monitor actual grant expenditures against approved line items on monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NO where appropriate.
- Tracks monthly grants expenditure and issues/problems regularly and reports to CFM as appropriate and on time.
- Reconciles GH grant spent reports with country reports and issues arising from this are reported/dealt with appropriately.
- Prepare monthly adjustments of the grant indicative funding and submit to CFM.
- Analysis and reconciles grant expenditures vs. budget accurately. Generate monthly, quarterly, yearly and ad-hoc grants financial reports as required in donor, function and local currency.
- Review monthly Grant financial reports as submitted by Finance Coordinator for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
- In charge of timely preparation of quality Donor reports and submitted for review and sign off on monthly basis. Provide Timely feedback to National Offices/Donors on all Financial Report queries
- Ensure that the Grant Coordination Team is kept informed about the status of all grant lines by preparing a monthly report on the status of the grant.
- Maintain accurate timesheet for all grants programs as per the donor requirements
- Ensure that all assigned grants and sponsorship-funded projects are charged with correct fair share and apportioned costs.
Systems management and reporting
- Supervise Grants Finance Accountant performing grant budget upload in SAP. Ensure Timely upload original budgets and subsequent changes for all projects.
- Review accuracy of SAP and ensures consistency with donor reports and SAP and submit the log sheet (tracker) to GH on monthly basis.
- Reviews Grant budget entries in SAP and keeps records of budget modifications on file.
- Maintain sound cash controls on all donor specific bank accounts and ensuring they are reconciled on a monthly basis.
Treasury
- Liaise with Grants & Contract Manager on income collection of awarded grants.
- Ensure record keeping of income is updated and reconciled both Finance and Grants module.
Staff orientation on donor Compliance requirements
- Participate in project inception meetings.