Finance Officer (Sub-Grants)

Organizational Context

The Finance Team within the Department of Finance and Support Services (DFSS) is responsible for the corporate, project, and financial services which contribute to the business and operating foundation for the successful delivery of IDLO’s strategic plan.

It manages the overall financial resources essential for the full implementation of IDLO’s programming and corporate activities by providing a range of services and solutions for organizational planning, budgeting, treasury, payments, payroll, financial accounting, and reporting.  It furthermore maintains all accounts for IDLO by monitoring.

The Finance Officer (Sub-Grants) is responsible for ensuring effective sub-grants management   The position will be based in Kampala, Uganda with frequent travels within the country. Under supervision of the Finance Manager and working closely with the Programmes Team Finance Manager and Field Program Coordinator, the Finance Officer (Sub-Grants) will be responsible for the following:

Management of Sub-Grant Calls for Applications

• Prepare the full package of documents ahead of each call for applications, develop a matrix of applications received and report on initial screening;
• Ensure periodic technical and financial content review updates including to sub-grants application documents and review criteria.
• Document the deliberations and resolutions of the Sub-Grants Review Committee and prepare the Committee Report.
• In close coordination with the country-based Programs team, carry out finance-related pre-grant assessments for all recommended IPs before sub-grants contracting.
• Liaise with the Field and HQ based Program Coordinators, to have the sub-grants contracts developed and signed, including for sub-grant contracts amendments and extensions.
• At all times, work with the Field Program Coordinator to produce management reports to coordinate the applications review process.
• Ensure that tools for efficient sub-grant management, monitoring and reporting are put in place and in line with donor’s requested standards.
• In close consultation with the Field Program Manager, maintain a database of all CJP sub-grants including funding applications, progress reports and sub-grants disbursements;

Sub-Grants Financial management

• Coordinate with the Programs team on the sub-granting processes, monitoring and management systems to ensure effective and timely sub-grants approvals, disbursement, financial reporting and financial monitoring of all sub-grants.
• Serve as the focal point between IDLO and the Finance units of Implementing Partners (IPs) regarding finance-related issues pertaining to the funded projects.
• Undertake regular spot checks to monitor for potential risks and quality of IPs’ internal finance management processes.
• Working closely with the Finance and Administration Officer, ensure that funds are disbursed to IPs within the agreed timelines and in full compliance with the IDLO policies/procedures.
• Monitor expenditures and other financial operations of IPs, and report regularly to the Supervisor on compliance with sub-grant agreements, budgets and work-plans, as well as general compliance to IDLO financial procedures.
• Ensure accounting records and supporting documents of IPs are properly kept and required sub-grants related financial reports are prepared, with appropriate analysis of expenditures and justification for disbursement.
• In close coordination with the Programs team, implement the finance-related aspects of the IDLO sub-grants monitoring and evaluation (M&E) system towards ensuring that the financial monitoring, evaluation and audit of IPs are undertaken as per IDLO standards and guidelines.
• Work closely with the relevant HQ-based Program Accountant to prepare periodic sub-grants financial progress reports against set budget-related targets and indicators.
• Provide coaching, guidance and feedback to IPs to ensure proper financial management of funded projects.

Other sub-grants and finance roles

• Prepare sub-grants status reports, including weekly, monthly and quarterly internal sub-grants management and risk reports and any other documents or reports that may be requested for, to inform ongoing oversight and management of grants
• Working closely with the Program Officer, support the sub-grantees financial and narrative reporting and assist in the drafting of donor narrative and financial reports.
• Support the Finance Officer (Finance and Administration) in other aspects of office and Program finance management as may be requested for.

Education

• A minimum of a University degree in Finance, Commerce, Accounting or Business Administration from a University recognized in Uganda.
• Additional certification in project management or other courses related to grants management is highly preferred. Additional certifications such as CPA, ACCA or CA will be an added advantage.

Work experience

• Minimum 5 years of significant relevant professional experience in grants/sub-grants management or implementation particularly for medium to large Programs or projects in Uganda is required.
• Experience working with international organizations or large national organizations in the justice, law and order sector (JLOS) or the international development sector will be a significant advantage.

Languages

• Fluency in English is required. Fluency in any of the widely spoken local languages will be an added advantage.

Specific knowledge, skills and competencies

• Experience in working with various finance-related sub-grants management systems. Experience working with Navision will be a significant advantage.
• Excellent working knowledge of the JLOS sector in Uganda.
• Proven ability to operate in a team environment liaising with a diverse team.
• Well-developed analytical skills and excellent attention to detail.
• Ability to work under pressure with tight deadlines, flexibility and to respond in timely manner to queries and provide feedback.
• Strong interpersonal and organizational skills, enthusiastic and proactive attitude including willingness to travel frequently to the field, self-motivated and dynamic with a willingness and ability to use initiative to assist the organization to achieve its objectives; and
• Highly developed sense of ethics, integrity and commitment to IDLO’s mandate.

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and funding availability.

IDLO shall also offer a yearly basic salary of Uganda Shillings  120,000,000, medical insurance, and leave entitlements in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications from qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application deadline: 30 November 2023 (23:59hrs Rome Time).