Finance and Grants Officer - Aswan

CONTRACT LENGTH: 12 months

CHILD SAFEGUARDING:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Finance & Grants Officer is responsible for partner assessments, due diligence in partner selection processes & financial management & stewardship on a partner’s level. The position also oversees the financial reporting and compliance aspects of partnership engagements in projects operating in Country.

Also responsible for handling day to day financial transactions in line with SCI rules & regulations. The post incumbent is responsible for checking the accurateness and completeness of supporting documents & recording transactions according to SCI guidelines. He/she provides support and joint responsibility during month-end & assists in producing monthly reports.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Senior Finance Officer

Staff reporting to this post: None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY:

Sub-grant management

• Responsible for partner finance-related due diligence, assessments, vetting and selection processes

• Reviews potential sub-grantees’ proposals and budgets

• Participates in the process of awarding sub-grants/sub-contracts

• Review/amend/draft partnership agreement

• Organize/provide necessary technical assistance/capacity building trainings to cover capacity gaps identified

• Reviews sub-grantees / sub-contractors financial reports and ensure all variances between the budgets and actuals have been properly explained

• Ensure sub-grantees / sub-contractors following SCI / donor regulations in regards of procurement process related to project activities

• Ensure the sub-grantees / sub-contractors following SCI / donor regulations in regards of assets transfer to beneficiaries if needed

• Ensure the sub-grantees / sub-contractors provide strong & complete documentation for beneficiaries’ small projects and comply with donor regulations if needed.

• Conducts regular field visits to sub-grantees to check the financial report supporting documents.

• Developing reports with key financial findings to be highlighted and settled with partners

• Prepare new advance requests & work plans in coordination with Budget Holders & partner focal points

• Participates in the selection of partner Finance/Accounting staff

• Ensures compliance with all donor requirements and advises budget holders on compliance issues

• Updating partner assessment logbooks as necessary

• Ensures donor regulations are communicated to partner staff, and all activities meet donor requirements

• Lead on sub-award and sub-award close out processes and reconciliation

• Developing and updating partner related budgets, monitoring settlements & aged advances reporting any issues to Senior Grants Officer

Other Responsibilities

• Assists in preparation of all partnership documents for audits and facilitates the work of the auditors in-country

• Regularly familiarizes themselves with relevant local laws including taxation and social security laws and serves as a resource for the office on such laws

• Regularly familiarizes themselves with donor requirements on grants and contracts and serves as a resource for budget holders on these donor requirements.

• Embed counter-fraud and ethical controls in all operational planning, implementation, and monitoring processes.
• Ensure compliance with donor, legal, and SCI internal controls in program delivery
• Collaborate with Finance and Counter-Fraud to mitigate operational risks.
• Conduct risk assessments for high-value programs and activities.

Accounting Responsibilities

• Review bills, invoices, and other supporting documents of payment requests to ensure the accurateness and completeness

• Review the accurateness of payment request vouchers

• Ensure issued checks are recorded and posted to the system on daily basis.

• Review the supporting documents for all authorized petty cash payments, invoices, and other supporting documents to ensure the accurateness and completeness of the documents, comprehensiveness of the charging notes, correctness of the budget codes, and ensuring all approved payments are in line with up-to date SOD

• Review settlement of advances taken by program/admin staff for procurement, training and travel purposes

• Provide support with monthly amortization as well as clearance of all balance sheet accounts

• Provides support as necessary during year end as well as grant specific audits

• Participate in Review expenses on monthly basis to ascertain validity of booking/coding, eligibility and compliance with the donor policies and procedures

• Participates in monthly budget monitoring meetings, and support with the project management in keep good financial performance for the project.

• Any other related tasks as requested

• Emergency Preparedness and Response In case of emergency, contribute to financial services’ continuity
  

BEHAVIOURS (Values in Practice )

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

• widely shares their personal vision for Save the Children, engages and motivates others

• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

• values diversity, sees it as a source of competitive strength

• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions

• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity
  

QUALIFICATIONS

College graduates/studies related to accounting or any other similar

EXPERIENCE AND SKILLS

• +4 years of relevant work experience in partnership/sub-award and accounting management in an international organisation.

• Previous experience in partnership assessment (financial) and capacity building/training is a must

• Previous experience in managing / reviewing small business projects (livelihoods) / SME for beneficiaries in NGO’s level or INGO or similar.

• Previous experience in developing and amending partnership agreement, budgets, and close out, etc.

• Excellent understanding of local law and regulations applicable to local NGOs

• Excellent analytical skills – the ability to analyse complex financial data, design and produce effective reports for management information.

• Previous experience with various donors’ financial policies and guidelines including USAID, Europe Aid, CIDA, UNICEF, UNHCR, ECHO, local donors, governmental donors and other institutional donors.

• Understanding of financial systems and procedures.

• Experience of computerised accounts packages, Excel, PowerPoint and Word.

• Good sense of responsibility.

• Excellent organizational & communications skills

• Good proficiency in spoken and written English

• Good computer skills especially in spreadsheet & data analysis (excel & access) and familiarity with accounting software is preferred.

• Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies

• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches
  

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.