Senior Finance Officer (USAID)
NACOSA is a network of over 2,500 civil society organisations working together to turn the tide on HIV, AIDS, TB and GBV in Southern Africa. NACOSA promotes dialogue, builds capacity with accredited training, mentoring and technical assistance and channels resources to support service delivery on the ground, particularly among children and youth, key populations and women and girls.As a principal recipient of the Global Fund and in partnership with USAID and PEPFAR and other public and private sector partners, NACOSA works at all levels from international agencies and national government, right though to sub-district services and small, community groups. NACOSA acts as a bridge between people and health and social services. NACOSAs programmes reach around 270,000 people affected by HIV, AIDS, TB and gender-based violence.The position will support the USAID Finance Manager in administering financial records and preparing information for donor reporting. To ensure compliance of donor requirements, the role will also closely monitor sub-recipients financial reports, governance structures and internal controls, providing mentoring and capacity building interventions to strengthen the recipient partners control environment. KEY RESPONSIBILITIES: Sub-Recipient Management and quality assurance processesoRegular assessment of the governance and financial environments and internal controls of sub-recipients. Recommend practical solutions for the sub-recipient and then monitoring that the recommendations are being implemented.oMaintaining a database of sub-recipient financial reports, including but not limited to:Date and completeness when a report is received.Communicating with all stakeholders (sub-recipient, financial manager and programme manager) regarding late and incomplete submissions.Date and validity when a report has been reviewed.Communicating with all stakeholders (sub-recipient, financial manager and programme manager) regarding ineligible expenses, financial risks and other matters identified.Perform procedures to provide assurance that expenditure claims by sub-recipients are valid and accurate, with attention to:Cash reconciliations;oAnalysing budgeted expenditure versus actual expenditure;oSubstantive procedures on a sample of reported expenditure;oMaintain the asset and consumable registersoPrepare a report of findings to be communicated to management of NACOSA and the sub-recipientMonitor compliance of the grant condition relating to the use of a dedicated donor bank account. Prepare relevant bank reconciliations and fund accountability statements to ensure that any inter-account transfers are done timeously.Prepare a payment request with supporting evidence, including a calculation of the next advance to fund the sub-recipient for the following month(s).Meet with the programme team to discuss performance (compare finance vs. outcomes) and any finance findings that could impact on performance and/or escalated by the programme specialist.Provide written feedback to the sub-recipient relating to their financial report and any findings must be clearly communicated along with recommended actions to resolve the finding.Monitor the grant conditions (e.g. compliance with audit requirements, reporting deadlines, obligated amounts, cost share)Maintain permanent files for each sub-recipient, containing the contract, budget, bank details and any changes etc.Maintain fixed asset registers of each sub-recipient for additions / disposals and perform on-site verificationsMentoring and TrainingoTo identify and recommend sub-recipients and/or topics that require mentoring and training.oPrepare a mentoring and training plan for sub-recipients where weaknesses have been identified via assessments, monthly reviews or other sources.oMonitor adherence to the mentoring / training plan and to communicate feedback on progress.oProvide on-site and off-site support to the sub-recipients in the form of training, mentoring and capacity building.AccountingoUse an accounting package (e.g. Netsuite / QuickBooks / Pastel) and Sub-Recipient MS Excel financial reports to prepare and initiate disbursements for approval;oUse an accounting package (e.g. Netsuite / QuickBooks / Pastel) to record disbursements to SRs and expenditure reported;oPerform analytical procedures on the consolidated grant information, considering value for money, trends and outliers within the programme;oPrepare management, donor & audit reports to assist with reconciliations, expense analysis & budget monitoring and preparation as well as the monitoring of receivables, prepaid and payable accounts;oPrepare adjusting entries with appropriate supporting documentation, as necessary;oAssist with monthly and fiscal year-end closing including revaluations, accruals and adjustments for foreign exchange differences as necessary.Audit and otheroAssist with requests for information by management, auditors, and donors;oTo provide recommendations to improve existing work processes;oAssist with the development of finance training manuals, presentations and guidelinesoConduct internal audit / compliance visits at selected sub-recipientsoPerform close-out procedures on sub-recipients where the grant agreement has endedSupervise finance officers / clerks that support the programme, provide mentoring and training to these staff and other non-finance staff working on the programmes.
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