Budget & Grants Manager
Senior Accounting & Compliance Manager
Salary
Range: Competitive
Location:
Nairobi, HQ Department: Finance
Supervisor:
Director Finance
Supervises:
Senior Budget & Grants Officer, Budget & Grants Officer, Budget &
Grants Assistant
Position Summary
The
Budget and Grants Manager – (BGM) ensures compliance with a broad range of
public and privately funded grants, including proper financial management. The
BGM will serve as the finance department lead in developing and administering
policies and procedures to ensure adherence to regulations of both external and
internal best practices related to grant funded projects.
Working
with the Director of Finance, the Budget and Grants Manager will support the
annual budget process for the organization and will provide oversight of all
updates.
Responsibilities
also include oversight of all sub-award and sub-recipient relationships, pre
and post-award management, grant audit preparations, training and financial
reporting to donors. Monitor revenue and spending against budgets to ensure
strict adherence to the organizational budget targets. Based on dialog with
budget managers, the incumbent will, analyze budgetary challenges, and
recommend solutions to the supervisor.
This
position supervises the Senior Budget and Grants Officer and Budget and Grants
Officer and reports to the Director of Finance. Occasional international travel
and trips to the field may be required.
Responsibilities
Leadership
·
Contributes to the design and update
of departmental staffing structure that achieves department’s goals and
objectives.
·
Lead, develop, and motivate grant and
budget accounting team.
·
Provide staff with all relevant
information necessary for them to be successful in their duties.
·
Establish high level of creditability
and manage strong working relationships with both internal and external
stakeholders.
·
Ensure consistent and high level of
customer service delivery
·
Ensure team members meet deadlines.
·
Set goals and manage team performance
·
Working with HR team plan staff
training and development to ensure continuity of operations.
·
Provide periodic training to staff on
grants compliance and grants management.
Organize and disseminate key grant information
·
Ensure AWF’s grant funded projects
comply with donor rules and regulations.
·
Develop policies, procedures and
training in support of grant management and compliance.
·
Ensure grant documentation is
complete and logically filed and disseminated to relevant personnel within AWF.
·
Oversee grant coding setup, initial
budget entry (in both Accounting and Timesheet Systems), and disseminate
financial data to relevant personnel within AWF.
·
Ensure quarterly grant status reports
are accurate and distributed timely.
·
Assist in implementation and ongoing
maintenance of grant management system (Award Vision).
·
Establish and maintain the initial
budget entry into the accounting systems. This includes ensuring all grants
have been reviewed and in compliance with AWF’s guidelines.
·
Coordinate the development and
streamlining of dimension codes in the accounting system.
·
Develop tools that support the
distribution of the grants.
Grant financial management
·
Track grant spending against budget
at a macro level. Work with Senior Budget and Grants Officer to identify and
correct spending patterns that do not agree with grant budget and/or approved
activities.
·
Prepare, submit and track status of
grant modification requests and other grant-related correspondence. Ensure that
grant modifications are updated in the operating budget on a timely basis.
·
Establish methodology to track and
report matching costs on a monthly basis.
·
Support award implementation and award
closure by ensuring that grants are closed out within budget and established
timeframes.
·
Maintain and monitor the sub-grant
agreements throughout the entire process. This includes but not limited to the
review of contracts, financial reports, and close out of agreements.
·
Assist the accounting staff with
ensuring that the audit preparation for grants is performed in a timely basis
with a smooth process.
·
Oversight on grant funded invoicing,
collection of accounts receivables, and maintaining letter of credit draws.
Ensure that invoices are sent to grantors in a timely manner.
·
Prepare all required grant financial
reporting, including SF-425’s for USAID sourced funding and any other required
reports per established timeframes.
·
Serve as the point of contact to donors
for financial reporting and all grant inquiries.
·
Monitor and inform senior finance
staff of upcoming grant issues, reporting needs.
·
Periodically through the life of the
grant (at least quarterly), convene monitoring meetings with program,
development, and accounting teams to review staffing, budgets, and program
implementation and to identify any delays or other problems that might impact
grant compliance.
·
Ensure that monthly close-out
schedule for the grants team is performed and done in a timely fashion.
Includes, but not limited to the review of the restricted net asset report to
ensure grants are updated in the accounting system.
·
Manage communications with external
auditors on external grant financial activity and accounting issues to ensure
auditor agreement with company decisions on accounting disclosures, and issues.
·
Work with the Director of Finance in
the coordination of annual audit and quarterly review activities with external
auditors for grant management
Budget Management and Planning
·
Support development of monthly
budgetary financial statements (operating, and activity).
·
Ensure that accurate monthly budget
reports are disseminated on a timely basis.
·
Ensure the team is meeting monthly
with each primary budget holder to ensure that budgets have been analyzed and
necessary actions to address variances are being taken.
·
Ensure all systems are updated
accordingly to reflect the approved budget and the current reprojection.
·
Work with the Director of Finance
(DOF) to develop and implement the annual operating budget in the Accounting
System.
·
Assist the supervisor in the
development of a balanced annual operation budget.
·
Update the budget and ensure that
budget changes remain in alignment with the approved operating budget
throughout the fiscal year. This includes, on a monthly basis:
1.
Adjustments due to spending and
operating factors.
2.
Currency adjustments.
3.
Transactional recoding to ensure
maximal use of available resources.
4.
Adjustments in personnel budget
(including the timesheet system) for HR and funding changes.
·
Work with the team to ensure grants
are being utilized and maximizing resources.
·
Communicate to the Director of
Finance and Chief Finance Officer significant changes within the operating
budget.
·
Ensure all departments adequately
understand relevant pieces of the operating budget and their financial reports.
·
Communicate significant budget
variances and trends to relevant budget managers, prompting additional action
by the project management team where warranted.
·
Participate in the development of
tools for budget preparation and monitoring.
·
Examine budget estimates for
completeness, accuracy, and conformity with procedures and regulations.
·
Assist in performing cost-benefits
analyses to compare operating programs, review financial requests, and explore
alternative financial methods.
·
Work with the Program Director,
conservation teams and the managers to ensure that budget adjustments are made
in accordance with program changes, and phasing inputs are done in a timely
fashion to ensure a more accurate picture for financial statements.
Grant management strategic planning
·
Reviewer of all AWF funding proposals
working with the Program Design, Philanthropy, and Program teams to ensure that
submitted proposals meet finance department guidelines and are reviewed by
appropriate parties prior to submission.
·
Oversee compilation and preparation
of cost-match reports accordingly for all funding proposals.
·
Oversee maintenance of multi-year
funding budget as new grants or modifications are awarded in the accounting
system.
·
Support the compilation and
maintenance of funding gap report that includes the priority needs of AWF
Conservation programs and departments without funding support. Inform Senior
Finance Staff, Program Design, and Development teams of these needs in support
of the development of funding proposals.
·
Communicate and explain accounting
issues and evolving accounting guidance to the management team, to HR for
closure of grants for contracts, to the Development team for funding goal
activity, and all other grant related communications.
·
Strategize in maximizing all
available resources to support the organizational bottom line.
·
Serve as Finance team’s liaison for
the set up and scaling down of grant funded offices, ensuring compliance for
the grant, countries, and AWF’s rules and regulations.
·
Manage the grants team process for
the strategic planning of the annual operating budget. Preparing all the
forecasting projections for the funded grants, preparing a carry forward
analysis, and staffing projections in the development of the detailed annual
budget.
Financial Reporting
·
Work with the Senior Budget and
Grants Officer to develop, create, and maintain all financial reports that are
used for distribution.
·
Oversee the preparation and
distribution of both internal and external financial reporting, maintaining the
highest quality, reliability and accuracy.
·
Oversee monthly closing process for
grant and system items (ex. dimensions review, fund set up, restricted net
assets, Operating Statement, etc.), including reconciliations and analysis of
related accounts
·
Develop and maintain the integrity of
the financial reporting process and financial controls.
·
Coordinate, develop and update
written policies and procedures over the financial reporting process.
Financial Planning and Analysis
·
Co-ordinate an effective,
high-quality internal work planning and budgeting process that ensures
immediate implementation of donor funds.
·
Convene quarterly monitoring meetings
with program teams to review staffing, budgets, and program implementation with
a view to track potential risks, constraints or impediments to grant
implementation; and providing expert recommendations to Management to mitigate
risks.
·
Implement an effective and accurate
rolling budget forecasting system that is driven by current program operating
environment to ensure accurate running of financial statements.
·
Actively carrying out of
cost-benefits analysis with a view to maximize available resources to support
the organizational bottom line.
·
Actively pulling and organizing a
balanced annual operation budget
·
Preparation of accurate multi-year
financial pipeline funding reports with future funding gap analysis to inform
management
·
Revenue goals monthly tracking
reports
·
Coaching and mentoring the Budget and
Grants team on day-to-day best practices related to grant and budget management
Other Duties
·
Ensure AWF staff are following
best-practices and complying with all relevant donor rules and regulations.
·
Serve as senior liaison for grants
and budget team for internal task forces.
·
Prepare and assist in developing ad
hoc reports or cost analysis.
·
Prepare routine status reports for
the Director of Finance and Chief Finance Officer to review.
·
Other duties as assigned by
supervisor and/or Chief Finance Officer.
Qualifications
·
Degree in Business, Finance, or
related. Certified / Chartered Accountant preferred.
·
At least 8 years’ relevant work
experience, at least 5 years within donor funded non-profit organization.
·
Possess a high degree of integrity
and confidentiality.
·
Experience in a multi-office,
multi-national environment.
·
French language skills are a plus.
·
Management and supervisory experience
desired.
·
Ability to design complex financial
models, proposal budgets and other financial reports.
·
Ability to organize and present
issues in a clear, concise and logical manner, and communicate complex
financial information to a non-financial audience.
·
Strong technical and analytical
skills, including MS Excel, report writer tools, and ability to navigate within
accounting systems and other databases.
·
Ability to manage competing
priorities, exercise good judgment, and quickly identifies and resolves
problems with minimum supervision.
·
Must be flexible, culturally
sensitive, and exude a “team” attitude.
·
Ability to manage sensitive and
confidential matters with the highest level of professionalism.
·
Must have excellent interpersonal
skills with the ability to interact professionally with staff, partners and
donors.
·
Strong decision- making skills.
·
Concentration, accuracy and attention
to details are required.
·
Prior experience with budget
preparation and analysis, accounting experience a plus
·
Non-profit experience with US
government grants reporting and management
·
Excellent knowledge of industry best
practices and the ability to translate this knowledge into policies and
procedures within AWF.
·
Excellent customer service skills
with the ability to handle challenging situations quickly, accurately, and
cordially.
·
High level of individual initiative,
planning and good judgment.
·
Professional demeanor with an
unwavering commitment to honesty and integrity.
·
Strong team commitment and drive for
personal and organizational achievement.
Senior Accounting & Compliance Manager
Salary Range: Competitive
Location: Nairobi, HQ Department:
Finance
Supervisor: Director Finance
Supervises: Staff Accountant, Senior
Procurement Officer, Accounting Manager, Finance Assistant
Position Summary
The Senior Manager, Accounting &
Compliance is a key member of AWF’s Financial Accounting team and will lead in
the production of financial reporting and compliance. This position is
responsible for oversight of the monthly accounting activity and is charged
with ensuring an accurate and timely close for financial reporting. The Senior
Manager, Accounting and Compliance will manage the annual organizational audit,
country statutory audits and will support all donor-related audits.
The Senior Manager, Accounting and
Compliance supervises all general accounting functions such as Accounts
Payable, Accounts Receivables, Fixed Assets, Inventory accounting, and payroll
accounting.
This position will also work closely
with the Director of Finance in financial reporting and implementation of
internal controls both at the Corporate and the subsidiary level. The Senior
Manager, Accounting and Compliance seeks opportunities to propose and implement
process improvements for all aspects of the Finance department. Occasional
international and domestic travel is required.
Responsibilities
Leadership
·
Contribute to the design and updating
of departmental staffing structure that achieves department’s goals and
objectives
·
Lead, develop and motivate accounting
team
·
Provide staff with all relevant
information necessary for them to be successful in their duties.
·
Establish high level of credibility
and manage strong working relationships with both internal and external
stakeholders
·
Ensure consistent and high level of
customer service delivery
·
Ensure staff members meet deadlines
·
Set goals and manage team performance
·
Working with the HR team and
supervisor, plan staff training and development to ensure continuity of
operations.
·
Provide periodic training to staff on
internal control procedures and accounting tools.
General Ledger Accounting
·
Create and maintain organizational
accounting and auditing calendar, scheduling the finance team’s monthly,
quarterly and annual closing processes.
·
Ensure integrity and accuracy of
financial data, timely identification, and corrections of errors of
transactions posted in General Ledger.
·
Ensure all year-end allocations are
completed in a timely manner
·
Provide leadership in audit-ready
monthly financial statements, in compliance with GAAP;
·
Provide leadership in annual
organizational audit
·
Manage country audits, AWF internal
audits and grant audits
·
Reconcile all balance sheet accounts
on a monthly basis
·
Maintain net asset records for
restricted and unrestricted funds.
·
Support and administer filing of
required reporting with the Internal Revenue Service, Government Agencies such
as, USAID, EU, and Watchdog agencies.
·
Oversee payroll through timely
processing and compliance with respective tax laws.
Internal Controls, Compliance and
Systems
·
Develop and implement internal
controls throughout the organization to assure protection of the organization’s
assets.
·
Assist line manager in the development
and enhancement of accounting policies and procedures.
·
Ensure that financial policies and
procedures are documented and are consistent with donor regulations.
·
Ensure subsidiary accounting and
records comply with federal and auditing requirements.
·
Participate, as needed, in planning
and problem-solving meetings.
·
Oversee the internal controls over
financial reporting and compliance with donor requirements to ensure that
controls are in place and enforced across the organization.
·
Provide periodic training to staff on
internal control procedures and accounting tools and ensure consistent
application of internal controls throughout the organization.
·
Keep abreast of changes in
regulations which may affect the accounting functions of the organization.
·
Organize the accounting filing
structure, paper and electronic.
·
In conjunction with the Director of
Finance and Chief Financial Officer maintain/update financial systems.
·
Ensure that AWF is tax compliant in
all countries of registration
Cash Management
·
Timely posting of pledge revenue and
payments. Proactively notifying philanthropy and other teams as receivables
become due.
·
Oversee training of HQ and field
staff on systems, tools, policies, and procedures.
·
Oversee accounting and administration
for corporate credit card program.
·
Monitor debt levels and compliance
with debt covenants.
·
Work with the Accounting Manager on
efficient cash management process.
·
Reconcile and ensure accurate
recording of revenue with philanthropy department database (Raiser’s Edge)
monthly per US GAAP.
Payroll facilitation
·
Ensure timely posting and processing
of the organization payroll.
·
Ensure compliance with relevant tax
regulations.
Procurement and Contracts
·
Oversee AWF procurement function
·
Ensure compliance with AWF best
practice and donor procurement regulations
·
Ensure country and donor procurement
plans are in place and adhered to
·
Ensure the production of procurement
statistical report
·
Perform other relevant duties as
assigned by Director of Finance and Chief Financial Officer.
Qualifications
·
Bachelor’s degree in business,
finance, accounting or related field. Master’s degree preferred
·
CPA accreditation highly preferred
·
Minimum 10 years relevant working
experience. At least 5 years in a management position
·
A mix of Profit and nonprofit
experience desired
·
Must be an auditor or demonstrated
audit experience
·
Procurement experience is desired
·
Skills & Solid knowledge of
accounting standards governing not-for-profit accounting, financial reporting,
procurement and audit.
·
Ability to organize and synthesize
large amounts of data, and present issues in a clear, concise and logical
manner.
·
Ability to communicate complex
accounting information to non-accountants.
·
Excellent written and verbal
communications skills.
·
Demonstrated ability to effectively
assign and manage the work of others;
·
International experience with
specific knowledge on US tax laws a strong advantage
·
Self-starter with strong decision
making skills
·
Highly organized and ability to meet
tight deadlines
·
Strong technical skills, including MS
Excel, report writer tools, accounting systems, and other databases.
·
Experience with MS Dynamics and Jet
reports a plus
·
Ability to manage competing
priorities, exercise good judgment, and quickly identifies and resolves
problems with minimum supervision.
·
Flexibility, culturally sensitivity,
and a team player
·
Must have excellent interpersonal
skills and the ability to interact professionally with staff, partners and
donors
·
As this position is heavily anchored
in AWF’s conservation programs, the successful candidate must have a strong
interest in and understanding of conservation.
How to Apply
Interested candidates are invited to
view full Job Description and apply through https://www.awf.org/about/careers/
Please send a cover letter, your
detailed CV as a single PDF document indicating daytime telephone numbers,
address and names of three referees with the Job Title in the subject line.
Only shortlisted candidates shall be contacted.
CLOSING DATE: JUNE 30, 2019