1.
Monitor
Budget and Actual Expenses of restricted grants.
-
Maintain a
complete record of all pertinent documents of each project and coordinate
with other Finance Staff and various project leaders to ensure that the
financial implementation adheres with all the other aspects of the project
agreement.
-
Collaborate
with donors, collaborators, project leaders and scientists to clarify
financial issues, answer queries and give updates on the financial and
budget status of the project.
-
Review and
verify expenditures of restricted projects assigned to ensure adherence to
budgetary and donor requirements.
-
Liaise with
the Program Management Unit (PMU) regarding the development of Letter of
Agreement (LoA) with partner Institutions, project start-ups and set ups
in myTree and OCS, budget update and management in OCS and project
tracking & closures.
2.
Annual
Budget and rolling budget updates
-
Collaborate
with PI regarding staff time allocation to be updated in OCS planner.
-
Collaborate
with PI on budgets for partnerships, travel, supplies, consultants,
publications, and other costs based on the availability of funds of
on-going restricted projects.
-
Review the
overall annual budgets of grants in assigned teams.
-
Collaborate
with PI for preparing annual budget and input in OCS planner of assignment
grant.
3.
Donor
Reporting
-
Prepare
reports on the specific projects’ finances to donors and other users in
compliance with Center standards and as specifically pre-determined by the
donor as mentioned on the signed Grant Agreements and Donor’s General
Conditions.
-
Ensure that
reports to donors are submitted on time.
-
Submit draft
and final financial reports in grants management system.
-
Review donors
reports from the Country Offices assigned prior to forwarding for
approval.
-
Prepare
invoice/payment request to the donor according to the payment term and
schedule on the agreement.
-
Follow up for
any query or review from the donor for the submitted financial report.
-
Ensure donor
report fully approved before submit to donor
-
Coordinate to
PI and supervisor for reviewing donor report.
4.
Grant
Proposal Budgets revised budgets for On-going Projects
-
Key resource
for project amendment budget preparation.
-
Review and
discuss revised budget for on-going projects with PI Themes and/or from
Country Offices assigned.
-
Ensure that
the grants recover full overheads as per relevant cost structure.
-
Provide
guidance and ensure the budget figures are correct and the budget lines
follow the donor requirements.
5.
Grant
Agreements
-
Review
the financial part and other relevant information of the new Grant Agreements
and Grant agreement amendments.
6.
Internal
Reporting
-
Update the monthly summary of restricted
projects with multi-year budgets and cumulative expenses.
-
Update the monthly staff time allocation
and the three-year staff plans.
-
Provide
update staff time allocation and inform to Project Leader.
7.
Special
Audit of Restricted Projects
-
Execute the selection process of audit firm
to appoint the auditor for special audit of restricted projects as required by
donor.
-
Key resource on providing supporting
documents and queries from the external auditors during the audit process.
-
Review the preliminary draft audit report
received from the auditor.
-
Review
partner audit report in relation to project requirement.
8.
Daily
and Monthly Operations
-
Monitor donor receivables and
payables.
Assist in ensuring that
receivables are collected.
Review donor
payables and remind project leaders if there is slow spending.
Provide explanation on the monthly summary of
donor receivables and payables >USD 50K, prepared by Treasury team.
-
Identify incoming funds from restricted
donors and provide the code to the Manager of Treasury and Fixed Assets.
-
Monitor and ensure that staff time
allocation is in accordance with the budget and the time sheets are
recorded/adjusted appropriately.
-
Collect timesheets from respective staff
involved in the project that required timesheets as mandatory supporting
documents.
-
Collaborate with other unit
and other team for any adjustment made
-
Collaborate with Project Leader for any
update on assignment project
-
Collaborate
with Finance in country office and HQ team for financial issue.
9.
Restricted
Grants Partners Financial Management Monitoring
-
Review project partner’s agreement and
budget in collaboration with PMU.
-
Monitor financial compliance for restricted
grants partners of assigned grants and ensure partners spend within their
budgets and are following the laid down donor and/or CIFOR-ICRAF financial
procedures and regulations.
-
Analyze restricted grants partner expenses
and provide feedback of analysis to the project leaders and managers on
expenditure trends and areas with significant over- or under spending.
-
Review the financial reports submitted by
the partners, monitor partner balances, and collect any unused funds.
-
Collaborate
with PMU for following up delay report from Partner.
10.
Perform
other tasks assigned from time to time by the Senior Finance Officer – Grants,
Finance Manager – Grants, Team Leader – Finance, and Director Corporate
Services.
Requirements
-
University education in accounting. Hold CA, CPA or other
professional certification will be
an
advantage
-
Fluent in written and spoken French and English
-
Experience with an ERP, familiarity with Agresso Unit 4
and Vision XL is an advantage.
-
At least 5 years of relevant experience.
-
Experience in financial and accounting services.
-
Experience in project or cost accounting.
