Posted on :
22 Jan, 2021
22 Jan, 2021
South Africa has the highest number of people living with HIV in the world – over 7 million people. To turn the tide on HIV and AIDS, we need to bring all sectors of society together and strengthen the community systems that support people. NACOSA is a networking organisation that brings communities together to tackle HIV and its impact on vulnerable people. We have a strong track record of working with donors, government and communities to strengthen community systems and turn the tide on HIV, AIDS and TB.
We do this through mobilizing our network of over 1,900 organisations, promoting dialogue between government and affected people, building capacity with accredited training, mentoring and technical assistance and channeling resources to support service delivery on the ground, particularly for children and youth, key populations and women and girls.
Job Title: Senior Finance Officer
Location: Pretoria, Gauteng, South Africa
Reference #: 2021005
Contract Type: Contract 36 Months
Salary: Market Related
The Senior Finance Officer (Senior Grants Officer) is an integral member of the SIB Finance management team that contributes toward the internal financial control systems. The position will support the Finance Manager in the efficient and effective monitoring and running of the financial administration and donor reporting as well producing monthly management reports.
The position requires significant liaison with internal Medical Research Council (MRC) national and provincial units and staff. Proven work experience in preparation of budgets, funder reporting, monthly accounts and reports, including a chart of accounts up to balance sheet is required. Ability to handle the internal auditing to ensure compliance to internal, funder and statutory requirements, standards and procedures. Proven work experience in a similar accounting position, preferably in the non-profit sector, supported by a tertiary qualification in Accounting. Completion of SAICA articles will be given preference. Strong planning and time management skills, along with excellent communication and correspondence capability are essential, as is the need to deal with all stakeholders and staff.
1.SUB AWARDEE MANAGEMENT
SUB AWARDEE SELECTION, BUDGETS AND CONTRACTING
•Assist with selection of Sub Awardees.
•Assist with setting up budgets for various Sub Awardees.
•Assist with contracting of Sub Awardees.
•Draft and send Management Letters to Sub Awardees as and when required.
•Initiate and compile Sub Awardee budget amendments, as required from time to time.
•Maintain tracking sheet for all Sub Awardee budget amendments and identify when new grant agreements need to be signed.
•Track and follow up Sub Awardee VAT registration.
•Maintain the overall Sub Awardee asset register and perform verifications when visiting sub-awardees.
RECEIVE REPORTS FROM SUB AWARDEES AND PERFORM QUALITY CONTROL PROCEDURES THEREON:
•Maintain the database tracking sheet with appropriate dates Sub Awardee reports have been received.
•Perform completeness checks in line with the SOP.
•Report on sub-awardees that are not-complying / any other matters.
•Liaise with stakeholders to get the reports to a state they are complete and ready for further review.
VALIDITY AND ACCURACY PROCEDURES
Perform verification procedures on sub-awardee reports for:
•Analytical procedures on actual expenditure vs budget.
•Detailed procedures on a sample of expenditure reported.
•Prepare a notice of findings (report to the sub-awardee on weaknesses identified).
•Prepare a rating of the sub-awardee report for the month.
•Calculate a reasonable payment for recommendation.
•Payment recommendation tool completed.
•Meet with the Programme Specialist, M&E Officer and other support staff to discuss findings and to compare finance vs. performance.
•Prepare a payment requisition with supporting documentation.
•Oversee the monthly overall Sub Awardee reporting process and ensure Sub Awardee reports are reviewed, payment recommendation meetings are held and reports are finalised and paid timeously.
FEEDBACK TO SUB AWARDEES
•Return the final reviewed report to the sub-awardee in time.
•Provide feedback to the sub-awardee on the report.
•Process the monthly Sub Awardee expenditure reports into Accounting Software.
•Agree the Accounting Software report balances to the sub-Awardee’s report
•Completion of Quarterly total Sub Awardee Accounting Ledger vs Reports tracking sheet.
SUB AWARDEE MENTORING & TRAINING
•To identify sub-awardees that require training and/or mentoring
•Provide training on finance and governance needs identified
•Monitor the grant conditions as per the grant agreement with the sub-awardees
•Maintain a permanent file for each sub-awardee (contract, changes to contract / budget, bank details and other).
•Provide input into training materials and needs, sub-awardee financial policies and procedures.
2. FUNDER COMMUNICATION AND REPORTING
•Support Grants Finance Manager with collating budgets and expenditure amounts and putting together quarterly / ad hoc funder reports.
•Assist with monthly / periodic Grant cash reconciliations.
•Assist with disbursement requests to funder.
•Attend funder meetings as and when required.
3.PROCUREMENT AND PAYMENTS
•Review and approve orders against NACOSA finance policy and SIB Budget.
•Assist with procurement for the SIB grant including:
oDraft TOR for tenders.
oReview submitted proposals against set criteria.
oAttend Procurement Committee meetings.
oAssist with contracting of service providers.
oManage service provider contracts throughout the grant period including initiating payments, reviewing and filing delivery notes and other deliverables as per the service provider contract.
•Assist with releasing SIB grant payments.
•Assist with processing / coding of SIB grant payments in Accounting Software.
4.AUDIT AND OTHER
•Assist with audit requests made by NACOSA’s auditors and the sub-awardees auditors.
•Assist with management’s requests relating to sub-awardees, collate management requests and ensure submitted to management timeously.
•Identify high risk sub-awardees that may require an audit or site visit. Maintain database of site visit findings for all sub awardees and ensure findings are followed up and addressed.
•Conduct internal audits or site visits on sub-awardees that were identified.
•Close-out procedures on sub-awardees where the grant agreement is ended, collate close out reports and ensure submitted to management for review.
•Assist with and perform month-end and year-end financial procedures.
•Other ad-hoc tasks that may require assistance by the finance and grant management team
•Periodic spending reports to be shared with programme staff as and when needed.
•Assist programme and other staff with any budget / finance queries as and when needed.
Minimum Required Qualifications:
•Academic degree in Accounting;
•Minimum 2-5 years’ accounting work experience of which at least 2 years as a senior accountant / finance officer;
•Fluent in English and a local language (written and spoken);
•Strong interpersonal skills;
•Proven experience in mentoring and training;
•Proven experience in setting up budgets and financial reports to stakeholders;
•Advanced computer literacy in Microsoft Word, Outlook, Excel, Access, and an Accounting Package.
•Willingness to travel nationally.
•Previous experience in the NGO sector will be beneficial.
•Problem solving, trouble shooting, organisational, analytical and planning skills;
•Ability to multi-task, pay attention to details, and prioritise to meet deadlines;
•Excellent communication skills;
•Ability to work under stress and to work overtime when needed
•Demonstrate sensitivity, respect, honesty and fairness in interactions.
Application Deadline: 04/02/2021