Budget, Planning and Grants Management Officer

Overall purpose

The Budget, Planning and Grants Management Officer (BPGMO) will oversee the financial planning, budget management, and sub-grantee reporting. S/he will work closely with the Technical Teams, Management Teams, sub-grantees, and other administrative and operational staff.

The BPGMO is responsible for the oversight of monitoring and performance of all funding streams for the foundation, including core and programs, cost share and resource allocation to partners. S/he will work closely with AATF departments/Programs/Business units to ensure streamlined financial operations and performance of the programs, subsidiaries, and sub grantees.

Duties & responsibilities *Planning, Work Plan, Budget, and Analysis:*

1. Work plan budgets

2. Direct and develop the annual work plan budgeting process for all programs and business units

3. Work closely with the Program Managers, Leads and business units managers on preparation, monitoring and reporting on budgets and the specific budget elements thereof.

4. Analyze budgets based on work plan and actual costs

5. Prepare complete and accurate budget modifications and realignment requests

6. Ensure all program budgets are posted into the financial budgeting system in a timely and accurate manner

7. Review and negotiate sub-grantee budgets

8. Develop guidelines for partner budget allocations and serve as a key liaison to support budget and narrative development in accordance with program objectives.

9. Ensure program budgeting systems are in alignment with overall AATF systems, in collaboration with the Head of Finance and Director of Corporate Services.

10. Analysis and Reporting

11. Ensure accurate financial, contractual, and administrative reporting of the project compliant with AATF and funders’ rules and regulations, and terms and conditions of the award

12. Provide financial reports, including pipeline analysis, monthly, quarterly program reports, forecast, accruals, projections etc.as requested.

13. Prepare internal Financial Management Reports

14. Perform pipeline analysis, including review of accruals and commitments of the current portfolio to ensure projects operate within allocated budgets and according to the contractual terms

15. Monitor expenditure rates, sub-award financial expenses and budget to actual reports and make clear recommendations for implementation

16. Advise on specific project spending trends by budget line item and or activity

17. Monitor core and program budget level of effort and prepare analysis with program budgets

18. Review, reconcile and monitor all accounts, including major program operating accounts, and operations involving advances where applicable.

Sub-grantee support and capacity development:

• Manage all sub-grantee, ensuring compliance and reporting, and building their capacity as necessary.
• Support technical teams in monitoring sub-grantee including invoice review and site visit reports
• Track sub-grantee invoice payments
• Monitor sub-grantee obligations and prepare, review, or approve modifications and or amendments
• Collect and review sub-grantee annual financial checklist and audits, where applicable
• Monitor advances to sub-grantees where applicable
• Document sub-grantees quarterly and annual performance
• Ensure that required financial controls are in place and adhered to, prevent over expenditure of budgets, ensure proper safeguards of funds, and ensure compliance with established Funders and Foundations financial and accounting procedures.
• Maintain complete and accurate sub-grantee financial records, team sites, shared folders.
• Implement and maintain detailed financial reporting and reimbursement process in accordance with Foundation’s established financial system
• Interpret sub-award financial requirements and provide guidance to project team members on office operations in compliance with Funders and Foundations procedures and policies
• Under direction from the Office of the DCS, facilitate the work of sub-grantee audits and ensure that financial records are properly maintained and readily available during audits
• Conduct all close out activities assigned (e.g., develop project close out budget, oversee sub-grantee close out budgets, review for payment all final invoices, close out technical services contracts, and sub-awards within donor guidelines)
• Support, review, and monitor asset disposition plans as applicable
• Reconcile cost share requirements where applicable and liaise with all sub-grantee on the same
• Prepare final financial reports accurately and on time
• Respond to internal and external audit requests

Qualifications & Experience

• Degree in Business Administration, Finance, Commerce, Accounting, or a related field is required. Masters degree would be an added advantage.
• CPA-K or ACCA qualifications and member of a professional accounting body
• In depth knowledge financial software applications, databases, and spreadsheets, including Microsoft 365 Office products is required
• Strong fluency with Excel formulas and functions, and demonstrable experience in the use of Data Analytics such use of Pivot Tables, analyze data is required.
• 10 years of progressive experience in accounting, budgeting, and grants management
• In-depth knowledge of donor regulations, policies and practices, and reporting requirements
• Extensive financial and administrative experience working with nonprofit organization (NPOs) would be an added advantage.
• Working proficiency in SUN Systems is an added advantage.

Skills & Competencies

• Ability to coach, mentor and develop financial and administrative capacity of project staff and sub grantees.
• Ability to initiate and manage change and to recognize and adjust to rapidly changing conditions.
• Strong communication and presentation skills including ability to write reports.
• High level interpersonal and cross-cultural skills including ability to build alliances and collaborative relationships with sensitivity to diversity.
• Ability to maintain high standards of integrity, establish straightforward productive relationships.
• Ability to treat individuals with fairness and respect, demonstrating sensitivity for ethnic, cultural and gender differences.