Finance and Grant Administrator

Main Purpose:

To provide finance and grant administration support which enables the business to account for donor funding and effectively manage its operations in accordance with sound accounting practices.

Key Performance Areas:

1. Budgets
2. Monthly Accounting
3. Financial Management
4. Grant Administration and Reporting
5. Financial Audits
6. Policy, Risk & Governance
7. General Administration, Other Projects and Ad hoc Reporting

Performance Standard:

1. Master budget for five (5) years aligned to Rabia’s needs is prepared and updated annually within stipulated timeframes.
2. Year to date expenditure is tracked and monitored within budgetary limits for the financial year and risks identified are timeously raised.
3. Monthly report of actual vs budget spend is accurately prepared and timeously submitted to Operations Manager and Executive Director.
4. Invoices for monthly payments are obtained within required timeframes, and are organized in a coherent manner in accordance with company standards.
5. Monthly payment schedule summarizing payments is accurately prepared and submitted to the Operations Manager for approval within agreed timeframes.
6. Payments are accurately and timeously uploaded onto banking system for release of payment.
7. Monthly bank reconciliation is accurate, and expenditure is allocated to correct cost centre or project in accordance with Rabia’s chart of accounts.
8. Bank statements and any supporting documents required are sent to accountant monthly.
9. Monthly management accounts are accurately prepared and submitted to the Operations Manager and Executive Director within agreed timeframes.
10. Monthly cashflow statement and forecast schedule is submitted to the Operations Manager and Executive Director by agreed deadlines to facilitate timeous transfers from investment accounts in order to meet financial commitments for the month.
11. Quarterly expenditure forecast is prepared and submitted to the Operations Manager and Executive Director.
12. Cash in bank is monitored against forecast, and Operations Manager and Executive Director is timeously informed of draw down requirements.
13. Investment portfolios and expected returns are monitored and discussed with the Operations Manager and Executive Director.
14. Rate of spend by donor grant is monitored, evaluated and reported on monthly to ensure effective utilization of funds and compliance with donor requirements.
15. Draw down on grant funding is included with monthly payment schedule.
16. Accurate mid-term and annual grant reports are prepared using grant template within specific timeframes.
17. Accurate financial information aligned to donor reporting requirements is uploaded on donor portals by required deadlines.
18. Financial input for creating budgets and related support is provided to team during grant application and proposal phase, as required.
19. Grant register providing details of grant and obligations to donor is maintained, and accurately kept up to date.
20. Administration to onboard grant funding is completed in accordance with internal procedures and in compliance with donor requirements.
21. Audit is planned and organized, and nominated Auditor is provided with required information and support to timeously complete audit.
22. Feedback and recommendations arising from audit are actioned and implemented to ensure good corporate governance.
23. Finance Policy handbook covering key finance related policies and procedures is implemented to ensure good governance.
24. Internal controls including procurement procedures and protocols comply with any donor requirements and good accounting practice.
25. Fixed asset register is maintained in accordance with prevailing accounting standards.
26. Finance and grant risks are identified and appropriate steps to mitigate risk are recommended and implemented.
27. Records and supporting documentation related to all financial transactions are coherently organized and are easily retrievable.
28. Required reports are accurately and timeously prepared for Board and relevant sub-committees of the Board.
29. Finance related projects and initiatives are implemented and managed in accordance with mandate provided and company requirements.
30. Finance and banking related operations task lists are updated weekly by Tuesdays.

Performance Measurements:

1. Approved budget.
2. ED & Operations Manager Feedback.
3. Year to date tracking Expenditure within budget.
4. Monthly report is accurate and on time.
5. Invoices easily accessible.
6. Accuracy & completeness of payment schedule.
7. Details correct and timeous.
8. Bank reconciled.
9. Accurate allocation of costs.
10. Feedback from Accountant.
11. Management accounts.
12. Accuracy of forecast Funds available to meet commitments.
13. Quarterly expenditure forecast.
14. Cash in bank is available to meet commitments Operations Manager and ED Feedback.
15. Monthly report / feedback ED Feedback.
16. Monthly payment schedule.
17. Review of grant reports Feedback from Management.
18. Accuracy of donor reports ED & Donor Feedback.
19. Feedback from team members Up-to-date grant register.
20. Grants seamlessly onboarded.
21. Unqualified audit.
22. Action Plans developed and implemented.
23. Policies approved and implemented.
24. Internal audit findings and recommendations.
25. Up-to-date asset register.
26. Risk register.
27. Risks proactively managed.
28. Traceability of documents.
29. Quality of Reports ED Feedback.
30. Projects & initiatives successfully implemented ED Feedback.
31. Tasks lists kept up to date.

Job Type: Full-time

Pay: From R420000,00 per year

Experience:

• Negotiation: 5 years (Required)

Expected Start Date: 2025/03/01