Grants Finance Assistant job at Medical Teams International

JOB DETAILS:
Job Summary
Responsible for supporting the Grants Finance Manager in monitoring specific grants as per assigned portfolio.

Job Responsibilities
Focus Area: Grants Financial Planning and Management (20%)
• Support during proposal budget development per donor guidelines, project needs, and in accordance with the organization’s funds’ requirements.

• Actively participate and facilitate in project kick-off meetings (PKM) to ensure financial aspects and compliance obligations/requirements of projects are fully understood.
• Facilitate grant closure procedures and monitor compliance with 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.

Focus Area: Grant Compliance, Information Management, Administration, and Capacity Building (20%)

• Ensure 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 a focal person for donor rules and regulations.
• Support during training for relevant staff on donors’ procedures, requirements, and compliance regulations.

• Actively participate in all grant-specific audits/assessments and follow up on recommendations to ensure full implementation.
• Assist in the design, development, and oversight of grants management policies, procedures, and practices.
Focus Area: 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 monthly grant BVA monitoring meetings with program and Finance teams at the country office and field locations and ensure documentation and follow-up on action points.
• Support budget revisions in line with donor regulations and provide recommendations for realignments for negotiation.
• Liaise between program 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.
• Participate in planned donor monitoring field visits and report findings.

• Participate in donor and stakeholder meetings and visits when required.
Focus Area: Grant Income and Receivables Management (10%)
• Prepare donor invoices and requests for cash disbursements from donors as per 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 grant budgets in the accounting system and ensure all budget amendments are reflected in the system.
• Ensure allocated costs are charged to grants according to donor-approved budgets.
• Ensure payroll charges for assigned grants are accurately captured.
• Ensure accuracy of data held in the accounting system in coordination with other finance staff.
Focus Area: Donor Reporting (20%)
• Ensure preparation of accurate and timely financial donor reports per donor requirements.
• Communicate identified issues at reporting to relevant stakeholders.
Others (5%)
• Perform any other duties that may be assigned from time to time.

Qualifications
Education, Licenses, & Certifications
• A degree or equivalent experience in Accounting, Business Administration, Commerce, or Finance; or a diploma with 5 years of experience.
• Minimum Level 2 progressive stage in accounting certification is required.
Experience
• Minimum of 5 years of progressive experience in Finance & Accounting.
• Experience working with INGOs is an added advantage.
Knowledge
• Knowledge of Generally Accepted Accounting Principles.
• Knowledge of donor-specific financial reporting for different donors (UN, EU & USAID preferred).
• Knowledge of ERP systems and computerized accounting software such as Sage, Unit4, etc.
• Knowledge of UN, USAID & EU donor requirements and regulations is an added advantage.
Skills
• Skilled in using ERP systems to process financial transactions.
• High degree of analytical and financial reporting skills.
• Proficiency in MS Excel.
• Strong administrative skills in managing documentation and project funding information.
• A good command of written and spoken English with strong interpersonal skills.

Abilities
• Ability to respond to tight deadlines and changing priorities.
• Ability to maintain detailed records with high accuracy.
• Highly organized and detail-oriented.
• Ability to act with integrity and maintain the highest ethical standards.
• Ability to maintain confidentiality of sensitive information.
• Ability to support MTI Calling and adhere to the MTI Code of Conduct.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply >>>