AFIDEP is looking to recruit qualified and experienced persons to fill the position of a Grants Accountant.
The successful candidate will be based at the Institute’s office in Nairobi, Kenya or Lilongwe Malawi.
About the position
To provide effective support to programmes implementation through management of programme funding and implementation systems and activities.
He/she will support pre-award financial proposal development efforts, set-up, and post-award management and monitoring of grants and contracts as well as project closure of project financial activities. In addition, he/she will provide support to project teams on compliance to donor rules and regulations providing budgetary oversights on project activities.
He/she will be required to build greater capability of the institute in grants and sub-grants management that is aligned with the institute’s program and partnership approaches.
Main Responsibilities
Project development & Resources mobilisation
Support the translation of project proposal and plan into financial plan.
Support project development budgeting process
Provide best practice models and tools to ensure exhaustive project costing and full cost recovery
Establish and develop effective working relationships with project stakeholders and develop funding projections for outstanding proposals/concept notes.
Compute, prepare and submit the annual indirect cost rate. Negotiate the rate with the applicable donor as necessary.
The officer should ensure timely reporting, correct interpretation of budgets, etc to ensure the institute maintains good relationships with donors.
Donor Accounting
Coordinates the accounting functions related to sponsored programmes and other restricted accounts
Reconciliation of donor statements
Timely and accurate donor invoicing
Timely donor reporting
Management of donor accounts and statements
Monitor all budgeted programme expenditures and manage a system for regular monitoring of budget expenses and associated variations.
Ensure adequate resources availability for programme implementation.
Programmes accounts management
Projects budgeting
Projects accounts maintenance
Projects reporting. Ensure that financial reports for funders are submitted in a timely manner.
Monitoring of grant budgets, expenditures and forecasts of future needs
Support to projects managers on projects administration and financial management
Maintenance of projects financial management documentation
Oversee the collection and maintenance of records on the clients of the Institute for statistical purposes according to confidentiality/privacy policy of the organisation.
Management of partners’ accounts
Partner statement reconciliation
Partners’ financial reports consolidation
Partners’ requests/claims verification and reconciliations before forwarding to for approvals
Maintenance of partners’ files and documentation
Establish and leverage partnerships with implementation consortia members and other stakeholders.
Project audit facilitation
Plan project audits as per donor and AFIDEP guidelines
Support execution of the audit
Maintenance of audit files and schedules
Custody of programmes contractual and transaction documentation.
Partners capacity building
Support partners in their financial management activities
Partners training and support
Regular monitoring of sub-partner budgets and expenditure levels ensuring compliance with contract agreements
Provide training & workshops to all grant stakeholders on how to more efficiently and effectively manage their respective grants in following policy, guidelines, and all applicable regulations related to programs.
Key Performance Indicators
Effective grant contracts administration
Up to date programme financial information
Proper and complete programmes documentation
Effective support to programme teams
Accurate and timely projects reports
Compliance with donor conditions
Complete cost recovery from programme activities
Effective overhead rate negotiations with donors.
Qualifications and Requirements
The candidate should possess a minimum of Masters’ degree in Business Administration with a Finance or accounting first degree.
Holders of professional accounting/finance qualification will be preferred
Minimum of 5 years of relevant experience in international non-profit organisation
Demonstrated experience in supporting international development programme activities
Proven experience in management of grants and grants contracts, working with and interpreting applicable donor rules and regulations.
Demonstrated experience in donor requirements of key donor organisations. Experience in using computerised accounting system.
Demonstrated skills in computerized accounting as well as MS office and internet;
Strong quantitative and analytical skills especially with long and many spreadsheets;
Critical thinking, with excellent writing and communication skills.
Additional official language such as French will be an added advantage.
Ability to work independently, take initiative, set priorities and see activities through to completion.
Meticulous and attentive to details with wide experience in management of budgets.
High integrity, hardworking and willing to go the extra-mile to meet deadlines.
Excellent interpersonal skills
Behavioural Competencies
Integrity and Ethics: High integrity and ethical behavior in all dealings and ensure that own behavior is consistent with AFIDEP’s values and standards
Professionalism: Demonstrates ethics, standards and expertise in all areas of work; highly cautious with etiquette and well groomed
Result oriented: Consistently meet set goals, focused and goal oriented. Proactive and responsive to staff and stakeholder needs
Cost consciousness: Develop new and innovative ways manage operations of the organization in a cost effective style
Team player/ Interpersonal relations: Establish and maintain positive working relationships with others, both internally and externally to achieve the goals
Confidentiality: Guarantee open communication and that information is shared with prudence and ensure confidentiality as appropriate.
