Summary
Date Posted: Friday, October 13 2023, Base Salary: Not Disclosed

JOB DETAILS:
POSITION PURPOSE
Responsible for all aspects of grants finance management for Medical Teams Uganda country program, including financial planning, budgeting and proposal development, donor financial reporting, project monitoring, sub-grantee management, risk & compliance management.

KEY RESPONSIBILITIES
Grants Financial planning and management
15%
• Provide technical input in the preparation of all grant budgets to ensure that MTI delivers timely, accurate and competitive budgets which are in compliance with all donor requirements
• Facilitate the development of grant cash flows, ensure all budgets are fully coded in accordance with agreed convention and uploaded in UBW budget ledgers within the month of award
• Coordinate, or supervise and consolidate all donor cash flows/installments plans and overall monthly donor funding reconciliations
• Maintain grants calendar including reporting deadlines, grant opening, reviews and closure
• Liaise with the Finance Director to verify budget availability for release of funds to field offices
• Reduced grants risk exposure through compliance with MTI policies, donor and government regulations

10%
• Act as the risk management champion for the grants finance team by ensuring that the risk register is regularly updated, communicated clearly to the finance department, and that mitigation measures are fully implemented.
• Facilitate internal and external audits by facilitating the provision of all required information, responding to audit queries that may arise over the course of audits, and escalating complex, unresolved or other significant issues to the FD/CD/HQ Finance as appropriate.
• Track all audit findings and ensure implementation of all recommendations within 90 days after completion of audits.
• Ensure effective compliance with donor requirements by orienting staff on MTI and donor policies and procedures; Liaise with Program Team to monitor deviations from the planned activities and agreed input and outputs
• Act as the grants finance policy lead by ensuring MTI establishes and maintains a clear and up-to-date grants policy/framework which covers all aspects of grants financial management

Grant financial reporting and accountability
25%
• Ensure donor reporting requirements are accurately and effectively/timely met including supporting the Grants Finance Officers in the preparation of financial reports, reviewing prepared financial reports, analyzing the need for amendments and ensuring stakeholders are informed of their responsibilities.
• Support in timely preparation of budget performance analysis, coordinate regular review meetings with Program department and support timely and accurate budget revisions and updates as required.
• Review all grants related financial transactions to ensure that they are within the approved scope of project activities, MTI’s cost allocation principles and donor requirements and that they follow the financial procedures and FM requirements.

Grant income and receivables management
5%
• Responsible for the donor Funding reconciliation, cash receivables management through income & expenditure tracking schedule against all signed donor contracts, prepare donor invoices and request for the donor and field & Kampala office cash disbursements
• Custodian of the grant income, grants receivable & grants refundable general ledger accounts. Ensure proper tracking of these account balances and responsible for the preparation of periodic supporting schedules to facilitate financial audits

Donor engagement & relationship management
5%
• Participate in donor and stakeholder meetings and provide information about required key deliverables and strategies for implementation and give or share feedback.
• Act as the donor financial reporting focal person and ensure all financial reporting information between MTI and donors is effectively managed

Budget management & control
10%
• Facilitate budget control by ensuring that all Grant finance officers adequately review all costs to ensure that they are chargeable to grants for allowability
• Review Country Office and field financial documents on a monthly basis to ascertain the level of internal controls in the financial process and advise the Finance Director accordingly
• Conduct grant monitoring visits to the field and prepare and follow up the action plan to all grant findings.

Sub-Grantee Management
5%
• In charge of sub-grantee on-boarding, due diligence, and other risk management processes.
• Ensure sub-grantee component within MTI budgets are properly reviewed, and adhere to donor & MTI requirements.
• In charge of the sub-grantee financial monitoring processes, including review of sub-grantee financial reports and fund requests, activity tracking, and project closure.
• Design and implement sub-grantee capacity development and track activities against annual targets/KPIs
• Contribute to the development and implementation of the Finance Manual section on sub-grantee management

Document management & record-keeping
5%
• Ensure safe custody of all financial documents stored in the country office archive office, including smooth transfer of documents to and from the archive office.
• Establish and maintain procedures for safe keeping of all physical and digital copies of project files, including grant documents, financial reports, project audit/verification reports
• Maintain a record of all sub-grant files and ensure they are well labelled, fully updated with all contracts, submitted reports, governing clauses and all other relevant documents.

Staff performance management
20%
• Build a strong grants finance team in the areas of grants financial management, donor relations, budget management, financial analysis and reporting
• Establish and supervise all work practices including the provision of opportunities for orientation, training, development, and succession planning.
• Provide ongoing coaching and mentoring of direct/indirect reports to develop their capacity to ensure the attainment of departmental objectives.
• Coordinate professional and personal development of finance staff through proper orientation, on-the-job coaching, professional studies, identification of learning, training needs and opportunities (e.g. in accounting & finance, financial management, risk management, leadership, etc.);
• Provide feedback regarding performance against departmental objectives & KPIs

Qualifications
EDUCATION, LICENSES, & CERTIFICATIONS
• Bachelor’s degree in business administration, Commerce, Accounting & Finance or a related field is required; MBA is preferred
• Qualified/Chartered Accountant. Registration with a professional accounting body (e.g. ACCA, CPA)

EXPERIENCE
• Minimum 4 years of experience in grants financial management (accounting, budgeting, control and reporting) for a complex INGO with multiple funding sources; Experience managing large UNHCR, USAID, BPRM, ECHO, WFP projects is preferred
• Experience in drafting and developing well-articulated policies is highly preferred.

KNOWLEDGE
• In-depth knowledge of INGO accounting, including complex fund and grant accounting, compliance, and reporting
• In-depth knowledge of International Financial Reporting Standards and International Public Sector Accounting Standards
• In-depth knowledge of Uganda laws and regulations pertaining to financial management
• Knowledge of USAID, UNHCR, ECHO, WFP funding rules and regulations, financial reporting and disclosure requirements
• Knowledge of ERP systems and computerized accounting software. Knowledge of Unit4 financials is a distinct advantage, etc.

SKILLS
• Highly skilled in developing and implementing systems for grant monitoring and reporting
• Demonstrated leadership ability, team management, and interpersonal skills
• Highly organized and able to manage competing priorities to meet deadlines
• Excellent analytical and abstract reasoning skills
• Expertise in Microsoft Excel and computerized accounting software

ABILITIES
• Ability to explain financial terms in simple language
• Ability to maintain confidentiality of highly sensitive information and exercise extreme discretion
• Ability to act with integrity and maintain the highest ethical standards
• Ability to support MTI Calling and adhere to the MTI Code of Conduct


Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure

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