The Ugandan Jobline

Job Title:   Grants Finance Assistant    

Organisation: Medical Teams International (MTI)

Duty Station: Kampala, Uganda

About the Company:

Medical Teams International is a faith-based not for profit health relief and development organization with a Calling “Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.” MTI-UG has operations in West Nile and South western Uganda. We provide Comprehensive Primary Health Care, Reproductive Health, HIV/AIDS and Nutrition.

Job Summary:   Responsible for supporting the Grants Finance Manager in monitoring specific grants as per assigned portfolio

Key Duties and Responsibilities:

Grants Financial planning and management 20%

• Support during proposal budget development per donor guidelines, project needs and in accordance with the organizational funds’ requirement.
• Actively participate and facilitate in project kick off meetings (PKM) to ensure financial aspect and compliance obligations/requirements of projects are fully understood.
• Facilitate grant closure procedures and monitor compliance to grant closure steps.
• Ensure the grants are closed out in the accounting system ensuring a match with final reports.
• Maintain and update folders on teams for all grants documents and reports

Grant Compliance, Information Management, Administration, and Capacity Building 20%

• Ensuring report deadlines, reviews and closure information is disseminated to relevant staff in a timely manner.
• Maintain updated soft and hard files for approved grants and special projects detailing: Agreements and donor regulations, Approved budget and proposals, financial reports sent to donors, and any other grants correspondence.
• Review and understand donor agreements to serve as focal person for donor rules and regulations.
• Support during trainings for relevant staff on donors’ procedures, requirements and compliance regulations.
• Actively participate in all grants specific audit/ assessments and follow up on recommendations to ensure full implementation.
• Assist in the design, development, and oversight of grants management policies, procedures, and practices.

Grant financial reporting, monitoring, and accountability 25%

• Manage the preparation of monthly Budget vs. Actual (BVA) reports for each grant and ensure their timely distribution to all budget holders and key program personnel.
• Coordinate the monthly grant BVA monitoring meetings with program and Finance teams at the country office and field locations and ensure documentation and follow-up on any action points.
• Support budget revisions in line with donor regulations and provide recommendations for realignments for negotiation.
• Liaise between programme staff and other departments to ensure that all deliverables are completed within the grant period.
• Participate in grant monitoring visits to field locations to ensure program implementation is as reported and to check specific donor compliance requirements.
• When required, participate in the planned donor monitoring field visits and report on the findings.
• When required, participate in donor and stakeholder meetings and visits as required.

Grant income and receivables management 10%

• Prepare donor invoices and request for cash disbursements from donors as per the project agreements.
• Prepare field fund requests and confirm the availability of funds for monthly field requests.
• Prepare monthly donor receivables and payables schedules.
• Set up new grants budgets in the accounting system and ensure all budget amendments are affected in the system.
• Ensure that allocated costs are charged to the grants according to the donor-approved budgets.
• Ensure payroll charges for assigned grants are accurately captured.
• In close coordination with the other finance staff, ensure the accuracy of data held in the accounting system.

Donor reporting 20%

• Ensure preparation of accurate and timely financial donor reports per donor requirements.
• Ensure issues identified at reporting are communicated to relevant stakeholders.

Others 5%

• Any other duties that may be assigned from time to time

Qualifications, Skills and Experience:

• A Degree or equivalent experience in Accounting, Business Administration, Commerce, or Finance or a Diploma with 5 years’ experience.
• Minimum Level 2 progressive stage in accounting certification is required.

Experience                                                                                                                                                                                                    

• Minimum 5 years of progressive experience in Finance & Accounting
• Experience working with INGOs is an added advantage

Knowledge, Skills & Abilities                                                                                                                                                           

Knowledge

• Knowledge of Generally Accepted Accounting Principles
• Knowledge of preparation donor donor-specific financial reports for different donors (UN, EU & USAID preferred)
• Knowledge of ERP systems and computerized accounting software such as Sage, Unit4, etc.
• Knowledge of UN, USAID & EU donor requirements and regulations would be an added advantage

Skills

• Skilled in using ERP system to process financial transactions
• High degree of analytical and financial reporting skills
• Proficiency in MS Excel
• Strong administrative skills in managing documentations and project funding information
• A good command of both written and spoken English, with strong interpersonal skills

Abilities

• Ability to respond to tight deadlines and changing priorities
• Ability to maintain detailed records with high accuracy
• Highly organized and pays attention to detail
• Ability to act with integrity and maintain the highest ethical standards
• Ability to maintain confidentiality of highly sensitive information
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

Physical Conditions                                                                                                                                                                               

This position may require occasional travel to health facilities located in remote areas with very basic living conditions.

How to Apply:
All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 25th January 2025.

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