Key Responsibilities:

MAJOR RESPONSIBILITIES

List statements describing the final results of this position and the method of accomplishments, and how results/performance are reviewed and measured.  Begin with the most important accountabilities.

% Time

Major Activities

End Results Expected

20% Financial Planning, Budgeting, and Resource Mobilization.

1. Coordinate the grants' financial planning and budgeting process and provide technical support in line with WVI and donor guidelines.

2. Manage all National Office grants budgets, cash flow, and projects funding, and ensure that program/project spending is in line with approved budgets and timelines.

3. Provide guidance and support in developing grants proposals and budgets to ensure that they are in line with donor requirements and meet World Vision Partnership's key financial standards

4. Manage relationships with donors and Support Offices (SO), ensuring all donor finance-related requirements are addressed on a timely basis.

5. Provide financial guidelines for the analysis of grants projects closures and advise on strategic action steps for smooth phase-out in accordance with World Vision and donor guidelines.
6. Coordinate grant financial report discussions on a monthly basis

End Results Expected

• Efficient and effective financial planning and budgeting processes in line with WVI & donor requirements.
• Programs/Projects implementers are advised on efficient budget utilization in a timely manner.
• Improved grants efficiency and program/projects’ burn rate levels.

• WV and donor budget guidelines are met in all submitted proposals for increased funding opportunities

• Donors and SO expectations are met to maintain continued and increased funding streams. 

• Compliance with WV and donor guidelines in phasing out grants projects is observed

• Grants financial reports are discussed, and corrective action is undertaken to resolve any discrepancies that could affect timely program or project implementation.

20% Financial Risk Management and Controls

1. Manage appropriate financial systems and controls and ensure they are in place to avoid significant finance audit risk ratings for grants and as well as ensure that audit recommendations are fully implemented as per set standards.

2. Coordinate the preparation and update of Grant projects' risk registers.

3. Coordinate the Blocked Party Screen for staff, partners, and vendors for the office as per the BPS policy requirements

4. Provide timely management responses on project audits, ensuring engagement of all relevant/concerned departments on their respective findings.

5. Coordinate adequate preparation for Internal and external audits for the grants/projects running at the National Office

6. Develop tools and institute procedures to ensure that grants' internal and external audit recommendations are timely implemented by all concerned parties at the national office level.

7. Manage compliance with Labor Distribution Reports (LDR) requirements for all staff on a monthly basis.

8. Coordinate effective assets and inventory management for all Grants and PNs projects as per donor requirements and WVI standards.

End Results Expected

• Minimized risk exposure within WV and external partners’ operations.

• Levels of risks associated with each project are assessed, and grant project risk registers are maintained.

• Departments are engaged in their management responses and aware of actions to be taken.

• Minimum acceptable audit risk ratings

• Internal and external audit recommendations are shared and explained to relevant departments

• Timely implementation of internal and external audit recommendations.

• All grants procedures related risks are mitigated and well managed
• Partners, Suppliers, and sub-grantees, their boards and key staff are screened before the facts
• Donors’ assets are well managed and reported as per agreements

20% Financial Accountability, Compliance, Monitoring, and Reporting

1. Develop Financial Procedures and internal control systems that are relevant to grants finance to ensure proper resources management.

2. Review the monthly reconciliation of MyPBAS to FFR monthly with an action plan for addressing outstanding items.

3. Consolidate and submit accurate WVR grants, monthly, quarterly, and annual financial reports in line with FFM and year-end instructions.

4. Ensure that WVR projects' balance sheet accounts are monthly and quarterly reviewed and analyzed to ensure their accuracy, follow up outstanding balances, and ensure that they are properly reconciled and managed.

5. Follow up on partners' outstanding balances and ensure that partners' funding is tagged to accountability

End Results Expected

• Strong financial control systems in place for proper resource management

• Strong accountability and compliance in accounting and reporting.

• MyPBAS reconciled monthly, and any issues were followed up with the relevant Support Office

• Accurate and quality financial reports are timely submitted to all stakeholders

• Compliance with grants regulations and Grant Approval Protocol
• Accurate reports/analysis for decision making produced and discussed with leadership
• Partners' advances are kept current within 60 days
• Implementing partners fully understand and comply with WV financial standards and values for the benefit of the most vulnerable children

10% Cost Efficiency and Effectiveness

1. Ensure adequate cost efficiency and effectiveness measures for all grants are in place, and provide guidance on effective resource utilization at all levels

2. Identify and implement cost-saving measures across grants projects as per the organization-wide wise stewardship strategy.

End Results Expected

. All Grants projects financial reports meet the cost efficiency ratios as per the approved Benchmarks

• National Office Grant Cost Recovery ratio is within the benchmarks
• National Office Support Cost Recovery based on donor guidelines is attained

15% Financial Compliance, Monitoring, and Control

1. Provide leadership and guidance to grant-implementation partners and ensure they comply with World Vision and donor financial standards for the benefit of the most vulnerable children.

2. Ensure donor standards and procedures are understood by WV Rwanda staff and Local Partners.

3. Develop and update the National Office grants financial procedures, guidelines, and systems that are relevant to the context to ensure the office is in compliance with World Vision Partnership policies and major donors’ regulations.

4. Ensure that all costs are allowable, allocable, and reasonable per donor guidelines

5. Facilitate the operational effectiveness process to update tools, including Grant health tracker, flowcharts, and RACI (responsible, accountable, consulted, and informed) for the project cycle management process and decision making

6. Monitor grants implementation and resource/fund utilization rates in conjunction with the Operations and Finance teams

End Results Expected

• Grant Health Tracker is fully utilized and timely updated
• Updated the WV Rwanda master list of stakeholders’ contacts information in place
• Grants compliance checklists in place and shared with projects staff for implementation
• All project costs are allowable, allocable, and reasonable per donor guidelines
• Timely project activity implementation

15% People Management and Capacity Building

1. Provide effective leadership and management to the grants finance team for efficient delivery of services.

2. Assess staff development needs and coach and accelerate their capacities to achieve agreed goals or tasks

3. Provide leadership to the whole grants finance team to ensure effective performance management

4. Train and coach all grants, finance, and non-finance staff to interpret and apply WVR financial policies and procedures in line with the Field Financial Manual and Donor regulations.

End Results Expected

• The Grants Finance team is robust and resilient, working together well, resulting in grants financial management that adds value to the ministry and well-being of children
• Succession plan for grants finance staff in place.

• Grants finance staff capacity needs assessment conducted and addressed
• Effective performance management for the grants finance team as per WV guidelines and standards
• A high-performance culture and accountability are maintained within the team to enhance effectiveness
• Efficient use of the financial systems.

KNOWLEDGE, SKILLS, AND ABILITIES

List education, knowledge & skills, licenses preferred, and all experiences required to perform this position in a fully competent manner.

Minimum education, training, and experience requirements to qualify for the position:

1. Bachelor’s degree in Finance or Accounting

2. CPA or ACCA

3. Five years’ experience in grants financial management, with extensive knowledge of major donor regulations.

4. People management experience,  

5. Proven knowledge of Generally Accepted Accounting Principles and a practical knowledge of financial systems and internal controls.

6. Proven experience in budget preparation and management.

7. Good working knowledge of spreadsheet applications and accounting software.

8. Working under pressure,

9. Attention to details

License, registration, or certification required to perform this position:

If applicable, include language requirement(s) as a minimum qualification for this position.

Effective in written and verbal communication in English and Kinyarwanda

Preferred Skills, Knowledge, and Experience:

List academic requirements, technical skills, or other knowledge preferred for this position.

1. Master’s degree in Finance/Accounting/Auditing

2. Accounting certification, including ACCA, CPA, CFA, CIA, or equivalent,

3. Knowledge of governments, multilateral and private non-sponsorship grant regulations and financial reporting requirements,

4. Knowledge of local taxation laws

5. Experience with planning and forecasting

6. Able to work in a cross-cultural environment with a multi-national staff

7. Knowledge of the SunSystem accounting package

8. Team building skills

• Coordinate the grants’ financial planning and budgeting process and provide technical support in line with WVI and donor guidelines.
• Manage all National Office grants budgets, cash flow, and projects funding, and ensure that program/project spending is in line with approved budgets and timelines.
• Provide guidance and support in developing grants proposals and budgets to ensure that they are in line with donor requirements and meet World Vision Partnership’s key financial standards.
• Manage relationships with donors and Support Offices (SO), ensuring all donor finance-related requirements are addressed on a timely basis.
• Provide financial guidelines for the analysis of grants projects closures and advise on strategic action steps for smooth phase-out in accordance with World Vision and donor guidelines.
• Coordinate grant financial report discussions on a monthly basis.

• Bachelor’s degree in Finance or Accounting
• CPA or ACCA
• People management experience
• Proven knowledge of Generally Accepted Accounting Principles and financial systems
• Good working knowledge of spreadsheet applications and accounting software

• Bachelor’s degree in Finance or Accounting
• CPA or ACCA
• Five years’ experience in grants financial management with extensive knowledge of major donor regulations
• People management experience
• Proven knowledge of Generally Accepted Accounting Principles and financial systems