ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY
The Associate Grants Officer will be working in coordination with the Grants Management and Compliance Officer in maintaining grant management systems, running and analyzing grant related reports and maintaining sound grant records and files. She/he will be responsible for gathering and filing grant related documents and for reviewing, journalizing, and recording grant related financial transactions. She/he will also be responsible for assisting the finance team in maintaining sound grant filing and archiving system.
POSITION OBJECTIVES
The Associate Grant Officer is specifically accountable to meeting the following objectives.
- Advances and other grant payments and transfers are made to Grantees timely.
- Advance liquidation documents and other deliverables are collected from grantees/partners regularly and per grant agreements and other requirements.
- Financial documents and other deliverables obtained from grantees/partners are complete, accurate, and legally acceptable.
- Grant liquidations and other related financial transactions are timely and correctly coded, journalized and entered to MIP.
- Grant files and other records (apart from those captured in MIP) are properly and easily organized, referenced and safely stored for future reviews and uses.
DUTIES & RESPONSIBILITIES:
Ensure advances and other grant payments and transfers are made to Grantees timely.
- Assist the Grants Management and Compliance Officer in preparing monthly grant related cash forecast.
- Assist the Grants Officer, in obtaining Grantees’ bank account information and sharing such with the Treasury Operations Manager. Ensure bank account information are current, legal and correct.
- Assist the Grants Officer prepare payment requests for transfers and submit to Treasury Operations Manager.
Ensure advance liquidation documents and other deliverables are collected from grantees/partners regularly and per grant agreements and other requirements.
- Follow up with the Field Finance and Admin Officers and others assigned and ensure liquidation and other financial documents are obtained from partners regularly and as per the schedule.
Ensure financial documents and other deliverables obtained from grantees/partners are complete, accurate, and legally acceptable.
- Assist in the review of liquidation and other financial documents received from grantees/partners for compliance, completeness and accuracy.
- Identify missing documents and records and through the Grants Officer, communicate with the Grantee, the technical focal person and others to ensure all missing documents are obtained and attached to the settlement document.
Ensure grant/partner liquidations and other related financial transactions are timely and correctly coded, journalized and entered to MIP.
- Prepare General Journal Vouchers to liquidate Grantees advances.
- Using Orbis Ethiopia Coding Structure, summarize and code all financial transactions used to liquidate Grantees advances.
- Enter all partner advance liquidation JVs to MIP. Review and ensure entries are correct.
- Follow up with grantees/partners and ensure amounts due to Orbis resulting from advance liquidations are transferred to Orbis bank accounts.
- Prepare payment requests, submit to and follow up with the Treasury Operations Manager to ensure transfers for amounts due to grantees are made timely.
Ensure grant files and other records (apart from those captured in MIP) are properly and easily organized, referenced and safely stored for future reviews and uses.
- Once liquidated, stamp all financial support documents “Paid”.
- Organize files using predetermined and consistent structure and store for future uses and reviews.
Performs any other relevant duties assigned by the supervisor.
Job Requirements
Education, Experience, Certifications:
Academic Qualification
- BA degree in Accounting and Finance
Work Experience
- Minimum of 2 years of relevant experience in accounting, grants and related functions.
- Experience in data entry and posting into accounting software
- Experience in record keeping, filing and archiving
Desirable Trainings
- Grants Management.
- Project Management.
- Typing
Required knowledge, Skills and Abilities:
- Strong typing skills – high to very high typing speed
- Strong knowledge of accounting software
- Good analytical and writing skills.
- Good command of written and spoken English.
- Excellent interpersonal communication skills (verbal & written) required.
- Good organizational skills with the ability to multitask and focus on multiple activities
Other Aspects
This job description is subject to revision, updated and/or amendment as necessary with or without any change in position category and grade level.
How to Apply
Interested and qualified applicants can apply through the E-mail address:
To learn more about Orbis, go to http://www.orbis.org
Orbis is an Equal Opportunity Employer.
As a global organization, we welcome qualified applicants from diverse backgrounds and cultures who reflect the five Orbis values of Trust, Caring, Commitment, Accountability, and Excellence.
More Information
- Job City Addis Ababa
