CARE Ethiopia is a Humanitarian International non Governmental Organization working in Ethiopia since 1984 implementing relief and multi-sectoral development projects. Currently it has over 500 staff working in five rural field offices (West Hararghe, East Hararghe, Awash, south Gonder and Borena) and three urban office (Bahir Dar, Dire Dawa and Addis Ababa).
CARE is looking for an individual who wants to join a dynamic team, dedicated to alleviating poverty. “CARE Ethiopia Mission is to work with poor families, communities and institutions to have a significant impact o the underlying cause of poverty.”
Posting Date: August 27, 2014 Closing Date: September 6, 2014 Vacancy No.: 053 /14 Female Candidates are highly encouraged to apply!
Position: Grant, Contract and Budget Manager
Place of Work: Addis Ababa
General Information:
Number of vacant posts: One
Term of employment: Regular
Job Grade: BIII
Salary: USD 933 (negotiable based on past pay history and other factors)
Duty starting date: Immediately
Job function
The role of the CSI Grants, Contracts & Budget Manage is to manage the World Bank-funded Climate Change Initiative (CSI) contract and budget. This will include managing all sub-contracts to CSI consortium partners, including advances and settlements, and preparing financial reports and analysis for donors, counterparts, management, auditors, and external and internal users. He/she will also provide contract/financial support to the CSI Regional Team based in Afar, including monitoring program costs and assisting program staff in periodic budget reviews, and preparation of budget amendments when necessary. He/she will ensure ongoing financial analysis of the contract and sub-contracts is done on a timely basis. He/she ensures that the sub-contracting partners are managed and monitored in accordance with established policies and procedures. He/she provides technical assistance to sub-contractors as needed to ensure strict adherence compliance with World Bank and CARE financial requirements, including the submission of timely and accurate financial reports.
V. RESPONSIBILITIES
Review World Bank contract to ascertain all compliance requirements;
Prepare and send Pamodzi Fund Code and Project ID code requests to the Shared Service Center (SSC) with the required documentation and notify all CSI staff on assignment of new Pamodzi codes;
Keep separate documentation files for the main contract agreement with the World Bank and all sub-contracts with consortium partners and ensure that all necessary documents/ correspondence relating to the contracts are properly filed;
Ensures timely collection of donor funds;
Request for fund transfers and follow up for the timely collection;
Ensure management of the World Bank contract and all sub-contracts is in full compliance with World Bank regulations and audit requirements.
Support the CSI Program Manager and all CSI staff on how to monitor the budget and ensure that they are in line with the World Bank contract;
Provides support to Program staff on donor regulation and compliance issues;
Monitor level of expenditure on contract/fund code as against the budget and provide timely advice of likely over and under spending;
Ensure that expenditures are in accordance with the financial policies and guidelines of CARE Ethiopia and that of the World Bank;
Review and check for the availability of sufficient budget for disbursement requests submitted by CSI staff;
Prepare monthly contract period status report and inform the CSI Program Manager and the Deputy Program Manager at the end of each month;
Ensure full compliance with all audit requirements.
Ensure proper preparation and implementation of sub-contract agreements with CSI consortium partners which are compliant with donor and CARE regulations and policies;
Review existing sub-contract agreements and ensure they are in accordance with donor and CARE’s rules and regulations;
Review Sub-contract financial reports/documents, prepare sub-contract analysis & process the required journal entries and follow up of sub-contract advance settlement;
Monitor all CSI consortium partners on a regular basis to ensure proper utilization of budgets as per the stipulated sub-contract agreement.
Provide technical assistance to partners as required.
Ensure that partner agreements, correspondence and other related transactions are maintained in the appropriate file.
Provides support to CSI program staff on sub-contract management;
Reviews status of all sub-contracts by activity and overall contract budget, and propose requests for revision, extension, or any appropriate action accordingly, if necessary;
Provides technical assistance to sub-contracting partners as required in sub-contract management to ensure compliance with audit requirements;
Maintain contract record for each sub-contracting partner;
Compile and submit monthly, quarterly and annual financial reports, and review and update budget records as required.
Monitor regularly the expenditure on the World Bank contracts and all sub-contracts as against the budget and provide timely advice of likely over and under spending.
Ensure that expenditures are in accordance with the financial policies and guidelines of CARE Ethiopia and that of the World Bank
Review and check for the availability of sufficient budget for disbursement requests submitted by CSI consortium staff and other CARE staff as per CARE Ethiopia’s policies and procedures.
Prepare a monthly period status report and inform the CSI Program Manager and Deputy Program Manager at the end of each month closing.
Produce financial, management and donor specific reports with accompanying schedules on a regular basis to different stakeholders;
Compare budgets with actual costs, revenues, administrative commitment and other obligations to determine the accuracy of current estimates by analyzing records of current and future budgetary positions;
Ensures that respective users receive reports on time;
Prepare Interim report that shows actual expenditures vs. budget considering committed expenses;
Prepare monthly contract analysis that compares budget vs. actual expenditure and shows burn rate and % elapsed;
Follow up on sub-contract financial reports and make aging analysis on any advance settlements;
Ensure all financial reports meet all audit requirements.
Provide support and facilitate all internal and external audits of the CSI;
Give support on how to analyze budget vs. actual expenditures to identify problem areas, take remedial action where necessary and make appropriate recommendations to CSI Program Director and Deputy Program Manager;
Assist to make sure all CSI staff are in compliance with all World Bank and CARE procurement requirements;
Provide technical support to all CSI program staff on financial compliance with all local laws that require current and future use of assets;
Provide technical support for any outstanding audit issues for timely clearance.
VI. QUALIFICATIONS (KNOW HOW) A) EDUCATION/TRAINING Required:
Masters’ degree in Accounting/Financial Management, or equivalent combination of education and work experience
Desired:
B) EXPERIENCE Required:
Minimum of 6 (six) years of previous experience in finance management and accounting or similar position
Desired:
Third level qualification in accounting, business administration or finance
Certified Practicing Accountant (CPA)
C) TECHNICAL SKILLS
Required:
Extensive experience in contract monitoring, budget management and reporting, preferably with World Bank contracts
Understanding of multi and bilateral donor policies and procedures
Ability to use financial software system to track accounting activity
Good communication and presentation skills;
Well organized and ability to act in a professional and ethical manner;
Good skills in computer applications;
Firm belief in teamwork and gender equity
Desired:
Experience of financial software
D) COMPETENCIES Integrity, respect, analytical skills, commitment to excellence, stress tolerance, collaboration, contributing to team success, customer focus and information monitoring.