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UG-Grants Finance Assistant

Job Details

Kampala - Central Region, Uganda
Full-Time
Up to 25%
Finance

Description

JOB SUMMARY                                                                                                                                                                                                                                

Responsible for supporting the Grants Finance Manager in monitoring specific grants as per assigned portfolio

 JOB RESPONSIBILITIES                                                                                                                                                                                                             

FOCUS AREA

WEIGHT (%)

KEY RESPONSIBILITIES

Grants Financial planning and management

20%

  • Support during proposal budget development per donor guidelines, project needs and in accordance with the organizational funds’ requirement.
  • Actively participate and facilitate in project kick off meetings (PKM) to ensure financial aspect and compliance obligations/requirements of projects are fully understood.
  • Facilitate grant closure procedures and monitor compliance to grant closure steps.
  • Ensure the grants are closed out in the accounting system ensuring a match with final reports.
  • Maintain and update folders on teams for all grants documents and reports

Grant Compliance, Information Management, Administration, and Capacity Building

20%

  • Ensuring report deadlines, reviews and closure information is disseminated to relevant staff in a timely manner.
  • Maintain updated soft and hard files for approved grants and special projects detailing: Agreements and donor regulations, Approved budget and proposals, financial reports sent to donors, and any other grants correspondence.
  • Review and understand donor agreements to serve as focal person for donor rules and regulations.
  • Support during trainings for relevant staff on donors’ procedures, requirements and compliance regulations.
  • Actively participate in all grants specific audit/ assessments and follow up on recommendations to ensure full implementation.
  • Assist in the design, development, and oversight of grants management policies, procedures, and practices.

 

Grant financial reporting, monitoring, and accountability

25%

  • Manage the preparation of monthly Budget vs. Actual (BVA) reports for each grant and ensure their timely distribution to all budget holders and key program personnel.
  • Coordinate the monthly grant BVA monitoring meetings with program and Finance teams at the country office and field locations and ensure documentation and follow-up on any action points.
  • Support budget revisions in line with donor regulations and provide recommendations for realignments for negotiation.
  • Liaise between programme staff and other departments to ensure that all deliverables are completed within the grant period.
  • Participate in grant monitoring visits to field locations to ensure program implementation is as reported and to check specific donor compliance requirements.
  • When required, participate in the planned donor monitoring field visits and report on the findings.
  • When required, participate in donor and stakeholder meetings and visits as required.

Grant income and receivables management

10%

  • Prepare donor invoices and request for cash disbursements from donors as per the project agreements.
  • Prepare field fund requests and confirm the availability of funds for monthly field requests.
  • Prepare monthly donor receivables and payables schedules.
  • Set up new grants budgets in the accounting system and ensure all budget amendments are affected in the system.
  • Ensure that allocated costs are charged to the grants according to the donor-approved budgets.
  • Ensure payroll charges for assigned grants are accurately captured.
  • In close coordination with the other finance staff, ensure the accuracy of data held in the accounting system.

Donor reporting

20%

  • Ensure preparation of accurate and timely financial donor reports per donor requirements.
  • Ensure issues identified at reporting are communicated to relevant stakeholders.

Others

5%

Any other duties that may be assigned from time to time

Qualifications

EDUCATION, LICENSES, & CERTIFICATIONS                                                                                                                                         

  • A Degree or equivalent experience in Accounting, Business Administration, Commerce, or Finance or a Diploma with 5 years’ experience.
  • Minimum Level 2 progressive stage in accounting certification is required.

 EXPERIENCE                                                                                                                                                                                                     

  • Minimum 5 years of progressive experience in Finance & Accounting
  • Experience working with INGOs is an added advantage

 KNOWLEDGE, SKILLS & ABILITIES                                                                                                                                                            

KNOWLEDGE

  • Knowledge of Generally Accepted Accounting Principles
  • Knowledge of preparation donor donor-specific financial reports for different donors (UN, EU & USAID preferred)
  • Knowledge of ERP systems and computerized accounting software such as Sage, Unit4, etc.
  • Knowledge of UN, USAID & EU donor requirements and regulations would be an added advantage

SKILLS

  • Skilled in using ERP system to process financial transactions
  • High degree of analytical and financial reporting skills
  • Proficiency in MS Excel
  • Strong administrative skills in managing documentations and project funding information
  • A good command of both written and spoken English, with strong interpersonal skills

ABILITIES

  • Ability to respond to tight deadlines and changing priorities
  • Ability to maintain detailed records with high accuracy
  • Highly organized and pays attention to detail
  • Ability to act with integrity and maintain the highest ethical standards
  • Ability to maintain confidentiality of highly sensitive information
  • Ability to support MTI Calling and adhere to the MTI Code of Conduct

 

PHYSICAL CONDITIONS                                                                                                                                                                                

This position may require occasional travel to health facilities located in remote areas with very basic living conditions.

 

NOTE:

The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job.  It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position.  Duties, responsibilities and skills are also subject to change based on the changing needs of the job, department or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

 

Medical Teams International is an equal opportunity employer and  DOES  NOT  at any stage of the recruitment process (application, Shortlisting, interview meeting, processing, reference verification, training) request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please note that under  NO  circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.

Medical Teams International is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment process includes extensive reference and background checks, self-disclosure of prior issues regarding sexual or other misconduct and criminal records and our values are a part of our Performance Management System.

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