OVERVIEW OF POSITION

Reporting directly to the Senior Finance Manager, the Grants Mangement Officer will be part of Finance team in Karachi and will perform Job as per objective defines below.

OBJECTIVES

Objective 1

Project Accountancy

Tasks & responsibilities

• Maintain core partner files and keep the files updated at all times.
• Provide financial data to Senior Finance Manager for the financial report.
• Receiving co applicant accountancy, make it align as per SAGA requirement and share with Finance team.
• Ensure all the description, project code, budget lines and required accounting information match with SAGA standards.
• Review, recording and tracking of co-applicant financial data and transactions as per ACF monthly closure checklist.   
• Follow up with partners for reports and financial data.

·         Reconciliation of Fixed assets register with Logistic department.

·         Update Project forecast, coordinate with all concern department and ensure accurate forecasting and funds utilization.

·         Coordinate meeting with all stakeholder at provincial level and ensure forecast vs actual expenses on monthly bases.

·         Highlight exchange rate issues in forecasting and document any major variation in any budget lines.

·         Closely monitor all budget lines and ensure donor and organization compliance and flexibility ratio.

·         Assist Senior Finance Manager and Capital finance team in partners’ accountancy and funds management.

Objective 2

Grants Management

Tasks & responsibilities

• Ensure that all project co-applicants are well administered and implemented in compliance with the donor regulations and project procedures;
• Liaison with 3 consortium partners and other local co-applicants;
• Support all co-applicant to comply with reporting requirements and donor and project regulations;
• Oversee Co-applicant tracking, ensuring forward planning and preparation for donor report writing, adherence with project requirements and timelines, and timely submission of sub-grantee reports;
• Assist in the planning, coordination and/or participate in monitoring of consortium partners.
• Work closely with the Senior Finance manager and Project development and partnership team to develop and maintain standardized project Co-applicant administrative, monitoring and reporting tracking tools.
• Assist in ensuring that project Co-applicant-related administrative processes and procedures are consistently implemented, consistent with overall project approaches, including due diligence and  compliance checks, agreements, disbursements, reporting and co-applicants’ capacity-building.
• Work with operations and finance department in ensuring that relevant donor procurement and financial rules are followed for Co-applicants;
• Monthly dashboard preparation for Finance on project budgets.
• Reviewing the CCP and BFUs and coordinate with all stakeholder
• Support Program team in forecasting of program activities and payments
• Evaluate and observe budget consumption & initiating action on major variances noticed.
• Any other task assigned related to Consortium and grant management.

Objective 3

Audit, Compliance and checks

Tasks & responsibilities

• Prepare site visit report on internal controls and monitoring assessment.
• Ensure compliance with compliance SOPs/Manual.
• Field visit to partner office for assessments
• Coordination with partner to meet the reporting requirements
• Following on partner reporting schedule.
• Following Audit & Compliance SOP
• Keep the contracts, amendments, tax workings and working files for audit and compliance purposes.
• Ensure accountancy is well archived and hard documents are on due time, participate to scanning and filing if requested by the Senior Finance Manager
• Provide support during pre-audit and external/internal audit (checking vouchers, providing documentation and information to the auditors, etc)
• Report any issues raised by the auditors to Senior Finance Manager and the Finance Coordinator in charge of the audit
• Any other task assigned during audit, reviews and checks.

Objective 4

Taxation

Tasks & responsibilities

• Update and monitor any new taxation ordinance and its compliances.
• Ensure compliance with SRB, SRB and other regulatory provisions. 
• Ensure compliance with to Tax laws and other regulatory requirements for this project and assist co-applicants on this.
• Addressing of any notices issued by SRB / FBR with the help of tax consultant.
• Capacity building of provincial and co applicant team of taxation.
• Keep tracking of Tax Notices and coordinate with Senior Finance manager and Capital finance team.

Objective 5

Support to Senior Finance Manager

Tasks & responsibilities

• Act as a Focal person for senior Finance manager and assist him/her in partners meeting, reviews and coordination with implementing partners.
• Assist in financial reporting and keep track of reporting deadlines and submission.
• Support Senior Finance Manager on need basis, provide answers to the issues raised and report any major issue.
• Ensure good communication flow between the Implementing partners and Capital office.
• Participate in Coordination meeting with IP staff and partner organizations.
• Assist senior finance manager and capital finance office in any assigned tasks.

Objective 6 (Gender)

To ensure inclusion across departmental work and within/by the team

Tasks & responsibilities

• Support mission level qualification for gender marker.
• Ensure inclusion within departmental planning, implementation and reporting

INTERNAL & EXTERNAL RELATIONSHIP

Internal

Under the guidance

Senior Finance Manager

In coordination

All employee

Line manager

Senior Finance Manager

Technical manager

Senior Finance Manager

External

NGO/ INGO

Donors

Government of Pakistan

Federal Board Of Revenue

Other

REPORTING RESPONSIBILITIES

Internal National

Finance Manager

Internal Global

External

POSITION REQUIREMENTS

Mandatory

·         Master's Degree in relevant field

• Bachelor's Degree in relevant field and/or relevant technical qualification

Preference

·         Minimum 04 years of overall experience and 02 year in relevant field

COMPETENCIES

(1 being lowest, 4 being highest)

Team work (Level 3)

Organisation and planning (Level 2)

Analysis and resolution of problems and conflict (Level 2)

Adaptability and flexibility (Level 2)

Motivation (Level 2)

Resistance to pressure, and capacity to deal with difficult situations (Level 3)

Results orientation (Level 3)

Effective and synthetic Communication (Level 3)