Under the supervision of the Chief of Party (COP), the Finance & Grants Manager will manage all financial and grant activities of the project in-country. S/he will work closely with the COP, technical staff, and RTI regional and home office staff to ensure project resources are effectively and efficiently used in order to achieve project objectives and results. The Finance & Grants Manager must ensure that project implementation is done in an environment of strong controls and that the project complies with RTI and USAID rules and regulations and all applicable local laws. S/he will ensure appropriate systems and procedures (payroll, cash management, vendor payments, budgeting and forecasting, procurement, property management, grants management and other related financial and operational tasks) are in place to properly disburse, account, budget, and report project funds in timely and cost-effective manner. The Finance & Grants Manager is responsible for financial and grants quality control and reporting and must ensure financial and operational information is provided to project leadership, technical staff, regional and home office staff for timely decision making.
This position supervises the project’s field-based Finance, Grants, and Procurements & Logistics staff.
Essential Duties: Main purpose of job (List primary duties that occupy a majority of incumbent time in order of importance)
- Ensure compliance with RTI finance, accounting and procurement policies and procedures as well as local laws (i.e. taxes, customs, registration, minimize unbillable expenses);
- Ensure timely submission of monthly accounting reports (preliminary & final extracts) including trial balances, balance sheets, P&L statements to project leadership and RTI Home Office, and review balance sheet reconciliations;
- Review, approve and pay out cash disbursements to vendors and grantees in a timely manner and ensure that all expenses are allowable, allocable and documented per RTI/USAID policy and have adequate support documentation.
- Responsible for management of financial documents and maintaining a proper filing system that ensures documents can be retrieved with ease;
- Manage and oversee project’s internal and external financial audits, follow up on implementation of audit and compliance review recommendations;
- Manage and monitor performance of office petty cash system, supervise the management of cash available amount in safe, check balances, and ensure financial security instructions are followed;
- Facilitate monthly payroll and remit required withholdings and other benefit management;
- Assess monthly cash flow needs for the project and communicate cash requests to Home Office according to planned activities;
- Oversee the management of bank accounts: follow transfers, check balances, check authorized expenses and online transactions, advise COP on changes in bank account signatories;
- Ensure bank reconciliations of all accounts are performed monthly and compliance issues addressed in a timely fashion and advise project leadership accordingly
- Track value added taxes (VAT), compile submissions to Tanzania Revenue Authority and US government through the local US mission, monitor activity and update protocols;
- Ensure adherence to RTI’s standard operating procedures for the procurement of commodities as described in the project’s Field Office Operations manual and RTI’s Global Operations website;
- Ensure that proofs of purchase are valid (contracts, orders, bills, invoices, delivery receipts, etc.);
- Issue advances and ensure staff comply with RTI’s advance liquidation policies;
- Utilize/review monthly financial and operational monitoring tools (forecast, procurement tracker, activity tracker, etc.);
- Review and provide financial inputs for monthly forecast updates;
- Analyze gaps between planned budgets and actual expenses and report to COP, Home Office staff and activity leads;
- Identify project financial risks and consult with the COP for rectifying these and, where necessary, seek regional finance controller support and/or home office support.
Provide overall technical and administrative leadership in the areas of sub-grant management, including direct supervision of the project’s in-country grants staff to:
- Set up, manage, and provide grant financial assistance related to the grant-making component of the program activities;
- Ensure grants management and reporting are compliant with USAID grants management regulations ;
- Follow-up on the grant files updated with budgets, grant contracts, and agreements
- Ensure the preparation and timely submission of grant technical and financial reports and budget transfers;
- Ensure sub-grantee complete the pre-award requirements (MSQ, Anti-terrorism and Site visit assessment tool) and signed grant agreement and grant modifications;
- Ensure that grant money is used according to the operational and financial needs of the program by reviewing the supporting documents through regular spot checks;
- In collaboration with the program team, follow whether grantees submit all the required reports and other deliverables as per the program description and implementation plan;
- Ensure that sub-grantees follow applicable regulations and spend the grant funds as intended;
- Review sub-grantee invoices against the approved milestone schedules to verify that milestones are invoiced as budgeted;
- In collaboration with the Grants Manager, verify sub-grant costs are incurred within the grant period and supporting documentation for invoices is available;
- Provides technical assistance as required to build capacity of local partners & grantees.
- Work closely with RTI’s property control team to manage and properly dispose of all non-expendable property purchased by the project in-country
- Oversee local procurement efforts in consultation with RTI’s regional office in Nairobi and RTI’s US contracts
- Perform other duties as may be assigned by immediate supervisor
- Ensure all staff adhere to financial and operational policies outlined in the Field Operations Handbook, train project staff as necessary on RTI/USAID financial and operational policies and procedures (advances, expense reports, travel policy, allowable versus unallowable costs, etc.)
- Update the TORs of the finance department in collaboration with the COP and Human Resources Manager as needed;
- Oversee the daily operations of the finance department and undertake appraisals of directly supervised colleagues;
- Ensure capacity building for finance team members in order to increase the level of technical ability and skills within the department to deliver financial and operational outputs;
- Improve information flows within the department and with other departments within the Tanzania project;
- Engage with Finance Managers from other RTI/Tanzania projects to coordinate tasks, share best practices and lessons learned, and collaborate on process improvements.
Minimum Required Education & Experience
Job Requirements are a combination of qualifications and related experience. Judgment of an acceptable equivalent combination, on an individual basis, is the responsibility of Management
Master’s degree and 6 years of professional experience or Bachelor’s Degree and 8 years of professional experience in Business Administration/Financial Management or equivalent combination of education and experience. CPA, ACCA preferred.
Skills & Abilities
Skills and abilities required to perform the essential job duties of this job are listed below. An addendum that clarifies additional skills and abilities for incumbents in this job may be used in addition to this description
- Experience working as a finance manager, or project manager with strong finance oversight required;
- Advanced knowledge and prior experience using QuickBooks;
- Experience working with USAID or other donor-funded projects preferred;
- Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members;
- Excellent financial and analytical skills;
- Ability to monitor and evaluate financial and monitoring skills of communities through capacity-building efforts;
- Ability to build effective relationships with all clients, peers, and stakeholders;
- Ability to work hands-on, independently, and within team;
- Demonstrated success managing and leading technical and administrative teams;
- Strong oral and written communication skills and ability to coordinate activities with officials from host country government, US Government, NGOs, and other agencies;
- Strong computer skills: Microsoft Office applications;
- Experience in general business administration and financial management;
- Willingness to travel frequently to program districts.
Physical and mental demands of this role include those that must be met by an employee to successfully perform the essential functions of this job, as outlined above. Examples include: remaining in a stationary position for long periods of time; operating a computer and other office machinery; thinking, learning, and concentrating effectively and frequently communicating with other people, both within RTI and outside of RTI; frequently moving about inside and travel between offices and laboratories; frequently conducting laboratory site inspections (if applicable), ability to handle the stress associated in meeting frequent, multiple and tight deadlines, ability to work in excess of 40 hours per week as workload and deadlines may require, ability to have regular, reliable and predictable attendance.
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.