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Grants Officer (2 Positions)

Job Purpose

The Grants Officer shall provide support on multi-donor grants management portfolio of LVCT Health. The officer will have a broad and deep understanding of the relevant donor and award rules and regulations, organization’s policies and proactively identify compliance risks throughout the life cycle of the various grants and Subgrants. S/He will work collaboratively with the LVCT Health’s projects’ teams in ensuring that the organization complies to the requirements of the various grants. S/He will be actively involved in subaward management including pre-award assessments, contracting, building strong financial, budgeting, compliances and project management systems that ensure transparency, accountability and efficiency in utilizing donor resources.

S/He will be involved in developing and embedding best practices in grant management in relation to compliances with the various donors’ rules and regulations.

This position reports to the Senior Grants Officer and works collaboratively with the Finance Department at the LVCT HQ.

Roles and Responsibilities

Grants Management

  • Ensure grants and contracts are well administered and that program and support teams are kept updated on the respective donor and award regulations and requirements including keeping track on programmatic implementation and budgets.
  • Preparation of periodic financial reports ensuring timely delivery of high-quality reports that meet donors and LVCT requirements.
  • In collaboration with the finance team, support the program technical leads and operations staff with understanding the financial reporting requirements and budget monitoring of the grants.
  • Support in the development of awards workplan budgets and budget monitoring.
  • Support the program staff in budgeting, grant revisions, modifications, no-cost extensions and budget realignments
  • Review financial commitments for the grants including PRFs, LPOs and participants’ reimbursements to ensure adequacy of supporting documentation, budget availability and compliance with donor and award requirements, cost principles before the payments and procurement are processed.
  • Ensure safe custody of documentation of all the awards & Sub-awards including all modifications, renewals and terminations.
  • Prepare a synopsis of awards for sensitization to the LVCT Health projects’ staff.
  • Proactively support in the development and execution of the closeout plans for the respective awards.
  • Close monitoring of the award budgets to ensure that all obligations of LVCT Health are met without any financial and programmatic risk exposure to LVCT Health before close-out of an award.
  • Ensure that the financials of LVCT Health are fully reconciled and cleared before the closure of any award agreement and provide a certificate of zero liability before formal closure.
  • Closely work with Finance Manager and HR Department on monitoring and updating on budgeted Support on budgeting for new business development
  • Compile monthly grants budgets vs expenditures report and disseminate to the program teams and other stakeholders.
  • Build the capacity of the program team on budget development and monitoring.

Sub-Awards Management

  • Support in pre-award assessments for potential sub-recipients and develop and execute capacity building plans to address identified needs.
  • Work jointly with the relevant Program and the subgrantee team in developing sub grantee annual workplans and budgets and ensure they are reviewed and approved.
  • Support in preparation of the Subawards agreements and modifications. Support in conducting trainings to sub-grantees on understanding the subaward terms and conditions, compliances with donor regulations and Sub-award reporting requirements.
  • Reviews financial reports and funds requests for accuracy, allowability and compliance with respective sub-award agreements.
  • Support in setting up of financial management systems for the sub-awardees, and the training of sub-awardees personnel as necessary.
  • Provide ongoing support to sub-recipients to improve their programmatic, operational and financial performance, build their operational capacity, and reduce the risk to the project and Lvct Health
  • Monitor the financial performance status of the sub-grantees including award amounts, obligations and reported expenditures and pipeline.
  • Maintain accurate, complete, and up-to-date information on all assigned awards for the full life cycle of the Subawards. Provide ongoing assistance in reviewing sub awardees financial and accounting policies and procedures and also their internal control system.
  • Provide relevant financial information for decision making to the sub-awardees and technical teams in order to facilitate proper program implementation.

Qualification/Experience Requirements

  • Minimum of Bachelor’s degree in Accounting, Finance.
  • Certified Public Accountant (CPAK)/ACCA.
  • 5 years of experience in as similar position in a donor funded organization.
  • Experience using ERP Dynamic D365 will be an added advantage
  • Experience using MS Windows and MS Office packages (Excel, Word, PowerPoint).

Required Competencies

  • Good Interpersonal skills
  • High integrity, honesty, initiative and team-player
  • Ability to work with minimum supervision.
  • Good oral and written communication skills.
  • Ability to work in a dynamic environment under tight deadlines.

Senior Finance Officer

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Job Purpose

The Senior Finance Officer will work closely with the Finance Manager in managing the finance and accounting function at LVCT Health Headquarters. He/she will be directly responsible for the accounting function of the office and provide required support in other finance functions. She/He will supervise Accountants at HQ.

Roles and Responsibilities Finance

  • Support the Finance Manager in cashflow management including compilation of monthly cash flow projections for the monthly cash flow meetings in a bid to ensure availability of adequate cash to meet the organization’s programmed obligations and commitments.
  • Take lead in compiling the monthly accruals for commitments at the end of each month for inclusion in the monthly projections in order to inform correct financial status.
  • Support the Finance Manager to prepare various reports including budget vs expenditure reports for management and other stakeholders.
  • Ensures that shared inter-projects costs are reconciled, reimbursed and posted on a monthly basis.

Accounting

  • Provide support in the finance and accounting functions of the office that includes review of advance and payment requests, ensuring accuracy, proper coding, completeness, budget availability, adequacy of supporting documents and adherence to the organizational and donor policies and procedures.
  • Ensure optimal repository of financial documentation.
  • Ensure the payments are processed on a timely and accurate basis, including reviewing and uploading to banking platform.
  • Ensures that vendor accounts reconciliations are carried out on a monthly basis, Compile and share accurate aged analysis for decision making.
  • Ensures that imprest accounts are reconciled on a monthly basis, Compile and share accurate aged analysis for decision making.
  • Monitor and ensure that the General Ledger is updated on a continuous daily basis through daily posting of transactions.
  • Prepare monthly payroll Journal based on the approved LOE’s and ensure reconciliations with approved monthly Timesheets and that all payroll costs have been captured.
  • Reviews postings to the General ledger on a continuous basis and guide the Finance team on required adjustments and ensure arising adjustments are made on a timely and accurate basis.
  • Ensure that any arising reversals for prior periods are posted accurately and any arising exchange variances are resolved without delay.
  • Ensures that monthly bank reconciliations are prepared on a timely and accurate basis by 10th of each month.
  • Support the month-end financial reporting closing procedures by ensuring that all monthly transactions are posted in the accounting system before the cut-off date to avoid further entries into the system.
  • Ensure the approved budgets are uploaded in Microsoft Office 365 Dynamics.

Budgets

  • Support the program, Finance and new business development teams on budget development for new funding opportunities involving new grants and sub-grants, ensuring use of correct budget template, cost factors and indirect rates are applied.
  • Collaboratively works with the technical and program teams, HR and Finance as necessary on the finalization of the budgets ensuring that the budgets are aligned with the technical proposal and the ceilings.
  • Support the Finance Manager in developing budget reports for management decision making.

Compliance

  • Oversee the duty and tax exemption process by ensuring exemption applications (DA1) forms are prepared in a timely, accurate and complete manner in compliance with LVCT’s procedures and USAID regulations.
  • Provide support in internal and external audit processes.
  • Capacity builds the team on compliances, policies, donor requirements, financial and accounting reporting.

Education/Experience Requirements

  • University Degree in Business Administration, Accounting, Finance or related field from a recognized university. Master’s Degree in relevant field an added advantage.
  • Certified Public Accountant (CPAK)/ACCA.
  • A minimum of 6 years’ experience in NGO sector in Finance /Compliance/Audit Management positions in a busy accounting department
  • Practical experience using Microsoft Dynamics 365 Business Central is an added advantage

Required Competencies

  • Excellent organizational skills
  • Excellent oral and written communication skills.
  • Excellent interpersonal and capacity building skills, ability to work in a multicultural environment.
  • High ethical standards.
  • Ability to work under minimal supervision
  • Ability to work under tight deadlines and to multi-task.
  • Ability to work under pressure.
  • Ability to mentor and coach colleagues.
  • Advanced excel and analytical skills
  • Experience using MS Windows and MS Office packages (Excel, Word, PowerPoint).

Method of Application

Interested and qualified candidates are invited to submit their applications and CV along with a cover letter expressing interest and indicating Salary history and expectations to recruitment@lvcthealth.org Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted. The position applied for and reference number should be clearly indicated on the subject line and cover letter. Female candidates are encouraged to apply.

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