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Finance Officer, Sub Grants
The function of the Finance Officer – Sub -Grants & Contracts is to ensure the effectiveness for consolidating and coordinating the flow of grants and contracts data of the Regional office funding. This requires; ensuring accurate consolidation of all data, the effective tracking of the Regional Office project’s grant and contracts portfolio, monitoring donor reporting deadlines, reminding actions related to partners and donor receivables/payables, and review of grant or contract documents.
The position will also ensure the effective maintenance of all central grants and contracts’ files. He/she will advise on project start-up contracting needs, as well as providing strong guidance and support in project close-out procedures and reporting.
The incumbent will coordinate with and provide assistance as required to internal and external audit teams.
1- Maintain records and files of Regional office grants, contracts and sub awards
• Mainly, the officer will Serve as focal point for AFD project partners financial management, including attendance at meetings, monitoring financial, financial focal point for formal and informal partners support and capacity development, implementation and closeout (including payments, financial reports, audits and so on);
• Assist the AFD Partners to prepare the supporting document matrix for their budget (through meetings with Partner finance staff as needed);
• Review sub-award AFD financial reporting monthly package, amounts, calculations and supporting documents, ensuring compliance with supporting documentation matrix, compile all comments in one document.
• Ensure all grant/contractual information is securely archived yet available as and when required.
• Open individual grants and sub-grant files for each in adherence to IUCN's agreement and sub-agreement management policy. Update regularly as required.
• Review the questioned costs history of different partners and share findings with the Regional Finance Manager.
• Compile the Regional Office donor reporting schedule for all IUCN projects through reviewing donor agreements and updating the agreement data-base regularly.
• Work with Finance and program teams to ensure quality and timeliness of all donor report submissions.
• Document all donor reports in individual grant files.
• Maintain records of all Regional Office grants and contracts; ensure all grant/contractual information is securely archived—yet readily accessible by authorized parties if required. Ensure grant and contract documentation complies with IUCN retention policy and procedures
2- Support to proposal development and budgeting
• Support proposal development processes through the provision of technical. guidance in respect to agreement formulation and due diligence.
• When appropriate support the development of new sub-grant and other agreement budgets with data information backing and coordination with respective staff.
• Support reviews that ensure proposal budgets/budget amendments are in line with donor regulations.
• Recommend or facilitate opportunities to help build staff and partner capacity in budget formulation/management.
3- Grants, Contracts and sub awards Management
• Support reviewing the donor grants, contracts and Sub-Grants and ensure that all concerned staffs are aware of associated rules, regulations, reporting requirements.
• Support preparation of complete sub award agreement package including check list and all attachments with consideration of all Donor requirements, sub recipient due diligence document, capacity assessments and capacity building plan.
• Participate in monitoring visit and capacity building process of sub recipient in close collaboration with Regional Finance manager and respective program team
• Process the funds transfers to the sub recipients according to the sub agreement and record in the system.
• Monitor the timely liquidation of the open prepayments to sub recipients and reconcile off line cash on hand balances with the system data
• Check expense vs budget reports submitted by the sub recipients and make highlights on the problematic areas.
• Ensure that the expenditure reports submitted by the sub recipients are properly supported and substantiated by all required documentation according to IUCN and Donor rules. Raise the problematic issues if/as needed
• Book the sub award expenses in the system and ensure clearances of the receivable/payable balances to sub recipients.
• Support internal and external Audits of IUCN and sub recipients.
4- Participate in the analysis and preparation of financial/donor reports
• Maintain project and donor database information and files in both hard and soft copies
• Support Regional Finance Manager in preparation of the monthly expenditure reports for Project Managers.
• Prepare periodic reports to the donors as required by the contracts meeting all reporting deadlines
• Prepare quarterly reconciliation reports between grant and contract reports and actual expenses by the end of the month following the quarter
• Maintain offline tracking of fund status per Donor contracts and prepare Donor receivable/payable balances reconciliation with the system data
• Ensure compliance of all donor requirements as per signed contracts when reviewing expenses and preparing financial reports.
5- Other duties and Responsibilities assigned by the supervisor
This position requires a strong background in Finance and accounting with:
• A degree in accounting and financial management, or other appropriate experience and qualifications.
• Minimum of 8 to 12 years of experience in accounting and daily book keeping and treasury management in international organizations or NGOs with a project portfolio
• Very Good knowledge and expertise of financial activities such as payments and records keeping and financial management.
• Excellent Technical competence in using computer and MS Office applications (mainly MS Excel and MS Word) and e-banking applications
• Excellent written and verbal communication skills in English and Arabic
• Service orientated and ability to work effectively with others across the organization
The above job description contains the main duties and responsibilities for this position. However, in a small organization such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the Human Resources Management Group
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.