Grants Officer - MFA Impact Programme at Fairtrade International

MAIN JOB PURPOSE:

To support, control, advice on and reinforce all aspects of the project cycle through grant and finance management and project monitoring. Oversee partners’ financial reporting, budgeting, auditing and compliance to agreed Fairtrade Africa procedures and policies and donor requirements. To proactively manage contracts and risk within respective projects and programmes.

KEY PERFORMANCE AREAS:

 Assets management

• Maintain the FTA Assets register of all assets procured by the project and ensure all assets have been labelled.
• Investigate and follow up on any misplaced, missed or damaged asset and provide reports and recommendations promptly to the Finance Manager

  Procurement

• Assist in setting up procurement policy and system and sensitize the Program staff on the same.
• Ensure the filing of accurate procurement documentation records.
• Participate in procurement audit procedures. 
• Ensure value for money when participating in the procurement of project items
• Conducts procurement plan as needed as required to be reviewed and/or approved by the donor on funds request.

 Accounting Records

• Ensure that all project transaction data is posted into the system ledgers correctly and timely according to FTA code system.
• Keeps accurate and complete financial records for each program.
• Ensure compliance with FTA’s Accounting Policies and GAAP principles.
• Maintain and regularly update a database of all ongoing project and donor reporting schedule

Financial and/ or Grant Management

• Co-ordinate the project's grants accounting, reporting, compliance and risk management
• Producing error-free accounting reports and present their results to the FM and program staffs.
• Adheres to internal and donor policy requirements on financial management.
• Maintain comprehensive internal controls on grant and financial management system, sub-contracts, and audit requirements
• Keeps the relevant staff informed about upcoming deadline and deliverables, thereby ensuring smooth completion of work responsibility throughout the life of the project.
• Reviewsubgranteee budget and  follow up on compliance
• Manage correspondences and matters in regard to grant management in consultation with the Finance Manger
• Provide technical support and supervise the sub recipients to ensure full compliance with the donor requirements
• Provide continuous feedback to all Project Managers on grants performance
• Ensure proper allocation of expenses, reasonability of expenses and allowability as per donor guidelines.
• Periodic review of local partner internal controls and policies for advice on strengthening and transaction verification through monitoring reports and transaction analysis
• Support in preparation and managing donor/internal audits including liaison with auditors and providing necessary financial archiving procedures to ensure all required expenditure support documents are properly maintained and availed when required.
• Partner monitoring and management reports against key indicators taking appropriate action where necessary including flagging risk and appropriate management action

 Budgeting

• Work closely with the senior managers in preparing the organisation’s draft annual budgets.
• Support the preparation of proposals and organization’s budget

Cash flow management

• Forecasting cash flow positions.
• Ensure that sufficient funds are available to meet ongoing projects operational and capital investment requirements.

KNOWLEDGE AND EXPERIENCE:

 Minimum Academic Requirements

• Bachelor’s degree in Accounting

Other Specialist Training or Certifications

• Chartered Accountant or related Professional Accounting courses, Taxation training preferably form Kenya School Of Revenue Administration (KESRA). 

Minimum Years of Relevant Experience

• At least 3 years’ experience of Grant accounting in a busy office
• Knowledge of Systems and Procedures
• Knowledge of Ethical Trade and Fairtrade System
• Knowledge of accounting processes and procedures
• Experience in financial donor reporting procedures
• Extensive Knowledge and Experience in Taxation Laws

Competencies

• Excellent numeracy skills 
• Excellent written and spoken communication
• Analytical Skills
• Integrity
• Attention to detail/ accuracy