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1. Overall Purpose
The Budget, Planning and Grants Management Officer (BPGMO) will oversee the financial planning, budget management, and sub-grantee reporting. S/he will work closely with the Technical Teams, Management Teams, sub-grantees, and other administrative and operational staff.
The BPGMO is responsible for the oversight of monitoring and performance of all funding streams for the foundation, including core and programs, cost-share and resource allocation to partners. S/he will work closely with AATF departments/Programs/Business units to ensure streamlined financial operations and performance of the programs, subsidiaries, and sub grantees.
2. Duties and responsibilities
A. Planning, Work Plan, Budget, and Analysis:
- Work plan budgets
- Direct and develop the annual work plan budgeting process for all programs and business units
- Work closely with the Program Managers, Leads and business units managers on preparation, monitoring and reporting on budgets and the specific budget elements thereof.
- Analyze budgets based on work plan and actual costs
- Prepare complete and accurate budget modifications and realignment requests
- Ensure all program budgets are posted into the financial budgeting system in a timely and accurate manner
- Review and negotiate sub-grantee budgets
- Develop guidelines for partner budget allocations and serve as a key liaison to support budget and narrative development in accordance with program objectives.
- Ensure program budgeting systems are in alignment with overall AATF systems, in collaboration with the Head of Finance and Director of Corporate Services.
2. Analysis and Reporting
- Ensure accurate financial, contractual, and administrative reporting of the project compliant with AATF and funders’ rules and regulations, and the terms and conditions of the award
- Provide financial reports, including pipeline analysis, monthly, quarterly program reports, forecast, accruals, projections etc. as requested.
- Prepare internal Financial Management Reports
- Perform pipeline analysis, including review of accruals and commitments of the current portfolio to ensure projects operate within allocated budgets and according to the contractual terms
- Monitor expenditure rates, sub-award financial expenses and budget to actual reports and make clear recommendations for implementation
- Advise on specific project spending trends by budget line item and or activity
- Monitor core and program budget level of effort and prepare analysis with program budgets
- Review, reconcile and monitor all accounts, including major program operating accounts, and operations involving advances where applicable.
B. Sub-grantee support and capacity development:
- Manage all sub-grantee, ensuring compliance and reporting, and building their capacity as necessary.
- Support technical teams in monitoring sub-grantee including invoice review and site visit reports
- Track sub-grantee invoice payments
- Monitor sub-grantee obligations and prepare, review, or approve modifications and or amendments
- Collect and review sub-grantee annual financial checklist and audits, where applicable
- Monitor advances to sub-grantees where applicable
- Document sub-grantees quarterly and annual performance
- Ensure that required financial controls are in place and adhered to, prevent over expenditure of budgets, ensure proper safeguards of funds, and ensure compliance with established Funders and Foundations financial and accounting procedures.
- Maintain complete and accurate sub-grantee financial records, team sites, shared folders.
- Implement and maintain detailed financial reporting and reimbursement process in accordance with Foundation’s established financial system
- Interpret sub-award financial requirements and provide guidance to project team members on office operations in compliance with Funders and Foundations procedures and policies
- Under direction from the Office of the DCS, facilitate the work of sub-grantee audits and ensure that financial records are properly maintained and readily available during audits
- Conduct all close out activities assigned (e.g., develop project close out budget, oversee sub-grantee close out budgets, review for payment all final invoices, close out technical services contracts, and sub-awards within donor guidelines)
- Support, review, and monitor asset disposition plans as applicable
- Reconcile cost share requirements where applicable and liaise with all sub-grantee on the same
- Prepare final financial reports accurately and on time
- Respond to internal and external audit requests
3. Qualifications and Experience
- Degree in Business Administration, Finance, Commerce, Accounting, or a related field is required. Masters degree would be an added advantage.
- CPA-K or ACCA qualifications and member of a professional accounting body
- In-depth knowledge of financial software applications, databases, and spreadsheets, including Microsoft 365 Office products is required
- Strong fluency with Excel formulas and functions, and demonstrable experience in the use of Data Analytics such use of Pivot Tables, and analyze data is required.
- 10 years of progressive experience in accounting, budgeting, and grants management
- In-depth knowledge of donor regulations, policies and practices, and reporting requirements
- Extensive financial and administrative experience working with nonprofit organizations (NPOs) would be an added advantage.
- Working proficiency in SUN Systems is an added advantage.
4. Skills and competencies:
- Ability to coach, mentor and develop the financial and administrative capacity of project staff and sub grantees.
- Ability to initiate and manage change and to recognize and adjust to rapidly changing conditions.
- Strong communication and presentation skills including the ability to write
- High level interpersonal and cross-cultural skills including the ability to build alliances and collaborative relationships with sensitivity to
- Ability to maintain high standards of integrity, and establish straightforward productive relationships.
- Ability to treat individuals with fairness and respect, demonstrating sensitivity for ethnic, cultural and gender
5. Submission of Applications
Qualified candidates are invited to send their applications on or before 9 May 2022 to aatf- firstname.lastname@example.org and clearly indicate on the email subject Budget, Planning and Grants Management Officer. Only short-listed candidates will be contacted.
AATF is an equal opportunity employer; committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all religious and ethnic backgrounds and any other diversity groups to apply and become a part of our organization.