Finance and Grants Officer
Terms of Reference
Position Title: Finance and Grants Officer
Location: Hanoi, with frequent travel (70% of time) to the Project areas in Son La and Lao Cai Province.
Period of Assignment: August 2018 to April 2019 (plus possible 3-year extension)
Reporting To: Operations Manager
Background: The Aus4Equality|GREAT, Gender-Responsive Equitable Agriculture and Tourism Program is Australia’s Department of Foreign Affairs and Trade (DFAT) flagship program in Vietnam promoting gender equality and women’s economic empowerment, with a specific focus on ethnic minority women.
The Program is implemented by CowaterSogema in cooperation with the S?n La and Lao Cai Provincial People’s Committees (PPCs). GREAT will work with a range of partners working in three thematic areas: 1) household and community level gender power relations, 2) inclusive market systems; and 3) enabling environment for women’s economic empowerment. Ultimately, this program aims to improve the social and economic status of women living in in Son La and Lao Cai and provide opportunities to engage in increasingly value-added agriculture and tourism activities.
We are recruiting a Finance and Grants Officerto support the Program.
Statement of Duty: Reporting to the Operations Manager, the Finance and Grants Officer will take the lead in assuring the quality management of grants from selection to closure. This position requires strong demonstrated experience in the areas of Finance and Grants management, as well as a strong knowledge of partnership agreements, funding mechanisms, and requirements. In addition to an oversight and monitoring role, the incumbent will ensure that grant partners’ staff improves their understanding of different partnership mechanisms and build their capacity to adhere to regulations related to reporting, procurement, financial management, internal control and audit.
Providing these services in an effective and efficient manner will ensure that all provincial finance processes and procedures are accurate and up to date, in accordance with the procedures and guidelines laid out in the Aus4Equality Program Standard Operational Manual.
Specific Duties:
Grants Selection Process:
- Participate to the establishment and assessment of due diligence process and procedures;
- Provide secretarial support to the selection process of concept notes
- Provide assistance during project design workshops for partners.
Grants Implementation:
- Review and/or enter data into program Salesforce Database to ensure grant information is captured accurately for the grants portfolio;
- Review partner’s monthly financial reports to ensure that they meet requirements. Liaise with other staff for review as needed;
- Review funding requests (advances and reimbursement), including preparing supporting documentation for payment;
- Coordinate with Procurement, Contracts and Risk Officer and Senior Finance Office to monitor grant compliance with partnership agreements in terms and conditions, including reporting;
- Assist with the financial and administrative aspects of grantees' projects, review budget changes and other supporting documents;
- Assist with processing grant award amendments;;
- Assist in track outstanding grants’ reporting and/or compliance items and prepare appropriate reports on status;
- Ensure complete documentation is on file for all partners within portfolio and that files are audit-ready;
- Produce grant reports on various aspects of grant portfolio, from Salesforce as well as written and/or quantitative analysis, including overall status, financial status, reporting status, etc.
Internal Control and Audit
- Carry out internal control mission – in close concert with relevant to assess adequacy of compliance with applicable regulations, policies and procedures.
- Report findings to Operations Managersincluding proposed follow-up with grant partners based on issues noted;
- Advice on GAAP and basic accounting records to be maintained by the partners.
- Perform on-going monitoring and assessment of partner capacity to accurately record and post all transactions.
- Ensure adequate response and monitoring to implement recommendations of all financial audits and partner capacity assessments
- Participate to joint-monitoring missions.
- Travel for grant partner support and/or capacity building activities;
- Support project close-out activities related to grant awards or general project support;
- Carry out other relevant tasks as necessary.
Required Qualifications:
Skills / Abilities:
- Professional qualification in accounting (ACCA, CPA or equivalent), preferred.
- Minimum 10 years relevant work experience in development organizations, of which five years should be finance management and compliance.
- Experience managing grants and/or other donor grant awards.
- Auditing experience, a plus.
- Demonstrated ability in building capacity and providing training and technical assistance, and experience working with NGO/government and business Good command of spoken and written English.
- Proficient in MS Office (Word, Excel and other appropriate software) Self-guided, strong organizational and planning skills.
- Ability to work independently and under pressure. Excellent communication, coaching and facilitation skills.
- Experience in using online MIS/accounting software and competence will be an added advantage, or ability to learn quickly.
Interested candidates are invited to send application to [email protected]. Please indicate in the subject “Application for AusEquality Finance & Grants Officer”
Application should include:
- A cover letter including a response to each of the selection criteria
- A detailed Curriculum Vitae
- 03 reference letters
Deadline of submission: 6 July 2018
Women, and people of minority groups, are encouraged to apply.