Senior Finance Officer- Grants

Reference number: 202427
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
Download PDF:

CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.

Overview

Overview
The Senior Finance Officer – Grants (SFO) is responsible for overseeing and monitoring of the grants’ budgets and expenses of assigned Themes, Units and Countries in CIFOR-ICRAF. The SFO is also responsible for the assignment of new projects to the finance Officer(s) and maintenance of an up-to-date list of project assignments.
Key Result Areas:
1. Proper supervision, overseeing and coordination of the preparation of donor reports, internal budgets (POWB) and proposal budgets input.
2. Ensure Financial Reports to donors are reliable, accurate and are submitted on time.
3. Ensure grant budgets are monitored regularly; ensure there are no budget overruns.
4. Continuous communication and feedback to the PIs on their grant’s status.
5. Monitor donor payables and receivable balances; ensure the donor amounts receivable from donors are promptly collected.

Duties and responsibilities

1.Grants Budgets and
Actual Expenses Monitoring:

• Coordinate with donors, collaborators, project leaders and scientists to
  clarify financial issues, answer queries and give update on the financial and
  budget status of the project.
• Review and verify expenditures of assigned grants to ensure adherence to
  budgetary and donor requirements.
• Ensure that the grants recover full overheads including project services
  as per the approved donor budget.
• Monitor staff time allocations in Planner for the assigned grants and
  ensure it is as per donor budgets.
• Ensure timesheets are done, signed, and submitted on time for assigned
  grants.
• Monitor and ensure that staff time is charged in accordance with the
  budget and the time sheets are recorded/adjusted appropriately.
• Monitor changes in exchange rates and the impact on available project
  balances; promptly raise any forex concerns with the Finance Manager – Grants
  and the PIs concerned.
• Liaise with the Program Management Unit (PMU) regarding the development
  of Letter of Agreement (LoA) with partner Institutions, project start-ups and
  set ups in MyTree and OCS, budget update and management in OCS and project
  tracking & closures.
• Ensure the annual Budget and rolling budget is updated in OCS Planner.
• Review of financial status of the project prepared by the finance
  officer(s)activities.

2.   Partner Financial Management:

• Review of partner LOAs focusing mainly on the payments schedules and
  reporting timelines.
• Monitor and follow-up partner financial reporting for assigned grants.
• Supervise financial compliance for partners of assigned grants and ensure
  partners spend within their budgets and are following the laid down donor and
  CIFOR-ICRAF financial procedures and regulations.
• Analyze grants partner expenses and provide feedback and analysis to the
  project leaders and managers on expenditure trends and areas with significant
  over or under spending.
• Communicate with partners of assigned grants on areas of weaknesses and
  steps to take to mitigate the risks and internal control issues.

3.Donor Reporting:

• Prepare reports on the specific projects’ finances to donors and other
  users in compliance with Center standards and as specifically pre-determined by
  the donor as mentioned on the signed Grant Agreements and Donor’s General
  Conditions.
• Review all donors reports from the Country Offices, Units and Themes
  assigned prior to forwarding to Finance Manager – Grants for approval and
  clearance.
• Ensure that reports to donors are submitted on time.
• Ensure submission of fully approved / signed financial reports in grants
  management system in myTree for assigned grants.
• Provide grant financial management support to Countries staff as well
  Units and Themes assigned.

4.Projects Audits:

• Coordinate and supervise projects audits for assigned grants.
• Attend entry and exit meetings on audit of projects for assigned grants.
• Key resource on queries from the external and internal auditors on
  assigned grants.
• Assist in reviewing the draft audit reports and provide draft management
  responses for review and approval by Finance Manager – Grants for assigned
  grants.
• Review partner audit reports.

5.Grant Proposal Budgets
and Grant Agreements:

• Support project proposal/budget preparation regarding compliance issues
  for prospective sources of funding.
• Provide guidance and ensure the budget figures are correct and the budget
  lines follow the donor requirements.
• Review the financial part and other relevant information of the new Grant
  Agreements and Grant agreement amendments.

6.Donor payables and
receivable balances management:

• Monitor and reconcile donor payable and receivable balances for assigned
  grants.
• Ensure the invoicing timelines conditions as per the grant agreements are
  adhered to.
• Ensure the donor amounts receivable from donors are promptly collected.

7.Team leadership:

• Supervise direct staff directly reporting to you by managing their
  performance, including setting goals and objectives, coaching, and delivering
  results.
• Perform performance evaluation for the team, both mid-year and annually.

8.Internal Controls and
Other Duties:

• Ensure compliance with policies and safeguard of CIFOR_ICRAF assets.
• Identify and assess changes that could significantly impact the system of
  internal control in CIFOR-ICRAF.
• Evaluate and communicate internal control deficiencies in a timely manner
  to the supervisor.
• Perform any other tasks assigned by the Finance Manager – Grants.

Requirements

• Bachelor’s degree or equivalent in accounting or in related field.
• Certified Public Accountant and a member of a recognized accounting
  institute
• At least 7 years in Grants Management
• Proficiency MS office suite.

Education, knowledge and experience

•Bachelor’s degree or equivalent in accounting or in related field.
•Certified Public Accountant and a member of a recognized accounting institute
•At least 7 years in Grants Management
•Proficiency MS office suite.

Terms and conditions

•This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.

•The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.

Application process

The application deadline is 14 May 2024
We will acknowledge all applications, but will contact only short-listed candidates.