Senior Finance Officer – Grants

2 months ago

New Delhi, India Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) Full time

1.    Monitor Budget and Actual Expenses of restricted grants

  • Maintain a complete record of all pertinent documents of each project and coordinate with other Finance Staff and various project leaders to ensure that the financial implementation adheres with all the other aspects of the project agreement.
  • Coordinate with donors, collaborators, project leaders and scientists to clarify financial issues, answer queries and give updates on the financial and budget status of the project.
  • Review the financial status of the project prepared by the finance officer.
  • Review and verify expenditures of restricted projects to ensure adherence to budgetary and donor requirements.
  • 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 the internal systems (myTree and OCS), budget update and management in OCS and project tracking & closures.

2.       Annual Budget and rolling budget updates

  • Collaborate with Principal Investigator (PI) regarding staff time allocation to be updated in OCS planner.
  • Collaborate with PI on budgets for partnerships, travel, supplies, consultants, publications, and other costs based on the availability of funds of on-going restricted projects.
  • Review the overall annual budgets of grants in assigned teams.

3. Donor Reporting

  • Prepare reports on the specific projects’ finances to donors and other users in compliance with organization’s standards and as specifically pre-determined by the donor as mentioned in the signed Grant Agreements and Donor’s General Conditions.
  • Review the donor financial reports prepared by the Senior Accountant.
  • Ensure that reports to donors are submitted on time.
  • Submit draft and final financial reports in grants management system.
  • Provide restricted grant financial management support to countries staff as well Units and Themes assigned.
  • Review all donors reports from the Country Offices, Units and Themes assigned prior to forwarding for approval.

4. Grant revised/amendment Budgets for On-going Projects

  • Key resource for project amendment budget preparation.
  • Review revised budget for on-going projects prepared by the finance officer.
  • Ensure that the grants recover full overheads as per relevant cost structure.
  • Provide guidance and ensure the budget figures are correct, and the budget lines follow the donor requirements.

5. Grant Agreements

  • Review the financial part and other relevant information of the new Grant Agreements and Grant agreement amendments.

6.  Internal Reporting

  • Update the monthly summary of restricted projects with multi-year budgets and cumulative expenses.
  • Update the monthly staff time allocation and the three-year staff’s plan. 

7. Special Audit of Restricted Projects

  • Assist with Coordination and attend entry and exit meetings on audit of projects for grants managed.
  • Key resource on queries from the external auditors on restricted grants.
  • Assist in reviewing the draft audit report and provide draft management responses for approval by finance manager – grants.
  • Review partner audit report in relation to project requirements.

8. Daily and Monthly Operations

  • Verify and approve the journal vouchers prepared by the finance officer.
  • Monitor donor receivables and payables.  Assist in ensuring that receivables are collected.  Review donor payables remind project leaders if there is slow spending.  Provide explanation on the monthly summary of donor receivables and payables >USD 50K, prepared by Treasury team.
  • Identify incoming funds from restricted donors and provide the code to the Head of Treasury and Fixed Assets.

9. Restricted Grants Partners Financial Management Monitoring

  • Implement partner financial monitoring tools and mechanisms. Advice on where improvements can be made.
  • Supervise financial compliance for all restricted grants partners of assigned grants and ensure partners spend within their budgets and are following the laid down donor and/or CIFOR-ICRAF financial procedures and regulations.
  • Ensure and follow up on financial reporting for partners on assigned restricted grants.
  • Analyze restricted grants partner expenses and provide feedback of analysis to the project leaders and managers on expenditure trends and areas with significant over- or under spending.
  • Communicate with partners assigned to areas of weaknesses and steps to take to mitigate the risks and internal control issues.
10. Perform other tasks assigned from time to time by the Finance Manager – Grants, Chief Finance
 and Operations officer and Director Corporate Services.

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