MAJOR RESPONSIBILITES

% of time

Activity

End Results

20%

Planning, Budget Preparation and Monitoring of Grant Projects  

• Coordinate the Grant project planning and budgeting process and provide support and advise to ensure WVI and donor guidelines are met.
• Prepare and monitor Grant projects budget expenditure reports while explaining budget variances,
• Facilitate the National Office in providing funding projections during the Monthly cash flow forecast for optimal cash levels to meet ongoing Grant project financial obligations
• Perform PBAS reconciliation for grant projects between SunSystems and PBAS records and communicate the funds commitment status to the Grant Project / program Managers
• Coordinate and support in the process of Grant project closures to ensure financial risks are mitigated.
• Support Revenue acquisition by preparing proposal budgets as per donor /SO requirements

• Efficient and effective financial planning and budgeting processes in line with WVI & donor requirements.
• Well-prepared and continually monitored Grant project budgets that align with project objectives.
• Grant Projects is adequately funded throughout the year, and project managers are informed about funding status through the updated MyPbas.
• Accurate reconciliation of financial records between MyPbas and the financial system (SUN6) ensures financial data integrity.
• Compliance with WV and donor guidelines in phasing out Grant projects is observed
•  Timely submission of project budget proposals.
• Successful Project proposals are funded.

10%

Maintain Grant Projects Financial Records, perform Analysis and enforce Compliance

• Perform financial analysis on accounting information/ Financial reports for accuracy, completeness, and Compliance with WV, Support offices and Donor standards.
• Provide monthly analytical information to budget holders/ project managers/coordinators to inform decision making
• Prepare bank reconciliation statements

• Accurate financial records and reports that adhere to organizational and donor standards.
• Financial records and reports are prepared and analyzed for accuracy and compliance with World Vision, Support Office, and donor guidelines.
• Accurate and quality financial reports are timely submitted to all stakeholders

10%

Coordinate timely preparation of monthly cashflows and  Grant project disbursements

•  Coordinate timely Grant Projects related Payments and ensure that financial transactions are accurately recorded in sunsystem
• Review all invoices in Coupa for all vendor payments for Grant projects for timely payments
• Facilitate all Grant project staff advances and ensure compliance with the travel advance policy
• Monitor day-to-day payments from WVR bank accounts to facilitate bank reconciliation every month

• Timely payments for vendors and staff
• Compliance with the established target low benchmarks
• Compliance with timely payments benchmark in provision
• Improved supplier relationship
• Alignment with donor regulations and guidelines on cash accounting
• Project-related payments are recorded promptly and accurately in the financial system
• Validation of transactions in the bank accounts to eliminate any fraud

10%

Grant Projects Financial Coding Review

• Review coding for all Grant Projects related financial transactions to ensure alignment with Approved Grant Project activities and Donor requirements both in provision and outside provision.
• Ensure compliance with financial procedures and Field Finance Manual (FFM) requirements as per updated chart of accounts
• Prevent miss allocation of expenses

• Alignment of coding for financial transactions with approved Grant project activities and donor regulations
• Financial transactions related to Grant projects are reviewed to confirm alignment with approved activities and donor regulations.
• Adherence to financial procedures and the Field Finance Manual (FFM) guidelines prevents the misallocation of expenses, thereby maintaining accurate financial records.

20%

Grant Projects Monthly and Quarterly Financial Reporting

• Prepare and analyze monthly and quarterly Grant project financial reports for accuracy and adequacy before submission to project teams or to Support Offices and donors.
• Ensure reports adhere to full disclosure standards and provide an accurate representation of Grant project activities.
• Review compliance with the donor financial reporting template before submission of report to the support office colleagues.
• Follow up on Grant and special projects implementation and provide financial reports as per WV policies and donor requirements
• Ensure that Grant projects / balance sheet accounts are monthly and quarterly reviewed, analysed, and reconciled by ensuring accurate balances

• Timely and accurate financial reports that provide a clear representation of Grant project activities.
• Monthly and quarterly financial reports are prepared and analysed for accuracy and adequacy.
• Reports adhere to disclosure standards and accurately reflect grant activities, ensuring accurate representation before submission to the Support Office or donors.
• Clean balance sheet report

10%

Coordinate External Finance reviews, Audit and implementation of Audit recommendations for Grant Projects.

• Coordinate internal and external project finance reviews or audits by providing necessary information related to Grant Projects
• Ensure timely implementation of audits /Finance Review recommendations
• Coordinate in preparation of management response for project audits or reviews and ensure that the response is submitted timely.

• Successful audits and timely implementation of audit recommendations
• The Grant Accountant assists both internal and external auditors by providing necessary information during audits.
• Implementation of audit recommendations in a timely manner ensures compliance and aims to achieve an unqualified audit opinion through proper financial management.
• Timely submission of management response for project audits

5%

Grant Projects Asset management

• Maintain an efficient management of project Assets and conduct regular inventory to reconcile sun system reports and physical count of assets as per WV’s asset policy and procedures and maintain an updated asset register
• Maintain proper inventory and
• Ensure proper fleet Management reports are shared on time.

• Efficiently managed project assets and accurate inventory records
• Grant Project assets are efficiently managed through regular inventory checks that reconcile system reports with physical asset counts.
• Adherence to World Vision's asset policies and procedures, along with an up-to-date asset register,
• Proper management of inventory and fuel.
• Compliance with donor asset management guidelines

5%

Implementing Partners Monitoring, Capacity assessment and building and Accountability reports review and upload in sun systems.

• Coordinate the funding process to partners to support project implementation
• Monitor implementing partners, assessing their capacity to meet project goals
• Provide support to enhance partners’ financial reporting abilities and skills
• Review and upload accountability reports from partners into Sun Systems.
• Plan and coordinate the Partners financial reports validation visit to ensure accuracy of the reported figures before they are uploaded in the SUN system.
• Perform ageing analysis for all partner advances and follow up for timely liquidation
• Capacitate all Grant project/ staff on World Vision Applications (ProVision, GEMS Concur, Workday, PBI, Box, etc.…) without system disruptions to ensure smooth project implementation.

 Enhanced Partnership Engagement:

• Implementing partners are regularly assessed and supported, enhancing project delivery.
• Partner accountability reports contribute to project transparency and effectiveness
• Strengthened partner capacities contribute to improved project outcomes
• Timely processing of partners funding
• Clear aging analysis for partners with no long outstanding partners advances
• Staff are able to use the world vision systems smoothly.

5%

Prepare timely VAT Refunds requests to RRA and timely follow on re imbursement to.

• Prepare and submit VAT refund requests to the Rwanda Revenue Authority (RRA) in a timely manner
• Engage in consistent follow-up to ensure prompt reimbursement of funds to WVR project accounts

Optimized Financial Reimbursements:

• VAT refund requests are submitted on time, leading to efficient financial management
• Diligent follow-up results in timely refunds, ensuring accurate financial records and project sustainability.

5%

Collaborate closely with the Shared Service Team to facilitate the reconciliation process for Both Bank and Mobile Money wallet

• Bank statements are reconciled accurately, and any discrepancies are identified and resolved.
• Any differences are investigated, and adjustments are made to ensure accurate and up-to-date bank balances.
• Mobile money wallet transactions are reconciled, and any discrepancies are addressed.Transactions related to mobile money wallets. Transactions are matched against records, and any inconsistencies are investigated and corrected

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Must have a proven knowledge of Generally Accepted Accounting Principles and a practical knowledge of financial systems and internal controls.
• Must have proven knowledge and experience in accounting packages especially SunSystems & vision executive and an understanding of data processing concepts and systems.
• Must have proven analytical skills with eye for details.

Required Education,

training, license,

registration, and

certification

• Must have at least a university degree in Finance or Accounting.
• Must have a minimum of 5 years’ experience in financial accounting, preferably within World Vision or any other International NGO.
• Professional qualification like ACCA, CPA will be added advantage.

Preferred Knowledge

and Qualifications

• Excellent computer skills in Excel & Sun-systems software/Visions.
• Experience in managing donor funds
• Working knowledge of Sponsorship and Grants operations, finance services and practices is an added advantage.
• Good planning and organizational skills
• Ability to maintain effective working relationships with all levels of staff and public
• Good Analytical skills necessary.