The Project Accountant is responsible for all the grants related financial support functions especially in the areas of business planning, accounting and treasury, financial reporting & analysis and Grants information systems. H/she ensures conformity with Grants reporting requirements and the stringent compliance to standards established by donors/National offices (Fundraising Offices) in agreement with Plan International Liberia for the implementation of Grants funded projects.
Dimensions of Role:
Business planning processes
Accounting and treasury
Financial reporting and analysis
Grants information systems
Grant budgeting and phasing
This position has no approval level
Typical Responsibilities - Key End Results of Position:
Business planning process
Assist in the preparation of the annual grant budget, monitor the impact of operation plans upon existing grants, analyze and advise supervisor/Senior management concerning appropriate actions to be taken.
Alongside the Project Manager (PM), reviews partners and Plan financial documents and checks to ensure compliance with the Funding Agreement Document (FAD) requirements/processes and ensures any deviations are dealt with appropriately.
Reviews all grant funded Project Outlines (POs) and PO Modification on quarterly basis alongside with the Project manager to complain to the quarterly KPI before Programme Quality Delivery Manager (PQDM) validation and Country Finance Manager (CFM) approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/National Office (NO).
Assist program staff at the time of proposal budget preparation or review.
Develop grants related cash flow forecasts for individual projects in close collaboration with National Offices.
Alongside the Project Manager, reviews Grant budget entries and keeps records of budget modifications on file.
Monitor actual grant expenditures against approved line items on a monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NO where appropriate.
Assist in dissemination of grant related information to PUs and partners every month. FAD
Accounting and treasury:
Responsible to maintain grant & related financial transactions in SAP System and develop on monthly basis the smart list for analysis
Attach every Grant PO account lines to FAD monthly report before closing the SAP System and work with the Grants team on grants related maintenance issues in the SAP system
Monitor payment transactions to Related to the Grant as well as Partner advance and liquidation reports for project implementation in SAP System.
Undertake other accounting functions such as preparation of quarterly, year-end reports, tax related Data, payroll, and filing of documents.
Ensure compliance with local regulatory and tax legislation
Provides assistance during audits for accurate, timely and organized audit activities.
Attends to meetings seminars on grants and relevant information and active participation is given/made.
Financial reporting and analysis:
Review accuracy of General Ledger in SAP system associated to all grants (Closed and active) and ensures consistency between grants and programmes
Use of SAP BI Report and SAP Smart list to track monthly grants expenditure regularly and issues/problems identified are reported to CFM, PM and PQDM appropriate and on time.
Reconciles Global Hub (GH) grant spent reports with Country reports and issues arising from this are reported/dealt with appropriately.
Prepare monthly adjustments of the grant indicative funding alongside with the Project Manager on share point.
Analyse and reconcile grant expenditures Vs budget accurately and on time.
Prepare and submit donor financial reports on time as per the agreement with donors/s, in collaboration with the Grant team and respective Project Coordinators and Project Managers.
Ensure that the PQDM, CFM, PM and Country Leadership Team (CLT) are kept informed about the status of all grants lines by preparing a monthly report on the status of the grant.
Monitors counterpart spending (if applicable) regularly and finance and other records are consistent and problems are reported and resolved accordingly.
Manages Grants information systems
Ensures grants information is encoded into the GL and SAP system accurately and as scheduled.
Attaches Project Account lines to the grant number accurately and on a timely basis.
Consolidates grant financial reports data and ensures they are properly stored and updated in the information SAP system.
Reply to inquiries on grant-finance related issues promptly and correctly.
Stores files and other information related to Grants in an organized manner and are retrieved easily.
Ensure that Plan’s Safeguarding Children and Young People’s policy and related procedures are adhered to in all aspects of work.
Perform other duties and responsibilities assigned by his/her supervisor.
Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience
Knowledge
Qualification and Experience
University degree in Accounting/Finance
At least 3 years experience in a similar role.
Fair knowledge of project management
Good experience and knowledge of accounting and grant funds management regulations and procedures;
Good experience and knowledge on internal financial controls and procedures.
Good experience in grant reporting requirements and knowledge of Plan’s grant financial systems and procedures.
Skills
Problem solving skills
Good team player (ability to work in a team)
Proficient in Microsoft applications especially excel
Good communication skills both oral and written
Ability to work under pressure and deliver to tight deadlines
Ability to train field staff on grants financial management
