The Grant Accountant will
be responsible for the project budgeting and financial reports for different
donors grants and Sponsorship be it monthly, quarterly, semi-annually or
annually, KPI reports for Quarterly Regional reporting and Cost recovery
analysis and monitoring. The role is also
responsible for management of the corporate financial information system at
Country Office in relation to projects processes and ensure donor’s compliance
during acquisition, management and Reporting.
Responsibilities
System management
·Monitor Projects set up in the
system, ensuring all projects are set in a proper manner.
·Manage and oversee all grants
Data entry into SAP whilst working closely with respective Grants Accountant
and Project Accountants.
·Review and ensure all data in
the corporate Grants Monitoring reports is accurately entered.
·Develop tools to remind and
facilitate all projects related reporting including audit reporting, donor
financial reporting, management reporting, Grants monitoring corporate
reporting and cost recovery reporting to ensure quality and timely submission
of information for management decision
Budgeting
·Work with Head of Finance on new grants budget development to ensure projects are full costed in a
proper manner from initial proposal stage.
·Work closely with Finance Head
of Finance on annual budgeting process.
·Monitor approved budget and
budget in system to tally at all times.
·Facilitate timely development,
mapping and amendments of projects in the system to allow smooth implementation
Reporting
·Prepare/ review donor
financial reports as will be allocated by Head of Finance.
·Prepare BvA for active
projects both Grants and Sponsorship to track the overall budget performance.
·To Prepare various reports
during the month and at the end of the month for management review and decision
making this includes Cost Centre Reports, Cost Recovery Reports, Data cleaning
Reports, Internal and External Vendor Report, Commitment Report.
·Participate on quarterly KPI
reporting on finance, projects and grants.
·Monitor approved budget Vs
Spending and commitments
·Retrieve Commitment reports
and ensure there are no outstanding commitments for POs which having created in
the pasts with a gap of two months from date of reporting. The commitments
should be communicated to the respective Procurement staff and Finance staff
for further investigation and action. Hence, sharing SAP Help cards for
clearing commitments to ensure nil commitments. The same must be done two or
three months before the end of any project.
·Participate in posting and
analyse of income received from donor/National offices.
Cost Recovery
·Manage
cost recovery efforts on projects especially apportioned cost
·Work
with input and control team to ensure smooth end to end process on cost
recovery within the organisation ensuring there is a fair share allocation of
administration cost between projects
·On
monthly basis analyse the status of Cost Recovery for both PU shared and
Apportioned cost and provide technical advice as appropriate
·Enhance
Cost Recovery awareness within the organisation for both Finance and none
Finance Colleagues.
Project Start up, Implementation and Closure
·Participate in projects audits
and Audits by providing the necessary reports information’s as needed.
·Support audit by ensuring all
supporting documents required are traced and kept ready for auditors' review by
ensuring they are stamped paid, the documents are sufficient and reliable.
·Update the Project List &
Grant Numbers and share with all Finance & Procurement for their records.
·To work with various national
offices (NO) for grants closure purpose.
·To participate in various
meeting with National Offices relating Grant compliance, Grant remediation, financial
report feedback, audit report feedback for Grant projects.
·Fully
participate on projects start-ups and closure for project not allocated to
Specific Zones ensuring all the requirements are understood by the project
teams for smooth implementation.
