Deputy Finance Manager- Grants and Compliance at Catholic Relief Service (CRS): (Deadline 8 October 2021)
Job Title: Deputy Finance Manager- Grants and Compliance
Reports To: Finance Manager
Country/Location: Rwanda (Kigali)
Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion, or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, nutrition, agriculture, education, microfinance, and peacebuilding.
Catholic Relief Services has been present in Rwanda since 1960, and currently implements projects in nutrition, WASH, agriculture, youth entrepreneurship, and peacebuilding. The Country Program has over 40 staff and implements its projects through local and international partners, with strong coordination/collaboration with Government of Rwanda structures.
S/He will implement CRS Sub-recipient financial management policy across all Sub-recipients. S/He will ensure assessments and monitoring visits to Sub-recipients are conducted on a timely manner. S/He will monitor the implementation of recommendations listed in internal control improvement plan. S/He will participate in proposal budgets development. S/ will coordinate and actively works with the sub-recipients on their grant management capacity
Roles and Key Responsibilities:
Grants Management and Compliance
- Serve as principle point of contact on grant management and compliance issues with sub-grantees, CRS/Rwanda Finance, Regional Finance Officer, Global Finance, and Compliance staff.
- Lead the review of any new granting/contracting mechanisms to ensure adherence to donor requirements related to eligibility for CRS/partners, budget presentation, acceptability of cost allocation, and other proposal requirements.
- Support timely agreement/contract development/review/approval, both at the level of CRS and partners, ensuring adherence to both internal CRS and donor requirements.
- Anticipate and respond to donor requests related to contracts, budgets, and spending
- Anticipate and respond to CRS and sub-grantee questions related to contracts, budgets, and spending, and try to encourage information sharing that will allow them to become familiar with requirements and practices of enforcement of donor/CRS finance policy.
- Review, communicate and monitor compliance with donor requirements related to staffing, purchasing, asset management, and reporting.
- Identify compliance gaps and related solutions – including differences between donor and internal CRS policies and procedures, including cost allocation.
- Track grant/contract compliance via application of existing mechanism (i.e., grants startup checklist) and through the development/testing/roll-out/implementation of new tools as and when required.
- Take the lead in monitoring timely grant/contract closure – engaging both finance and program staff well in advance of closure deadlines and advising on issues related to staffing, disposition, and reporting.
- Ensure the timely reporting to senior management of any identified compliance risks.
- Organize and facilitate regular and ad-hoc meetings with Programming Team, Finance team, Compliance team to plan workflow and address finance and grant compliance issues.
- Resolve grant compliance issues that arise with Partners by arranging for technical support from the CRS Grant and Compliance team
Internal Control Assessment
- Ensure adherence to record keeping as per donor and CRS Internal requirements. Monitor application and address gaps as needed.
- Ensure timely closure of finance audit recommendations related to donor compliance; participate in preparation, implementation, and monitoring of related action plans.
- Lead site visits to partners to assess adequacy of internal controls, compliance with applicable laws and regulations, and partner policies and procedures. Report findings to program management including proposed follow-up with sub-grantees based on issues surfaced.
- Ensure adequate response and monitoring to implement recommendations of all financial audits and partner capacity assessments
- Lead and coordinate the implementation of the Sub-Recipient Financial Management policy. Ensure all Partners are effectively assessed; categorized and all corrective actions are fully implemented.
- Lead and coordinate the update of all award data in Gateway
- Provide guidance and support for the timely assessment of partner financial management capacity and ability to adhere to any specific donor requirements. Develop related action plan with program and finance staff to address any capacity/system gaps.
- Ensure that partners have systems of effort reporting and bidding process for procurements in collaboration with the procurement officer.
- Monitor implementation of action/corrective action plans relating to both internal and external audits.
Financial Management and Analysis
- Monitor the budgets and expenses at least on a monthly basis and ensure that the aggregate budget
for CRS, consortium members and local partners is maintained accurately at the donor approved levels throughout the year, and commitments to consortium members and local partners do not exceed the available budget.
- Design effective budget monitoring tools, generate and review monthly reporting and lead regular meetings with Program Managers to review issues and trends identified
- Ensure timely receipt and review of monthly expenditure reports from partner organizations.
- Ensure documentation of partner liquidation reviews outlining the justification of all rejected expenses and detailing improvements required.
- Design and generate partner outstanding advance aging reporting and follow up with partners and program/project managers to ensure timely liquidation.
- Verify estimates of partner cash needs and in collaboration and coordination with Program/Project Managers, develop quarterly cash forecast to ensure sufficient cash flow and timely disbursement to support activity implementation.
- Ensure that partners keep supporting documents for all financial transactions and ledgers for Fixed Assets, Purchase Requisitions, Cash Receipts and Disbursements.
- Through formal training, on the job support, and monitoring, build the capacity of CRS and partner staff in grants/contract compliance.
- Prepare and implement training and technical assistance as needed to address capacity needs and reinforce grant management, e.g., financial management, budget analysis, policies and procedures, GAAP, and basic accounting.
- Conduct staff orientation in donor and CRS financial management policies, procedures, and standards in collaboration and coordination with CRS Finance Manager.
- Lead training to Program/Project Manager and to Partners on budgeting and in coordination and collaboration with Program/Project Managers, provide technical support to finalize Partners’ annual budgets.
- Coordinate planning and implementation of institutional capacity assessment and periodic review of potential new partner organizations.
- Conduct and coordinate with Program/Project Managers monitoring visits to partner organizations to assess adequacy of internal controls and to provide onsite mentoring and technical assistance. Detail site findings and ensure implementation of recommendations/corrective action plan and follow-up requirements.
- Actively participate in program meetings as appropriate to effectively plan and collectively coordinate financial and programmatic activities in conjunction with partner capacity building initiatives
- Support the Program team as needed to prepare budgets and various sections of the cost proposal as well as review sub-grant/subcontract budgets and cost proposal materials prior to submission to the donor.
- Review budgets for proposals, analyze budget cost items, and make recommendations as part of the proposal development team.
- Ensure compliance with terms and conditions of the RFA’s and other donor proposal requirements.
- Ensure compliance with all relevant federal regulations and restrictions and internal policy.
- Participates in proposal reviews and After-Action Reviews, incorporating lessons into best practice guidelines and related job tools.
Preferred Qualifications/Work experience
- A University degree in accounting or Finance
- Professional qualification in accounting (ACCA, CPA, or equivalent), preferred.
- Minimum five years relevant work experience with International NGOs in the area of Grants and Compliance. Very strong finance background
- Experience in managing USG grants and/or other donor grant awards/sub-awards.
- Auditing experience, a plus.
- Demonstrated ability in building capacity and providing training and technical assistance, and experience working with sub-recipients.
- Proven ability to be an effective supervisor of staff of varying levels of responsibility.
- Proficient in MS Office (Word, Excel, and other appropriate software)
- Excellent communication, coaching, and facilitation skills.
- Hands on experience in using accounting packages.
Required Languages – English – French – Kinyarwanda
Travel – willing and able to travel up to 30 %.
Knowledge, Skills, and Abilities
- Analytical, organizational, and problem-solving skills
- Ability to make sound judgment
- Ethical conduct in accordance with recognized professional and organizational codes of ethics
- Proactive, resourceful and results-oriented
- Ability to work independently and under pressure
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
- Continuous Improvement & Innovation
- Builds Relationships
- Develops Talent
- Strategic Mindset
- Accountability & Stewardship
Supervisory Responsibilities: Supervises Grants and Compliance team
Key Working Relationships:
Internal: Finance and Programming staff, Operations Staff, CRS Central Region Risk and Compliance Technical Advisor
External: Sub-Recipients, Partners
***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
CRS is an Equal Opportunity Employer
How to apply
Interested and qualified candidates should complete the attached application form, Self -Declaration Clause and submit them together with one page Cover letter plus updated CV (maximum three pages) all in/as one document – via email only to: RW_HR@crs.org not later than Friday, October 8, 2021, at 5:00 pm.
Please, include the below statement in your motivation letter:
“By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding-related topics”
Also include your full names and title “Deputy Finance Manager” in the subject line. Due to the anticipated high interest in this post and the expected number of applicants, only short-listed candidates will be contacted.
Kigali. September 27, 20
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