Grant Finance Officer (6 Months Maternity Cover) at NACOSA

The key performance areas of the role include:

Strategy and framework

• Provide input to the development, strengthening and maintenance of appropriate grant management policies, processes and systems.
• Ensure that key financial information and decisions being taken are appropriately documented.
• Provide support on finance components for funding proposals being developed.

Planning and budgeting

• Support the Finance Manager with the annual budgeting and planning process.
• Review implementing partners budget vs actual spend and prepare reports on over/underspend and other outliers for further investigation or discussion with the Finance Manager and Programme Teams.
• Assist with setting up implementing partner budgets and effecting approved budget changes.

Transaction processing and reporting

• Review implementing partners monthly finance reports in line with statutory, NACOSA and donor regulations, policies and procedures.
• Ensure implementing partners bank accounts are reconciled monthly and discrepancies are resolved.
• Prepare monthly and quarterly cash flow forecasts for implementing partners and ensure disbursements are made in line with NACOSA procedures.
• Ensure implementing partner finance reports and NACOSA accounting records are reconciled monthly.
• Recommend adjusting journal entries where required and provide completed supporting documentation and rationale for why the adjustment is required.
• Prepare and contribute to the preparation of monthly and quarterly management reports.
• Ensure monthly reporting cycles and deadlines are being adhered to by staff and implementing partners.
• Ensure that financial records are being filed and maintained.

Capital expenditure and Projects

• Ensure that the implementing partners fixed asset register is maintained to reflect all additions, disposals and other changes for the project.
• Ensure that implementing partners purchases and disposals of Capital items are authorised and reported in accordance with NACOSA policies and the requirements of the grant and donor.
• Ensure that inventory / stock items purchased or provided to implementing partners are being accounted for and reported in accordance with NACOSA policies and the requirements of the grant and donor.

Governance, Risk and Compliance

• Ensure technical issues encountered during grants implementation are referred to the Finance Manager.
• Provide guidance to staff and implementing partners to ensure policies and procedures are followed.
• Support the Finance Manager and Supply Chain department during implementing partner funding application, selection and contracting processes.
• Support the Finance Manager with developing and implementing compliance plans and activities.
• Support the Finance Manager with developing and implementing capacity building plans and activities.
• Perform site visits and prepare site visit reports documenting key findings and recommendations.
• Perform asset, stock and other physical verification counts and audits.
• Assist with preparing or sending management letters to implementing partners and ensure feedback from the implementing partners is received, documented and confirmed by the Finance Manager.
• Provide support with audit preparation and information requests during audit processes.

Stakeholder Engagement

• Attend stakeholder meetings and present reports as required.
• Engage with staff, implementing partners, donors and potential partners in a non-biased, productive way and promote positive relationships.

 Continuous Improvements, Knowledge Management and Capacity Building

• With support from the Finance Manager, responsible for the finance capacity building of the Grants Officers, Finance Administrators and implementing partners.
• Tracks best practices in finance management and where relevant propose changes.
• Identify skills, technical abilities, professional knowledge gaps and then supports the Finance Manager to design, develop and present suitable training.

Recruitment and management of the Performance of Staff and External and Service Providers

• Support and contribute to the recruitment process of departmental human capital.
• Manage subordinates in accordance with the organisation’s performance management program.
• Manage implementing partners in accordance with their relevant contractual agreements.

General

• All other tasks that can reasonably be expected as required but not specified above.

Requirements

• Bachelor’s degree in Accounting, Finance, or a related field.
• Minimum of 5 years’ accounting experience, with a solid track record in financial management and reporting.
• Minimum of 4 years working experience with donors such as The Global Fund specific experience.
• In-depth understanding of accounting principles and processes, with the ability to manage full-cycle accounting (from transaction entry to Balance Sheet and Income Statement reporting).
• Proficient in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Strong presentation skills and the ability to communicate clearly and effectively in both English and a local vernacular language (written and spoken).
• Valid South African driver’s license with no endorsements; willingness to travel as required.