Tuesday, July 11, 2017

Plan,Grants Accountant Jobs in Rwanda

Job Description
Grants Accountant
Department & Location
Finance, Country Office
June 2017
Reports to (position):
Country  Finance Manager
Purpose:  How does this post support Plan’s strategy and mission?
  • To handle the grant staff salaries in the system and monitor the timesheet allocations to ensure the adherence with Plan Rwanda cost recovery policy
  • To establishthe overhead rates applicable to all funded grants and maintainthe monthly charges
  • To prepare the financial due to donors, auditors and Plan Management.
  • To handle professionally all grant finance information in SAP

Dimensions of Role:
Financial measures or statistics relevant to post such as budget; list of direct and indirect reports
  • This position has no direct reports
Typical Responsibilities - Key End Results of Position:
Grants start up:
  • Create the sponsored program codes and create all grant budgets in SAP
  • Mapping all grant budget lines with the relevant WBS
  • Track changes in grant budgets to ensure consistency between program and grant module in SAP
  • Contribute to grants preparations; start up workshops, processes and agreements.
Grants processes
  • Maintain transparent detailed reporting systems to enable colleagues, PlanManagement and external parties to understand the relevant budgets
  • Ensure that all financial transactions and reporting procedures are compliant with the specific financial requirements of the donors.
  • Provide support to grants staff during grants implementation on financial follow up and monitoring in line with FAD.
  • Maintain grants files and archive financial reports in line with finance policies and guidelines.
  • Review and sign grants advances, requisition forms, payment requests on Country Office level.
  • Prepare and follow up on the grants partner settlements journal voucher and follow up with finance team to ensure timely submission of partners required reports and related documents.
  • Communicate professionally and in a timely fashion with partners to ensure effective grant management and sharing the financial information
  • Follow up and update all grants financial systems and share information with related staff.
  • Doing regular monitoring to the grant currency and to track the currency fluctuations
  • Confirm salary allocations and general and management charges to each grant on a monthly basis. Ensure both are in compliance with budget and grant funding parameters.
  • Ensures accuracy of the timesheet in the system reconciling with Plan charging instruction and provides technical assistance to staff for preparing their timesheet every month
  • Calculate and record intercompany payables and receivables and prepare invoices between CO / field offices /IH/RO and NOs as well.
  • Prepare grants financial reports to ensure that management and donors receive the needed data with the required quality standards in line with Plan policies and guidelines.
  • Contribute in the FFMR and Quarterly Reports, update the grant section only.
  • Coordinate with the finance team at PUs for grant reporting in terms of consolidation, reviewing and the final submission to GFM for final review.
  • Prepare the monthly reconciliation SAP reports to ensure consistency between program and grant module
  • Prepare monthly report on cost recovery to ensure that support staff salaries and operating costs are recorded properly and associated to the relevant funding source
  • On a monthly basis prepare program accounting spreadsheet for assigned grants. Ensure all costs associated with grant are properly recorded and all costs charged against the grant are appropriate and adjust as necessary.
  • Contribute in the annual budget preparation for Plan Rwanda and tracking the regular updates on grant budget information
Grants Partner Support
  • Contribute to the partner financial assessments in line with Plan policies and guidelines.
  • Review the partnership agreementsand ensure the compliance with the grant requirements
  • Conduct regular visits topartners to do the financial review and provide the appropriate support
  • Contribute in develop plans for building the capacity of all Plan Rwanda partners
  • Participate in the training needs analysis and identify the relevant trainings needed to strengthen the partners capacity in financial management
Dealing with Problems:
Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them
  • Monitoring budgets and grants
Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
  • This position works closely with Finance team
  • This position works closely with Plan Rwanda management
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Minimum Qualifications:
  • University degree in Accounting or other related field. CPA, ACCA certifications is an advantage.
Minimum Experience:
  • Minimum of 3 years’ experience in an Accounting role, preferably with NGO experience
Job Skills:
  • Analytical abilities
  • Communication abilities
  • Teamwork abilities
  • Report writing abilities
  • English Language
  • Computer skills
Physical Environment and Demands:
  • Typical office environment
Level of Contact with Children:
Low level:        low level of interaction with children

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