Grants & Finance Officer

Job Summary:

The Grants & Finance Officer will support the Meeting Targets and Maintaining Epidemic Control (EpiC) Botswana Finance & Administration team in all financial management, grants management, administration and other operational functions of the project. The incumbent will provide support and close collaboration in areas of accounting and record keeping within the project and ensure that all functions under the implementing partners are conducted in an efficient manner and in compliance with the donor and FHI 360 policies, procedures, and regulations. The position will be based in Gaborone, Botswana.

Accountabilities:   

Grants Management

• Conduct regular site visits to subawardees to check compliance, follow-up on special award conditions, and provide capacity building support and coaching.
• Review subawardee documentation including monthly invoices, supporting documentation (timesheets, receipts, etc.) and monthly program reports.
• Assist in the development of sub-awardee budgets and provide technical assistance to sub-awardee staff.
• Maintain up-to-date grant records and ensure that all grants are properly administered and executed in accordance with related donor rules and regulations, FHI 360 and Botswana regulations.
• Support all coordination activities, grant execution, including certification and internal closing procedures, financial monitoring and disbursements on a regular and timely basis.
• Prepare grant modifications in collaboration with the Finance and Programs teams.
• Maintain communication, regular follow up, and coaching recipients to ensure implementation of activities in accordance with grants management principles.
• Initiates commercial and subaward requisitions, including modifications, and processes related invoices and reports in DPA.

Financial Management

• Complete entry of financial data into accounting system and ensure system remains up to date.
• Process and track invoices, create payment journals, credit memos, and vendor information for accuracy and completeness in the Accounting System.
• Review payment packets from procurements before processing to ensure documentation and process are in line with FHI 360 cost principle requirements.
• Prepare employee travel advances for local and international requests and reconcile travel expense reports for accuracy and processing of refunds/payments.
• Review accounting transactions to ensure costs are charged to correct codes before releasing them to the accounting system.
• Assist with review of payables aging report to ensure payments are cleared on time.
• Prepares and maintains monthly VAT returns for review and quarterly submission.
• Assist with month end closing procedures and reporting.
• Retrieve and prepare required documents for audits, ensuring accuracy and timely availability.
• Processes purchase invoices and credit memos in DPA for both Purchase Order and non‑Purchase Order transactions.
• Creates new vendors, uploads general journals, suggests payment journals, and captures Head Quarters deposits in the Global Finance Accounting System (GFAS).
• Extracting General Ledger and Aging reports for analysis
• Responsible for Online filing of general journals and deposits
• Perform any other duties and responsibilities as assigned

• Knowledge of generally accepted accounting, budgeting and fiscal control theory and practices.
• Solid knowledge and understanding of procurement processes, policy, and systems.
• Relevant software skills including automated accounting software, database spreadsheets and Management Information Systems.
• Ability to respond to inquiries independently and follow-up on requests efficiently.
• Knowledge of generally accepted accounting, budgeting and fiscal control theory and practices.
• Solid knowledge and understanding of procurement processes, policy, and systems.
• Relevant software skills including automated accounting software, database spreadsheets and Management Information Systems.
• Ability to respond to inquiries independently and follow-up on requests efficiently.

• Applies a thorough knowledge of financial management, debt management, and legal and regulatory compliance pertaining to the respective industry.

• Proficient knowledge of Generally Accepted Accounting Principles and Internal Control Fundamentals.

• Proficiency in spreadsheet software required.

• Has a thorough knowledge of external regulations as well as internal corporate policies and procedures.

• Excellent oral and written communication skills.

• Excellent quantitative and analytical skills.

• Strong critical thinking and problem-solving skills.

• Ability to analyze and interpret financial data, identify/resolve errors and prepare reports.

• Ability to motivate and work well with others.

Problem Solving & Impact:  

• Analyzes moderately complex business operations and financial statements.

• Reviews and determines compliance with laws and regulations; draws conclusions; makes recommendations for approval.

• Reviews and analyze recommendations from peers.

• Errors in judgment or failure to achieve results would normally require a moderate expenditure of resources to rectify.

• With minimal supervision, manage high volume of workflow efficiently.

Supervision Given/Received:

• Works under very general supervision. Work is reviewed for soundness of judgment and overall adequacy and accuracy.

• Contributes to the completion of organizational projects and goals.

• Serves as a resource to others in resolving moderately complex problems; identifies substantive issues that are thoroughly and accurately researched and analyzed.

Education:

• Bachelor's degree in Accounting/Finance or AAT / Business Administration or equivalent.

​Experience: 

• +3 Years of progressively responsible accounting, finance and operational management, and experience in a government contracting environment.

• Knowledge of U.S. Government grants, contracting and auditing standards as they apply to effective management of multi-year funds.

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.

• Must be able to read, write, and speak fluent English; fluent in host country language as appropriate.

• Non-governmental organization (NGO), government, or private sector experience preferred.

Typical Physical Demands:  

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit and stand for extended periods of time.

• Ability to lift/move up to 5 lbs.

Technology to be Used: 

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

The expected hiring salary range for this role is BWP 210,000 - 250,000 for annual  basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay,  and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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