Grants Finance Coordinator

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Grants / Projects Financial Reporting (60%)

1. Ensure that all grants related payments and expense reports are reviewed and entered into the system without delay, including payments to partners.

2. Ensure that all grants/project related codes are available in the system, validated and approval processes are set up in Provision.

3. Ensure timely upload of all approved budgets in Sun Systems (Sponsorship budgets from Horizon, private non-sponsorship and grant budgets), including original budgets and approved budget revisions.

4. Review and reconcile local income, communicate issues and possible misallocations to Grants Finance Manager (GFM).

5. Prepare project financial reports as required by Support Office/donor for Area Programme, private non-sponsorship and grant funded projects, including details related to vendors.

6. Coordinate with Sponsorship team regarding Gift Notification(GN) funding received, keep track on individual and community GNs, work with Sponsorship Operations team to develop the reporting template and mechanism to reconcile financial and sponsorship records.

7. Regularly review financial reports and relevant supporting documents of partner organizations, ensure accurate coding of expenses with full compliance with donor and World Vision International and internal/local requirements.

8. Contribute to regular Operations meetings to support Field Financial Report (FFR) review and consultation with Operations Director and Ops Team (Zonal Managers; Technical Leads). Be available for ad hoc program/project management reviews to support financial review/burn rate discussions and problem solving.

9. Support during new proposal or Area Programme-based budget development, including cost verification, working with the Operations Director and Zonal teams during grant, private non-sponsorship and Area Programme budgeting. Work with Grant Finance Manager on overall cost allocations, including staff and shared costs, ensuring appropriate cost coverage and cost recovery considerations are included.

10. Support GFM to review semi-annual and annual reports to be submitted on Field Financial Reports database, ensure all categories are in place and explanations are appropriate.

11. After confirmation from People & Culture department regarding submission of all Timesheets on WorkDay database, reconcile WorkDay data with Sun Systems.

12. Save and store reconciled Timesheets in PDF format for all staff on Box. Work closely with People & Culture department to ensure all Timesheets are available and accessible.

13. Support GFM during FFR submission, including running and review the report, coordinate with R2R for account allocations, PBAS (WV budget management System) reconciliation, and Support Costs reallocations from grants.

B. Capacity building and collaboration (5%)

1. Participate in and/or co facilitate large scale grants start up workshop in collaboration with the Field office and respective Support office/donor.

2. Support grant managers to get prepared for quarterly and annual financial report with explanations and required requests for revisions.

C. Partners (25%)

1. Participate in partner assessment process, ensure that all finance related risks are measured and communicated to Senior Leadership, GFMs and Support Office. Follow up/facilitate Blocked Parties Screening for grant related partners/vendors.

2. Create an environment of experience sharing and promote best practices with all local partners.

3. Review Partners financial reports on a regular basis to ensure that all supporting documents are in place and all compliance standards are met, including donor, local law and internal procedures. Communicate all issues to Finance and Operations leadership team, work closely with partners to fix issues.

4. Conduct monitoring visits/spot checks, including review of documents, filing system, bank reconciliation, grant files.

5. Lead partners in the preparation to grants closeouts plan to ensure compliance with award requirements

Risk management (10%)

1. Participate in grants audit preparation to provide required information, work with partner to ensure all necessary documents are available and accessible

2. Maintain grant files, including agreements, staff contracts, assets purchased in frame of grants, documents related to partners, Value added tax (VAT) exemptions, key communication with donors/Support offices, etc.)

3. Work in collaboration with People & Culture and staff to ensure proper implementation of the Timesheets database system and Costs Allocation Policy.

4. Perform other duties as required.

Knowledge/Qualifications for the Role

• Bachelor’s degree in Accounting, Finance or Business Administration, or a related field.
• Minimum 5 years' of experience in Finance and Grants management working in a similar position in Grants with medium business/medium NGO/government agency.
• Experience with humanitarian aid in-country is a plus.
• Practical Knowledge of financial systems, budget/cash flow monitoring and internal accounting controls.
• Computer aptitude and experience with word processing, database, management and spreadsheet software..
• Excellent interpersonal and organizational skills.
• Analytical skills and very good attention to details.
• Proficiency in written and spoken English and local language
• Ability to travel within the country
• Committed to achieve quality results and services

• Integrity and strong identification with World Vision’s Core Values

• The position is based in any of the World Vision's offices

Core Competencies

☒ Be Safe and Resilient

☒ Deliver Results

☒ Build Relationships

☒ Be Accountable

World Vision is committed to the protection of children and vulnerable adults and does not employ staff whose background is not suitable for working with children or vulnerable adults

Applicant Types Accepted:

Local Applicants Only