Sub Grant Accountant

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Development Aid from People to People (DAPP), is a locally registered NGO engaged in development projects, in all the provinces of Zambia, in the fields of education, health, agriculture and other poverty alleviation programmes. DAPP seeks to employ a Sub Grant Accountant. The position is tenable in Kabwe.

Duties and Essential Job Functions

1. Grants

• Assists in setting up sub granting protocols in regard to selection of partners and the vetting process.

• Sets up a system for effective grants finance management as per USAID regulations and DAPP guidelines

• Creates a system for effective and easy follow-up of sub grants.

• Reviews contracts for sub recipients in coordination with the donor and local partners

• Reviews all sub recipients financial reports for zero ineligibility in costs

• Leads the effort on sub grants closures (financially) and systematically coordinates and reports to the Chief of Party (COP).

• Conducts evaluation of sub grantees in comparison to the burn rate

• Participates in designing means for easy financial reporting on sub grants

2. Programme Implementation

• Provides monthly management reports to the COP in a timely and accurate manner.

• Participates in developing of annual fiscal year budgets with the Finance and Operations Director (FOD) and COP, and implements grant budgeting and forecasting systems with Project Leaders

• Ensures that sub grantees financial operations are in compliance with all USAID and DAPP policies and procedures

• Ensures that monthly transactions are reviewed and entered in the General Ledger accurately and on timely basis

• Assists with monthly review and reconciliations of balance sheet accounts (receivables, payables, advances, bank & cash reconciliations, etc.) and all related expenditures.

• Oversees and coordinates management of sub-grant agreements and financial management of sub-grants

• Reviews and tracks expenses and proper documentation as per DAPP procedures and donor requirements for record keeping and accountancy

• Processes sub-grants and is responsible for issuance of payments, transfers and related transactions with the sub grantees

• Oversees pre-award and post-award activities including asset control, timely reporting and contract fulfilment to check against payment

• Works with the finance team to verify and track budget and expenditures vis-à-vis sub-grant awards and ensures that proper reporting, documentation and overall deliverables are reviewed by the leadership and signed off prior to issuance of payment.

• Ensures consistency across sub-grantees on basic provisions and highlights issues that could be viewed as bias or discrepancies.

• Provides regular review of field operations to ensure cost-effectiveness and provides guidance on improved operational practices for value-for-money.

3. Monitoring & Evaluation and Reporting

• Works with the leadership team, M&E and finance staff to ensure that project deliverables are aligned with value-for-money objectives and that financial milestones are proportionate to programme milestones.

4. Partners

• Builds capacity of local partners in reporting financially

• Educates local partners on donor regulations and procedures

• Assists in expenditure monitoring for partners

• Educates local partners on donor’s reporting tools

• Follows up on partnership agreements systematically to meet all deadlines and deliverables

• Works with local partners to highlight challenges and devise solutions

• Prepares local partners for all audits

Required qualifications

• Degree in Accountancy or equivalent

• Professional qualification in either ZICA, ACCA or CIMA will be an added advantage; and

• Duly registered with the Zambia Institute of Certified Accountants