Grant Accountant at Concern Universal

Unit: CHISPIN Project
Sub-Unit: Accounting
Reports To: Finance Manager
Status: Full-time, Contract

Main Purpose

• The Grant Accountant is a key member of the CHISPIN project and member of the Finance and Accounting Department.
• S/he shall manage the Accounts Receivable (A/R) and cash receipts process to ensure timely and accurate billing practices, analyse and monitor reports, and ensure grant compliance.
• S/he will also work closely with the CU Finance and Accounting Team, CHISPIN project staff, sub-grantees, and LGA support staff.

Responsibilities

• Supervise A/R and ensure accuracy and timeliness.
• Update A/R and Cash Receipts on an ongoing basis in close coordination with the Finance Manager, CHISPIN Programme Manager, and Country Director.
• Provide support to performing reconciliation between international and local accounting records for A/R and Cash Receipts.
• Oversee and monitor A/R aging balances.
• Work with all Country Programme Departments to ensure timely billing and cash receipt processing.
• Oversight of project cash flow.
• Oversight of project bank account.
• Process project activity advances/floats and funds request from sub-grantees.
• Communicate relevant information both internally and externally.
• Support the analysis of pertinent ledger accounts.

Day-to-Day Duties

Financial Operations of Concern Universal:

• You will administer the provision of transaction processing services for the UK Aid CHISPIN Project, ensuring that all related payments (vendors, staff, contractors, consultants, etc.) are made accurately and within the agreed payment terms.

Cash:

• You will administer all cash handling arrangements for the UK Aid CHISPIN Project:
• Ensure that payment vouchers are correctly coded, authorised, and receipts are attached.
• Disburse cash (as appropriate) to staff from the cash facility.
• Daily cash reconciliation and counts.
• Maintain adequate level of cash and arrange for replenishment as required.
• Maintain up-to-date cash book.
• Daily update of the ledger.

Bank

• Act as key contact person for financial queries relating to the operation of the UK Aid CHISPIN bank account. This will include:
• Maintaining the bank account as necessary.
• Maintaining up-to-date bank mandates and record of all forms relating to the project bank account.
• Monitor the bank balance of the project bank account and update the ‘Bills & Payments’ spreadsheet immediately upon receipt of funds into the project account.
• Collate Project cash flow requirements/forecast and feed to the Finance Manager for monthly funds drawdown from the UK.
• Undertake month end bank reconciliation for the project account.

Floats & Advances

• Administer the project activity advances and flag any overdue retirements to the Finance Manager.
• Administer sub-grantees’ floats, retirements, and balances, ensuring proper records are maintained and balances are agreed with partners periodically (while ensuring overdue retirements are flagged to the Finance Manager).

Month End

• Administer the month end project process in relation to all programme transactions ensuring all postings and reconciliations are completed to allow for timely reporting.
• Prepare the monthly project monitoring reports as may be allocated by the Finance Manager.
• Prepare the monthly budget tracking and preparation of budget variance analysis.
• Prepare the monthly review of debtor accounts ensuring appropriate repayments on debtor balances are no more than one month old.

Project/Programme Audits:

• Liaise with auditors and provide them with required information during field work of project audits.

Year End:

• Prepare year-end reconciliations and schedules required for the annual audit and submit to the Finance Manager within agreed deadlines.
• To liaise with external auditors and provide required information during field work of annual statutory audit.

Collaboration

• With the Finance Manager.
• Working closely with the Finance Manager on:
  • Developing and implementing improved Grant/Finance management Systems.
  • Preparation of monthly and annual budgets; and periodic forecasts.
  • Budget management and donor reporting (as may be required by the Finance Manager).
  • Preparation of timely donor report.
• Other Project Staff/Sub-Grantees to:
• Consolidate and post on the ledger, financial information/reports provided by sub-grantees and other field staff.
• Periodic field visits for:
  • Training needs assessment and capacity building of sub-grantees.
  • Ensuring proper records are being kept and adequate financial management systems are in place.
  • Supporting field staff and sub-grantees in understanding and adhering to UK Aid CHISPIN grant compliance and CU financial management procedures and compliance.

Othe:

• To support and work with staff and sub-grantees and other external stakeholders, in understanding CU and UK Aid’s financial requirements.
• To undertake other duties that may be assigned by the Finance Manager and/or the Country Director.

Qualifications

• First Degree in Accounting or Finance.
• Knowledge of accounting concepts, principles, and techniques.
• Minimum five years’ experience.Experience in the non-profit sector is a plus.
• Demonstrated proficiency in accounting system software and expertise in Microsoft Excel and report writing.
• Effective oral and written communication skills.
• Ability to work in a multicultural, diverse, and performance related environment.
• Ability to work independently with minimal direction, handle large amounts of data, and to meet deadlines