Orbis International Ethiopia Vacancies 2018 for Grants Management Officer

The Grants Management Officer, reporting to the Senior Finance Director, will be responsible for maintaining grant management systems, running and analyzing reports which will help guide management’s financial decisions and continually improve the organizations effectiveness and efficiency towards properly utilizing grants funds.

The Grants Management Officer has front-line responsibility for Donors ‘Financial Reporting, Accounts Analysis & G/L Reconciliations, Audit support and will work collaboratively with the finance and program team in Ethiopia, NY and Orbis UK. This position monitors projects with donor grants from award set up through closeout while adhering to Orbis’s policies and procedures, also haves an important role in post-award compliance to ensure that budgets are not overspent, grant periods are adhered to, costs are allowable under the grant and accounting records are maintained in good order and for the proper time and in charge of all the donor reports.  The Grants Management Officer will work closely with Program Director, Senior Program Managers, Program Managers, Field Coordinators, Treasury Operations Manager and Finance and Admin Officer.

DUTIES & RESPONSIBILITIES:

• Reviewing and monitoring grant files and grant documentation, including grant budgets, proposals, and financial and other reporting, to ensure compliance with donor’s requirements and Orbis’s polices;
• Reviewing grant payment requests, particularly for grants with restrictions;
• Ensure compliance with donor financial implementation and reporting guidelines
• Preparing timely financial reports that meet donor and internal requirements with support from program and finance staff as per the reporting schedule/deadline
• Ensure project accountants work as per donor’s requirement and Orbis’s polices in collaboration with project managers
• Work closely with program, finance and field teams to gather timely input for financial reporting, budgeting and other grants management tasks
• In charge of reviewing the monthly financial transaction of all the restricted grants along with the Finance Director
• Provide capacity building training on grants management, transaction segregation, and documentation for Project Accountants.
• Reviewing monthly budget utilization reports and advising program on direction of budget modifications;
• Optimizing the grant management system, and designing and updating supplementary budget and reporting templates as necessary
• Analyzing budget, financial, accounting, and other grant reporting, and compiling data into composite reports as needed;
• Assist in the collection, consolidation, and maintenance of data necessary to meet reporting and projects evaluation requirements;
• Organizing and documenting policies, processes, and procedures with regard to donor’s requirements
• Establish and maintain a weekly reporting system of financial activities and grant expenditure updates as required.
• Monitor and maintain a full inventory list and costs for each specific grant,
• Undertake field travels to program sites for a random financial management review
• Suggesting any adjustment or reclassifications after reviewing of transactions before prepare donor reports
• Respond to inquiries from funding agencies as required
• Perform sub recipient reviews and prepare review reports.
• Track and monitor all charges made to designated program funds, prepared periodic reports to funding sources, closed out completed programs, and reconciled total expenses to authorized funding.
• Prepare and processes journal entries, and adjusting journal entries whenever needed
• Verify grants activity is properly recorded in general ledger and further reconcile to the Grant Summary Reports.
• Take part in budgets preparation of new grant proposals
• Manage and review budget analysis, periodic expenditures, and cost projections, coordinate with external auditors for financial & grant specific audits.
• Provide support in data reconciliation to affiliate offices in preparing donor claim invoices.
• Responsible for full documentation of all grants and contract filed on appropriate site
• Serve as bidding committee for purchases as assigned by the Country Director
• Responsible to make necessary reallocation of costs (shift of budget) to process close out of grants and contracts or extend current contracts.
• Keep abreast of all grants and contract rules and regulation of Ethiopia and CHSA Agency compliance issues.
• Any other duty assigned by the Supervisor

Education, Experience, Certifications:

• BA degree in Accounting, minimum 5 years of NGO experience from which 3 years in grants management and finance. Masters degree in Finance/Accounting is an added value, but not a must.
• Must be knowledgeable about financial management principles, grants management policies, procedures, and accounting rules and regulations of various donors
• Experience in non-profit organizations with specific experience in grant accounting is essential
• Experience in supervising grants management processes and providing technical support to program staff is needed

Required knowledge, Skills and Abilities:

• Strong analytical and writing skills.
• Excellent interpersonal communication skills, both verbal and written
• Proficiency with Excel
• Ability to operate successfully within high activity work environments
• Exceptional organizational skills with the ability to multitask and focus on multiple compliance and financial priorities simultaneously
• Who can work both independently and as a collaborative member of finance and program team
• Ability to plan, organize, prioritize activities and able to work under pressure
• Extensive knowledge of DFID, Irish Aid, USAID and other donor rules and regulations
• Ability to give attention to details
• Excellent customer service management skills
• Need to be honest, dependable, disciplined, and energetic
• Willing to travel to field offices.