Job Description
Application Deadline: 13 February 2024
BACKGROUND AND INTRODUCTION
A public interest Organisation which seeks to promote environmental justice, sustainable and equitable use of natural resources, democracy and good governance in the natural resources and environment sector is seeking the services of a Grants and Compliance Officer who will spearhead the grants and compliance portfolio. The Organization has established itself as a premier natural resource governance organisation in Zimbabwe and its work has evolved from a sole focus on environmental rights to a broader natural resource governance agenda across different natural resources including land, water, wildlife and mineral resources. Increasingly, the Organisation’s work has found resonance at the Southern Africa sub-regional level. Through partnerships, the Organization has been able to increase its footprint to countries in the region (Mozambique, South Africa and Zimbabwe).
OBJECTIVE OF THE ASSIGNMENT
The Grants Compliance Officer will provide technical support to partner organizations, ensuring their compliance with partner policies, as well as funding and reporting requirements from inception to contract closure in accordance with grant agreements and ensuring organizational compliance to donor agreements.
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Duties and Responsibilities
KEY RESPONSIBILITIES:
• Provide technical support to partner organizations in the development of costed work-plan and budget to be followed during the award contract period
• Provide technical support to partners to put in place effective and sound financial management systems .
• Review costed work-plans and budgets to ensure compliance with donor requirements
• Ensure compliance with grant agreement provisions.
• Receive and assess financial reports from partners ensuring compliance with donor requirements on proper reporting of expenditures, invoicing, procurement and asset management
• Produce partner financial assessments reports.
• Facilitate grant disbursements to partners.
• Receive and assess audited financial reports, including management letter from partners. Follow up on issues raised by auditors in the management letter from partners and ensure resolution.
• Track processes in relation to disbursement receipts, financial reports, completed assessment tools and audited financial statements.
• Provide guidance and facilitate partner institutional capacity strengthening plans, ensuring partner organizations utilise budgets effectively, efficiently and sustainably.
• Conduct assessment and induction of new partners on financial management
• Consolidate partner financial reports in relation to the allocated programme
• Track grants disbursement and expenditure and provide internal reports
• Monitor partner compliance, conduct field office site visits to ensure consistency with grant terms and conditions, timelines, budgets, and performance measures.
• Establish and maintain electronic and hard copy files for each project to be used for tracking and reporting purposes
• Review partner records and archiving system to ensure compliance with policy guidelines.
• Ensure strict adherence and compliance to financial control systems, policies and procedures.
• Maintain up to date assets register including undertaking semi-annual asset verification.
• Maintain a monitoring log in respect of financial information due to and from partner organizations.
• Review and verify that partners maintain proper books of accounts, including an up-to-date register of assets as well as proper filing and archiving of financial documents.
• Review partner procurement processes and ensure that purchases comply with policy guidelines.
• Review partner records and archiving system to ensure compliance with policy guidelines.
• Receive and check staff acquittals for compliance with donor agreements and organisational policies.
• Analyse receipts and banking adherence to organisational policies
• Produce monthly acquittals and receipts reports.
• Monitor staff advance accounts.
• Perform tests on existence, efficiency and effectiveness of internal controls
• Produce reports and recommendations for addressing any weaknesses identified.
• Perform other related duties and functions as requested.
Qualifications and Experience
KEY COMPETENCIES, EXPERIENCE AND SKILL REQUIREMENTS
Interested applicants should possess the following:
• Advanced degree in Strategic Management, Law , Business Studies, Economics, or a related field,
• A minimum of a Degree in Accounting: BAcc, BCom, or a full professional qualification such as CIS, ACCA, CIMA.
• A minimum of 3 years’ experience of financial grant management and reporting from the NGO sector.
• Knowledge of Pastel and Belina is a prerequisite.
• Must have excellent numeric and accounting skills.
• Must have high analytical skills and pay attention to detail.
• Must be proficient with the Microsoft Suite of Packages.
• Must have good interpersonal skills.
• Consistently approaches work with energy and a positive attitude;
• Respond positively to critical feedback and differing points of views
• Good communication skills both oral and written.
• Must have experience with using at least one accounting package;
• Highly self-driven and able to work with minimal supervision.
• Must have a clean career record, be honest, accountable and a person of integrity
How to Apply
HOW TO APPLY
Applicant must first complete application form and send an application letter and CV with at least 3 references, with the subject clearly stated as “Grants Compliance Officer “, to recruitmentpro26b@gmail.com by 14 February 2024. Applications which do not meet the above will be reagarded as incomplete and will not be considered.
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