Uganda: FINANCE AND GRANTS OFFICER

Job Description

Uganda, Kampala

Position Description

Title: Finance and Grant Officer

Category: D1

Location: Kampala

Background

DRC is an International non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.

In Uganda, DRC assists the refugees from neighbouring countries mainly DR Congo and South Sudan in the South West, West and West Nile region of the country. DRC’s assistance to refugees have been both emergency assistance to address the short term influxes from the neighbouring countries as well as to address the sustainable solutions for the refugees. DRC is also the lead of a Consortium (Save the Children, ZOA, and CEFORD) for the implementation of an EU Trust Fund project in the refugee settlements in West Nile (Rhino camps, Adjumani and Kiryandongo settlements).

Purpose

The Finance and Grant Officer will offer day to day financial and grants support to the implementation of the EU Trust Fund project.

He/She will be responsible for ensuring grants compliance as per the DRC and donor policies and regulations and will also support the financial administration of the EU project. He/She will act as the main contact point in relation to fund accountability and documentation received from EU Trust consortia partners.

Key Responsibilities:

1. Finance

Finance control:

· Coordinate the financial aspects of the multi-year and multi-partner project in line with EU requirements.

· Oversee financial aspect of sub-grant tracking and subcontracting, ensuring forward planning and preparation for donor reporting, adherence with EU and consortium requirements and timelines, and timely submission of sub-grantee reports from the partner organisations.

· With the support of Senior Finance Officer ensure that financial management systems and records are effective and robust in order to identify and protect the assets and interests of the consortium.

· Consolidate cash flows, reporting templates, financial plans and amendments throughout the project life.

· Maintain an adequate filing system for all financial and accounting deliverables to ensure ease of access during internal/external audit.

· Monitor budget burn rates and recommend appropriate action on any significant variances (+/-10%). Notify the EU Trust Project Manager of any red flag in expenditure levels.

· Participate in a procurement committee as and when needed.

Financial Reporting:

· Consolidate financial reports, fund requests and budgets in a timely fashion.

· Ensure that all financial records and accounts are compiled on time, accurately and in line with international accounting standards and donor regulations.

· Ensure all consortium members submit accurate timesheets.

· Maintain accounting records of the consortium partners this includes review of the partner booking and documentation relating to EU Trust Fund as well as ensuring correct coding of expenses into DRC books of accounts.

· Follow up on timely implementation of the recommendations to remedy significant variances.

1. Grant:

Administration of Donor Grants:

• Disseminate relevant and required conditions of the grant to the project owner and other responsible.


• Coordinate with the Area Managers to ensure that funds are being spent correctly as per the regulation of the grant and reports are produced timely.


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  Establish the specific requirements of the EU Trust Fund grant and ensure these are followed by the various stakeholder involved in implementation of the project grants.

  
  


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  Ensure that the relevant documents including grant agreements, annexes, reports, project correspondence are up-to date both in hard copy files within DRC archive and on online grant management system (GMS).

  
  


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  Ensure in-country authority delegation for the EU Trust Fund project is signed and duly updated, and archived.

  
  


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  Support internal and external audits and project verifications.

  
  

Reporting

• Ensure that reports are prepared by the relevant responsible person before the deadline and is consolidated. Strictly ensure that Donor deadlines are adhered to.


• Send frequent reminders of Donor reporting deadlines well in advance to the project owners and other stakeholders.


• Consolidate and QA the reports provided by the stakeholders and send it to Donor.


• Document the submitted reports both in physical files and electronic archives.


• Ensure correct format, forms and other annexes are complete before sending the reports to Donors.


• Report to the Grants Manager on the status of the EU Trust Fund grant and compare records on a quarterly basis.

Reporting Arrangements

Reports to the Grants Manager, Kampala and with technical supervision of Senior Finance Officer, Kampala. The Finance and Grants Officer position will have no supervisory role.

Personal Specifications

Essential:

• Degree in Finance or Accounting and final certification in CPA or ACCA with at least 3 years work experience in finance or accounting in INGOs.


• Excellent knowledge in preparing major international donor reports.


• Knowledge and experience of working with Echo, EU donors.


• Knowledge and experience in grant management in Consortium


• Possess strong analytical and conceptual skills.


• Fluent in written and spoken English.

Competencies

• Proven commitment to accountable practices.


• Knowledge of working in challenging environments.


• Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.


• Proven ability to prioritize tasks, meet deadlines and work with limited supervision


• Proactive, stable and robust character and a good team player.


• Excellent communication skills, calm and a good sense of humour.


• Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.