Grants Finance Assistant job at Medical Teams International | Apply Now

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