Position Title: GRANTS ACCOUNTANT
Supervisor: FINANCE AND ADMINISTRATION MANAGER
Department: Finance and Administration
Location Kampala-National Office

Job Summary:

Reporting to the Finance and Administration Manager, the Grants Accountant will support the implementation, monitoring and evaluation, budgeting and tracking, financial and narrative donor reporting, coordination and ensuring compliance with Habitat for Humanity Uganda and Donor rules and regulations/requirements. The Grants Accountant will also manage the day to day grant compliance and financial reporting for donor-funded activities in Habitat for Humanity Uganda.

Key result areas:

  • Coordinating stakeholders involved in grant management to ensure that:
  • They are all aware of the terms and conditions of the grant regarding expected programmatic deliverables and all information created during proposal development and donor negotiations.
  • That ongoing information related to the grant is communicated to relevant stakeholders.
  • Appropriate tools are available and used to manage programmatic implementation and compliance such as:
  • Developing and monitoring annual project implementation work plans/Gantt charts (everything from procurement/award to evaluation)
  • Reporting calendar and required report templates
  • MOU templates and partner agreements are reviewed by appropriate team members
  • Conducting Due Diligences on prospective partners to work with HFH Uganda.
  • Reviewing grant budgets and work plans ensuring that:
  • The grant budgets for grant proposals are aligned to the proposed work plans.
  • The budget and budget narrative follows the donor’s budgeting guidelines.
  • Timely feedback and responses are given to questions raised by the Donor, Finance and Administration Manager or EMEA Grants.
  • Correct budget coding has been used to facilitate posting and tracking in the Financial Management System for monitoring and analysis.
  • Monitoring and coordinating grant financial management, compliance and reporting including:
  • Liaising with partners on grant implementation, reporting, information sharing and further work planning.
  • Ensuring compliance with the donor financial contractual obligations by:
    • Assisting HFH Uganda in creating and reviewing of financial compliance checklist, compliance briefings and briefings on the importance of maintaining support documentation etc.
    • Conducting initial assessment of financial systems to ensure HFH Uganda has set-up correct codes to enable financial reporting in Sun-Systems such as Project codes, fund codes and Donor Activity codes.
    • Conducting periodic reviews of the financial transactions supporting documentation to ensure compliance with the donor rules and regulations.
    • Capturing transactions in Sun-Systems and ensuring that grant financial reports are reconciled to the ledger.
    • Preparing or reviewing and analyzing the budget variance analysis; grant actual expenditure & vs. grant budget, budget variance justification, and advise the Finance and Administration Manager.
    • Assisting the Finance and Administration Manager with preparation of budget realignment requests where applicable.
    • Working with the Finance and Administration Manager to respond to the grant audit findings and highlighted risks and project evaluation concerns.
    • Working with the Finance and Administration Manager to develop and strengthen the internal controls environment in as far management of the grant is concerned.
  • Reviewing and providing feedback to the Finance and Administration Manager on the programmatic and financial donor reports prior to submission, ensuring these are timely, accurate and reliable and in compliance with the contractual obligations.
  • Periodic field visits to check on grant activities progress, consistency and level of compliance.
  • Proactively identifying problem areas or potential problems, making recommendations to address issues before they impact the grant, developing action plans and following up with the Finance and Administration Manager to ensure that identified issues have been addressed.
  • Capacity Building and Training
  • Supporting the Finance and Administration Manager with reviewing the grant agreements against HFH Uganda systems and policies. Identifying the gaps and assisting in the development of systems and procedures that would enable full compliance with the contractual obligations.
  • Providing input into grant management related policies and work with other parties to develop and institutionalize detailed implementation procedures based on the grant management policies and the applicable specific donor rules and regulations.
  • Identifying and sharing best practices in grant management at the local, national and international levels.
  • Arranging, and/or conducting training and capacity building to address grant management competency gaps at the National Office and Field Offices.
  • Grant cash flow management: Ensuring the grant cash flow is managed in line with the donor requirements and HFH Uganda procedures

Any other reasonable duties as relates to the interests and operations of Habitat for Humanity Uganda.

Internal/ External Working Relationships:

MORE JOBS ( October 2024)

Internal: National Director, Finance Manager, Resource Development and Project teams.

External: Partners, Contractors and Donors.

Qualifications, Experience and Abilities:

  • Minimum undergraduate Degree and/or professional qualification in Accounting, Finance, Business Studies, Auditing or related field
  • At least 5 years’ experience in grant management in a major Non-Governmental Organizations.
  • Experience in project management and financial management
  • Development and designing of trainings; and facilitating training workshops
  • Good track record of Project Budgeting and tracking
  • Ability to understand financial reports and analyze financial variances
  • Detail oriented, particularly with regard to donor agreements, contracts and other  related legal documents
  • Good negotiation skills
  • Ability to work under pressure and with minimum supervision, willing to learn, team builder, innovative and demonstrate capacity for maintaining high professional standards.
  • Ability to coordinate both financial and programmatic functions of grant management
  • Good management skills (planning, organizing and monitoring)
  • Ability to manage horizontally and vertically (professional / superiors/subordinates, peers)
  • Good communication and inter-personal relation skills
  • Patience and perseverance in understanding and explaining issues with Field Staff.
  • Strong writing skills (clear, concise and compelling)
  • Comfort and efficiency in IT systems including MS Office Suite. Knowledge of SUN-System is required.
  • Ability to travel
  • International experience managing multi-cultural partners and stakeholders.
  • Working knowledge of accounting principles, systems, and analysis of financial reports
  • Knowledge of safeguarding policies and practices to protect children and vulnerable people
  • Knowledge of legal issues particularly related to grant agreements and/or contracts in general
  • High level of integrity, self-driven and able to set own work schedule with rigorous deadlines.

Applications should be addressed to the Human Resource and Administration Department and submitted before close of business on Friday, 5th February 2021 to this email: hr@hfhuganda.org or hand delivered to plot 91, Kira Road, Kamwokya.

The position applied for should be indicated clearly in the subject line.

Note: All candidates who previously applied for these roles are advised not to re-apply.

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