JOB SUMMARY

The Grants Finance Officer  contributes to the calling of Medical Teams International by supporting the Grants & Finance Manager in monitoring specific grants as per assigned portfolio.  Second layer of project-specific approval of each posting done within portfolio. Maintain and review project general ledger.

JOB RESPONSIBILITIES

Grant Budgeting and Planning

• Coordinate with program teams to prepare donor-compliant budgets and per the organizational funds’ requirements.
• Analyze budgets to ensure consistency, quality, and coherence between narrative and budget proposals.
• Review the accuracy of project cash flow forecasts/ instalment plans.
• Participate in project kick-off and ensure financial aspects and compliance obligations/requirements of projects are disseminated to relevant stakeholders.
• Participate in project close-out processes and ensure grant projects close out procedures are done according to the donor guidelines and that grants are closed out in the accounting system, ensuring a match with final reports.
• Setup new grants budgets in the accounting system and ensure all budget amendments are affected in the system.

Grant Compliance & Audit Support

• Maintain grant documentation, agreements, and correspondence, ensuring grant files/ folders are updated timely with new grant-related documentation/ information.
• Support internal and external audits and follow up on recommendations to ensure implementation.
• Provide training to staff on donor requirements and finance procedures.
• Analyze and Interpret donor agreements to serve as focal person for donor rules and regulations

Donor Financial Reporting & Monitoring

• Prepare and manage monthly Budget vs. Actual (BVA) reports for each grant and ensure their timely distribution to all budget holders and key program personnel.
• Coordinate the Quarterly 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.
• Review BVA reports and assess the need for and support budget revisions and realignments.
• Liaise with field teams to monitor grant spending and compliance.
• Ensure the preparation of accurate and timely financial donor reports per donor requirements and ensure consistency with data held in the accounting system.
• Conduct grant monitoring visits to field locations to check the progress of project implementation and to review specific donor compliance requirements

Donor Income & Expenditure Tracking and Review

• Review expenses to ensure costs are charged to the grants according to the donor-approved budgets.
• Review the payroll/labour distributions schedule across funding sources before their application, and ensure that payroll charges for assigned grants are accurately captured
• Prepare donor invoices and requests for cash disbursements from donors as per the project agreements.
• Track unpaid donor invoices and follow up to ensure timely payment/ reimbursement is made by the donors.
• Prepare monthly donor receivables and payables aging schedule.
• Review grant fund requests from field locations and programs and confirm availability of funds for monthly field requests.
• Review transactions posted in the accounting system to ensure they are accurately captured and to ensure that they are within the project budget and follow donor regulations.

Donor Communication & Stakeholder Engagement

• Act as the finance liaison for assigned grants.
• Represent finance in donor and stakeholder meetings.
• Coordinate financial information for donor field visits and participate in field visits when required.

Sub-Grantee Monitoring

• Participate in Partner Capacity Assessments and Due Diligence reviews for potential sub-grantee organizations to ascertain the strength of the partners’ financial and internal control systems.
• Review partners/ sub-grantee budgets to ensure accuracy and adherence to donor guidelines.
• Review partner/ sub-grantee financial reports for accuracy.
• Conduct detailed expenditure verification on liquidations to ensure adherence to agreement guidelines, donor requirements, and identify areas of capacity building
• Follow up and ensure timely funds disbursement to partners/ sub-grantees per the partnership agreement
• Support partners/ sub-grantee financial capacity building.

Team Supervision & Training

• Supervise and evaluate the performance of the Grants Finance Assistant.
• Provide on-the-job coaching on financial policies and tools

Other Duties

• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.
• Additional duties as assigned.

Required:

• Bachelor’s Degree in Accounting & Finance, Business Administration, Economics or Commerce.
• Minimum Level III progressive stage in CPA Certification or Level II ACCA
• .

Preferred:

• Master’s Degree in Business Administration, Accounting, Finance, Economics.
• Full Chartered Accountant or CPA.

EXPERIENCE

Required:

• Minimum 5 years of progressive experience in grants management
• Experience overseeing multi-donor project funds

Preferred:

• Experience working with INGOs.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge:

• In-depth knowledge of Generally Accepted Accounting Principles and relevant donor requirements
• In-depth knowledge of preparation and presentation of financial statements and audit practices
• In-depth knowledge of ERP systems and computerized accounting software such as Sage, Unit4, etc.

Skills:

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

Abilities:

• Commitment to Medical Teams International Calling Statement and Core Values
• Ability to respond to tight deadlines and changing priorities
• Ability to maintain detailed records with high accuracy
• Highly organized with good quantitative ability
• Ability to act with integrity and maintain the highest ethical standards
• Ability to maintain confidentiality of highly sensitive information
• Ability to work collaboratively with others
• Ability to travel to remote or challenging locations

PHYSICAL CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder.
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee may occasionally lift and/or move heavy items
• Seldom to occasionally positions oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and 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.