Grant Finance Manager Full Time NEW

The Ministry of Health invites competent and interested applicants for the following positions.

JOB OBJECTIVE:

The objective of the Grant Finance Manager position is to ensure the effective financial management system is maintained within the Ministry of Health in general and the Finance Executive Office in particular.

JOB SUMMARY:

The major duty of the position is to ensure the financial resources of the Ministry are well managed, and the financial management and the overall internal control system are strengthened. This includes but is not limited to ensuring the grant’s books of accounts are maintained as per the rules and regulations of the government and in compliance with funders’ guidelines. Support the regions and federal institutions in relation to Grant finance management. Ensuring the standard financial operating procedure is complied with and that the books of accounts are maintained properly and supported by appropriate documents. Ensure the fund absorption gap is improved.

ROLES AND RESPONSIBILITIES:

Budget control-monitoring:

• Participate in the preparation of annual budgets and work plans together with the relevant officials at Federal/Regional/Zonal levels
• Involved in the preparation of the spending forecast for all projects in collaboration with the project team. Where variances are identified, work with the finance team and project staff to develop corrective action
• Ensure that expenditures are within the approved budget
• Involved in the grant-related budgeting process and Grant close-out.

Financial Management:

• Make all accounting records and bank accounts up-to-date and keep the standard recording and reporting guidelines fully complied with.
• Maintain ledger per region and monitor liquidation status by region, by source of fund, and by purpose (activity), and ensure that advances are cleared in a reasonable time.
• Maintain periodic Statement of Accounts for implementing regions/agencies and reconcile the statement with the one to be maintained by those implementers
• Ensure all commitments and related budgets are accurately reflected in the organization’s financial system
• Review the financial management aspects of procurement of commodities, construction, and services in accordance with the established guidelines, in conjunction with the relevant officials from other departments and implementers
• Maintain proper books of accounts with posted ledgers and conduct field visits to ensure proper recording of transactions and to ensure the correctness of SOEs.
• Ensure that the regions maintain updated and appropriate ledgers
• Compile list of VAT expenditures and submit VAT reimbursement requests to MoF
• Together with the related officials, implement sound financial staff development and capacity building programs for financial staff at regional/zonal levels
• Provide periodic internal and external financial reports for management consumption and also for donors or other external parties on a timely and accurate basis.
• Participate in a risk-based regional supportive supervision taking into account factors such as long outstanding advances, low absorption, internal and external audit findings, and quality of reporting from RHBs.
• Maintain books of accounts for auditing by external auditors and by donors. Effectively participate in the audit work, participate in the preparation of the audit remedial action plan, and its implementation
• Preparing payment, receipt, and journal vouchers as the case may be, and timely recording the transaction in the books of accounts
• Processing cash transfers to the regions and following up on the timely effecting of the transfer.
• Processing payment requests relating to the construction project.

Cash Management

• Confirm breakdown of funds received from the donor to facilitate accurate recording and subsequent implementation.
• Confirm availability of cash in the bank at any one time, and especially before releasing transfer orders.
• Maintain long-term and short-term cash flow projections to monitor the cash balance better
• Set a minimum cash balance that should be in the accounts of RHBs and at which point to trigger a transfer.
• Prepare monthly bank reconciliation statements for all bank accounts
• Conduct field visits to RHBs to ensure adequacy of cash management systems.

Grant Management

• Maintain separate grant files for each funding
• Liaise with donors as required
• Ensure compliance with the financial management, grant management, and reporting requirements of donors, including grant closure
• Communicate with the internal and external auditors and respond to any audit queries or issues in the management letters.
• Carry out other duties as assigned by the Director.

EXPECTED OUTCOMES:

• Accurate and updated financial data
• Reconciled books of accounts and statement of accounts with implementers
• Provision of timely and accurate financial reports to all concerned.
• Compliance with donors’ requirements and government financial rules and regulations.
• High-quality performance in financial data management
• Enhanced communication and collaboration within the team

EDUCATIONAL BACKGROUND:

• BA degree, master’s degree, or PhD in Accounting and Finance

WORK EXPERIENCE:

• Minimum of 14 years of proven work experience in financial analysis, budgeting, and forecasting, financial management, reporting, and data analysis for a BA degree or
• Minimum of 12 years of proven work experience in financial analysis, budgeting, and forecasting, financial management, reporting, and data analysis for a master’s degree or
• Minimum of 10 years of proven work experience in financial analysis, budgeting, and forecasting, financial management, reporting, and data analysis for a PhD degree, preferably in an international development or government organization projects context.
• Of the total experience required a minimum of 6 years of proven work experience supporting grant finances at the federal or health bureau level is mandatory. Experience with donor-funded projects within the health sector is highly preferred.

SKILLS:

• Ability to independently organize work, prioritize and perform multiple tasks simultaneously, demonstrate self-initiative, and solve problems
• Fluency in verbal and written communication in English with good analytical skills
• Ability to work under pressure and meet tight deadlines to ensure timely reporting to donors.
• Strong analytical, problem-solving, and decision-making capabilities based on data analysis.
• Proven record of accomplishment in delivering quality performance in highly pressured environments.
• World Bank and Global Fund Reporting Requirement skills are an advantage.
• IFMIS and Peachtree or other accounting packages skills are mandatory.
• Hands-on computer Literate (MS Word, Excel, PowerPoint)

ACCOUNTABILITY:

Both the Civil Service and MoH/RHB Human Resource Administration rules and regulations will be applied to guide the day-to-day services of the advisor. Furthermore, since the position is for grant finance, the donors’ various requirements and regulations need to be complied with as well.