Grants and Finance Officer

Job Summary:

The Grants & Finance Officer will support the Meeting Targets and Maintaining Epidemic Control (EpiC) Botswana Finance & Administration team in all financial management, grants management, administration and other operational functions of the project. The incumbent will provide support and close collaboration in areas of accounting and record keeping within the project and ensure that all functions under the implementing partners are conducted in an efficient manner and in compliance with the donor and FHI 360 policies, procedures, and regulations. The position will be based in Gaborone, Botswana.

Accountabilities:

Grants Management

•    Conduct regular site visits to subawardees to check compliance, follow-up on special award conditions, and provide capacity building support and coaching.
•    Review subawardee documentation including monthly invoices, supporting documentation (timesheets, receipts, etc.) and monthly program reports.
•    Assist in the development of sub-awardee budgets and provide technical assistance to sub-awardee staff. 
•    Maintain up-to-date grant records and ensure that all grants are properly administered and executed in accordance with related donor rules and regulations, FHI 360 and Botswana regulations.
•    Support all coordination activities, grant execution, including certification and internal closing procedures, financial monitoring and disbursements on a regular and timely basis. 
•    Prepare grant modifications in collaboration with the Finance and Programs teams.
•    Maintain communication, regular follow up, and coaching recipients to ensure implementation of activities in accordance with grants management principles.
•    Initiates commercial and subaward requisitions, including modifications, and processes related invoices and reports in DPA.

Financial Management

•    Complete entry of financial data into accounting system and ensure system remains up to date.
•    Process and track invoices, create payment journals, credit memos, and vendor information for accuracy and completeness in the Accounting System.
•    Review payment packets from procurements before processing to ensure documentation and process are in line with FHI 360 cost principle requirements.
•    Prepare employee travel advances for local and international requests and reconcile travel expense reports for accuracy and processing of refunds/payments.
•    Review accounting transactions to ensure costs are charged to correct codes before releasing them to the accounting system.
•    Assist with review of payables aging report to ensure payments are cleared on time.
•    Prepares and maintains monthly VAT returns for review and quarterly submission.
•    Assist with month end closing procedures and reporting.
•    Retrieve and prepare required documents for audits, ensuring accuracy and timely availability.
•    Processes purchase invoices and credit memos in DPA for both Purchase Order and non‑Purchase Order transactions.  
•    Creates new vendors, uploads general journals, suggests payment journals, and captures Head Quarters deposits in the Global Finance Accounting System (GFAS).
•    Extracting General Ledger and Aging reports for analysis
•    Responsible for Online filing of general journals and deposits
•    Perform any other duties and responsibilities as assigned
 

Applied Knowledge & Skills:

• Increasingly advancing knowledge of donor (USG and non-USG) rules and regulations, common mechanisms of funding, types of acquisition and assistance awards, contracting concepts and principles from the solicitation phase to post-award administration.
• Knowledge of generally accepted accounting, budgeting and fiscal control theory and practices. 
• Solid knowledge and understanding of procurement processes, policy, and systems.
•  Relevant software skills including automated accounting software, database spreadsheets and Management Information Systems. 
•  Ability to respond to inquiries independently and follow-up on requests efficiently. 
• Critical thinking and stronger analytical skills applied to successful completion of tasks.
• Increasingly effective/persuasive oral communication and business/technical writing skills.
• Demonstrable growth in technical expertise on regulatory matters, contract management systems, processes and computer software.

Problem Solving & Impact:

• Works on increasingly complex and problems of diverse scope requiring critical analysis and comprehensive evaluation of critical factors.
• Increasingly exercising independent judgment in developing methods and techniques to obtain solutions (and process improvements).
• Increasing independence in determining specific tasks to accomplish in order to meet certain goals and objectives.

Supervision Given/Received:

• Increasing self-reliance in performing tasks.
• Needing lesser regular supervision to manage high volume of workflow efficiently.
• Higher proficiency and confidence in operating within established operating procedures.

Education:

• Bachelor's degree in Accounting/Finance or AAT / Business Administration or equivalent 

Experience:

• Typically requires +3 years’ professional work experience.
• Experience in a contracting position either in the Federal Government or a Non-governmental Organization (NGO) is desirable.
• Advanced (above intermediate) knowledge of donor (USG and non-USG) rules and regulations applicable to sponsored projects is desired.
• Advanced understanding of contracting concepts and principles.
• Effective oral and written communication skills.
• Strong organizational skills and project management skills.
• Manage a variety of activities and pay close attention to detail.
• Proficiency in word processing, spreadsheets, and Internet capabilities.
• Read, write and speak English. Fluency in a foreign language is desired.
• Ability to work independently and prioritize tasks.
• Ability to interact professionally in culturally diverse settings.
• Ability to research and interpret information to respond to inquiries.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• 10%-15% within Botswana

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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