Associate Finance Director

Job Description

Job Description:

JOB PURPOSE

Associate Finance Director-Global Fund is responsible for full accounting and financial management, overall budget monitoring and compliance oversight of the Global Fund grant and all related sub-grantee/sub-contractors. The position oversees design and implementation of strong internal controls and appropriate financial reporting procedures/policies to minimize/manage risks associated with grant implementation, safeguard Global Fund’s investments, achieve consistent compliance with Global Fund grant agreement, approved workplan/budget, Global Fund policies and regulations, WV International (WVI) and World Vision International Sierra Leone (WVISL) policies and procedures, as well as local laws and regulations. The person coordinates capacity assessments and capacity building, budgeting and financial management and actively works with the sub-recipients (SRs) in developing their grant financial management capacity.  He/she develops and implements financial strategy to prevent or reduce compliance-related liabilities and risks. The scope of work covers all aspects of the Program’s financial management.

The Global Fund grant is a three-year project, budget of $21 million dollars, and possibility of increase at a later stage. This position is contingent upon funding and donor approval.

MAJOR RESPONSIBILITES

Budget and Financial Management: 20% of time

• In coordination with the Chief of Party, ensure that all Sub-Recipient (SR), SSRs and Service Providers’ agreements and amendments are well prepared, grant files are updated/maintained, and key grant documents are shared as defined in the grant agreement with donor and by World Vision internal policies.
• Ensure that donor donor-facing reports are prepared accurately and disseminated within the due dates. This includes ensuring that reports (e.g., Field Financial Reports (FFRs)) are discussed collectively with the different functions (program management, M&E, finance) to ensure quality analysis of the issues and identification of appropriate solutions, ensuring that this is captured in the report and carrying out accuracy and quality checks before submission to the Global Fund.
• Review all management letters and ensure that all issues raised are resolved expeditiously in collaboration with the Fund Portfolio Program Manager and the Country Team of the Global Fund
• Lead the identification of budget and compliance needs and oversee the implementation of trainings on budgeting and compliance with all relevant Global Fund program staff and the SR(s) under the grant.
• Proactively track budget spending against the budget and provide recommendations to the Chief of Party on needed actions to get budget execution on track.
• Develop effective budget monitoring tools and implement them for all Global Fund’s Malaria, HIV & AIDS, and TB program activities; review SR budgets against spending and provide comments / recommend approval by the Chief of Party
• Actively engage in budget discussions and generate feedback to Global Fund’s Program Management Unit (PMU) on adverse budget variances in monthly meetings and results from SR monitoring.
• Take the lead on liaising with WVISL and US finance teams, prepare cash projections, ensure that proper accounts are used, review cash disbursement advance journals, review and approve liquidation journals, and review posted journals for errors.
• Perform regular reconciliations of cash balances, SR advances (if applicable) and non-cash assets to ensure effective management of the grant resources.

Compliance and Risk Management: 20% of time

• Ensure that all program financial processes and reports are compliant with WVISL and Global Fund policies, procedures and regulations, local legislation and other international bodies.
• Ensure project documents and financial records are maintained and readily available for internal/external audits and reviews.
• Coordinate the development and implementation of grant financial management trainings and capacity building activities in close.
• Ensure strong cost allocation, general accounting, internal controls and administrative systems are in place.
• Implement financial policies in accordance with World Vision Field Financial Manual, Global Fund Rules and Regulations and local financial regulations.
• Practice standard financial systems, including implementation of good internal controls, asset monitoring and reconciliation of all funds accounts.
• Oversee grant accounting processes, including that of SRs.
• Assure that all grant policies and regulations are adhered to for purposes of eligibility of reported expenditure.
• Ensure full compliance with before the fact Blocked Parties Screening (BPS) requirements of WVI and donors. This relates to vendor, partner and staff screening, and direct responsibility to ensure that SRs are fully compliant with this requirement.
• Ensure full compliance with Labour Distribution Reporting (LDR) and timesheet reporting as per WVI policies.
• Ensure that the Grant meets its fair share of support cost as allowable per donor regulations, and that the allocation of support cost demonstrates full cost recovery in compliance with WVISL cost allocation policy and donor requirements.
• Proactively manage spending and budget executive in collaboration with supply chain and programs teams, to keep the grant burn rate on track and avoid overspending in grants.
• In coordination with the Chief of Party, develop and implement the grant close-out plan in compliance with WVI policies and procedures and Global Fund guidelines to ensure timely and effective closure of the grant.

Audit, Monitoring and Reporting: 25% of time.

• Ensure that the Global Fund program has in place and adheres to a schedule of planned Audit monitoring visits; the basis for the selection, timing and frequency of its monitoring visits should be properly documented.
• Ensure that assessments and monitoring visits are being carried out in accordance with WV policies about timeliness, comprehensiveness, professionalism and documentation.
• If needed, ensure that corrective action plans are prepared within sixty calendar days of the assessment or monitoring visit, and that program staff are supporting Audit Implementation to address the identified issues within agreed timelines.
• Ensure financial and programming staff participate in the financial monitoring of the SR (including site visits); trip reports must indicate the monitoring steps performed, the processes reviewed, the result of the testing and reviews, and recommended corrective actions.
• Review and analyze assessment, monitoring, trip reports and monthly updates on a timely manner and to inform follow-up actions.
• Ensure that the Audit team receives support from WV to correct weaknesses detected by internal and external auditors, Global Fund program staff, and others; directly address issues that are escalated.
• Ensure internal control systems are reviewed and monitored to verify that financial duties are adequately segregated; Global Fund program finance and compliance staff should regularly monitor and assess PMU ability to accurately record and post all financial transactions and provide feedback to the CoP.
• Ensure the development of a staff and SR capacity building plan, through which finance and compliance staff provide direct technical support to support in all aspects of finance, compliance and internal control for SR. Ensure that the project SR evaluates and effectively monitors any SSRs and/or partners to achieve efficient use of Global Fund resources.
• Ensure that the Global Fund program finance and compliance staff provide direct technical support in all aspects of finance, compliance and internal controls for SRs.
• Facilitate formation of the Financial Management Working Groups (FMWGs) for effective management of the Global Fund GC7 consortium led by WVISL.

Capacity Building: 10% of time

• Ensure that the Finance and compliance officer provides direct support in building the capacity of GF Finance and Program team on Global Fund policies and procedures required for the program intervention activities on the grant.
• Ensure that there is real time on-site monitoring during implementation of key activities.
• Ensure that there is periodic assessment of GF financial system and processes to identify gaps/weaknesses and recommend steps to mitigate risk.
• Approve all liquidations and ensure there is adequate support documentation for the implemented milestones.
• Develop and maintain good professional networks with the Regional Deputy Finance Director and WVUS Finance Manager.

Administration and Fleet & Asset Management: 20% of time

• Ensure that Global Fund GC7 grant’s assets, under the care of WVISL and/or Sub-Recipients/Service Providers, are secured, safe, and well maintained and managed in full compliance with local regulations and Global Fund policies.
• Ensure that Global Fund GC7 grant provides quality hospitality services to staff and visitors.
• Ensure that transportation/logistics are well managed to promote operational effectiveness.
• Implement of fleet management policies, both for WVISL and Global, including tracking of vehicles, fuel management and vehicles and motorcycles maintenance.

Team Management, Internal Collaboration and Engagement: 5% of time

• Lead, direct, mentor and coach a team of finance and grants compliance staff to meet GF program objectives.
• Take the lead in setting annual Global Fund program finance and compliance targets and ensure that specific tasks are built in staff performance plans.
• Conduct periodic reviews of staff performance in keeping with WVISL’s performance management system and mentor staff to ensure high levels of motivation, commitment, capacity, and teamwork.
• Review and handle performance management of staff.
• Adhere and implement to organizational guidelines and polices.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience          

• At least 5 years of accounting and/or grants management experience
• Three years Global Funds grant experience
• At least 5 years’ experience managing staff
• Experience with government grant regulations and financial reporting requirements.
• Balanced combination of 5 years Business Management experience in INGOs

Required Education, training, license, registration, and certification.      

• Master’s degree in accounting, Finance, Management or related field like international business management
• CA, ACCA, CPA or another professional accreditation equivalent

Travel and/or Work Environment Requirement

• 15% travel

Physical Requirements 

• Medical assessment required.

Language Requirements            

• English