Job Description and Person Specification

Job Description and Person Specification

Job Title: Cluster: Grade and Salary: Location: Reports to: (incl matrix reporting) Direct Reports: Matrix Reports: Operational Remit: DBS (CRB) / Police Check: Job Role

Role Overview:

Are of Responsibilities

Transaction processing and quality assurance

Project Accountant (NORAD Modern Slavery Project)

Finance and Operations with matrix link to Programmes and Global Engagement

Team:

Donor-funded project finance

Grade D

Contract Type: Fixed Term (Until March 2024)

Nairobi, Kenya (or South Africa for Internal candidates only)

Budget Holder: No

Project Finance Lead with Matrix Reporting to Specific Project Manager

None None Global Secretariat / donor-funded projects involving other countries as appropriate

To provide technical finance expertise and advice on donor-funded or other restricted projects, to ensure complete accuracy of all finance transactions related to the project and to manage all financial aspects of projects from budget preparation to project closure. The role will primarily focus on supporting the global NORAD modern slavery project with a few additions as assigned by line manager.

Key Activities

? Enter all transactions relating to projects onto the finance system in a timely manner ? Request new codes within ActionAid's finance system to ensure project reporting is

appropriate and prohibit posting in codes for projects that have ended. ? Create controls and processes, aligned to the finance community and ActionAid's policies

and guidelines, to ensure legality and quality of all transactions and such that they are approved in line with donor and ActionAid policies ? Prepare and review monthly transactions listing for completeness and assurance and post required adjustments in a timely fashion. ? Reconcile all project balance sheet accounts every month ? Prepare and review monthly reserves statement for each project, and review for exceptions. Resolve and clear any historical outstanding balances ? Ensure all transactions are supported by adequate documentation, BH approval and that documentation is filed and retained in a suitable way ? Ensure all reversing transactions are adequately cleared on a timely basis ? Ensure ActionAid's internal year-end deadlines are met, and transactions are accrued in a timely fashion at this stage if required. Ensure that all accruals are reviewed periodically and settled especially before project closure. ? Ensure all aspects of Contract Management System relating to finance are completed and consistent with the finance system

1 Job Description Template : Project Accountant (NORAD Modern slavery project)

Reporting and analysis

Planning, start-up and closure

? Produce monthly reporting as required by the project(s) as required by the project manager or other project governance body, ensuring accuracy through the actions above and adherence to donor requirements always. The same to be shared with project finance lead.

? As assigned/ required, attend oversight group meetings and raise any financial strategic concerns or risks and discuss financial performance

? Produce financial analysis as required by the project team to assist decision-making ? Produce financial risk-register to be reviewed monthly, and share key concerns with BH,

senior project and GS staff as appropriate, working with them to develop mitigation. ? Review, Produce and consolidate reports from countries for donor reporting and internal

management purposes as per required timelines. Ensure that adequate documentation is available for review such as transaction listing from countries on a monthly basis. Ensuring adherence to donor schedule and internal GS management deadlines ? Produce explanatory narrative (financial) for any reports as required by the project team ? Design, calculate and record any regular key performance indicators (KPIs) for the project(s), providing narrative explanations for variances versus expectations where appropriate

Respond to donor questions regarding financials at any time and as required

? Coordinate (or produce) the initial project budget and subsequent iterations, obtaining sign -off as required from BH, project or other managers, and addressing questions as raised by the donor.

? Ensure maximum cost recovery, including overhead costs and levies on all projects ? Upload final budget into ActionAid's finance system using appropriate coding (see below)

and repeat exercise for periodic forecast ? Develop reporting templates (and other tools) in line with donor requirements and the

requirements of ActionAid's finance system, allowing automated reports to be produced in the desired format and which include transparent reporting on cost-recovery ? Run financial aspects of inception workshop in co-ordination with project teams and provide inception training on donor requirements to implementing staff and partners if required. ? Work with implementing staff to establish systems that are integrated and meet donor requirements (and audit) ? Review the systems of all parties booking finance transactions (if appropriate, e.g. working with partners or multiple offices) to ensure all financial requirements, controls and conditions (both donor and ActionAid) can be met ? Work with line manager to close out projects within the finance system and align this closeout to final donor reporting, saving all appropriate documentation and evidence in a suitable way (and reviewing all transactions at this stage to ensure nothing has been omitted). ? Ensure that a checklist for projects closure is prepared in consultation with project staff/manager. ? Provide technical Support to budget holders/project managers to prepare required budgets during AA GS planning process for AA internal planning and budgeting process annually and for re-forecasting purposes. ? Support in mid-term/periodic review and preparation of revised project budgets. In case of any changes, review the proposed changes to project budgets and ensure that they are in line with donor expectations.

2 Job Description Template : Project Accountant (NORAD Modern slavery project)

Other

? Provide technical advice and guidance on project financial management to project managers or country teams as required.

? To provide support in full cost recovery, CMS and GFS ? Provide information and ongoing training to project staff on any relevant topic (e.g. transaction quality or cost-recovery) creating and sharing any materials where necessary ? Work with GS finance staff to ensure banking arrangements are set up to meet donor requirements. ? Forecast required cash flow for the project and work with GS Finance staff to avoid any cash shortages or surpluses within the project(s) ? Manage day to day to finances, including processing invoices, expenditures etc.. in collaboration with GS accountants. ? Work closely with others in the Finance and Operation's Cluster to contribute to ActionAid's systems, processes, guidelines. ? Liaise with internal and external auditors to manage audits, meet all requirements and complete any audit recommendations, coordinating country or other staff at all stages ? Provide inductions and capacity building support. ? Share Project Management best practices and tools. ? Work with Project Finance Lead to ensure 100% recovery of own costs, and full utilisation of time across multiple projects ? Undertake projects or any other work relevant to the grade and functional speciality as directed by line manager. ? Provide quarterly updates on progress against objectives for review and discussion with line Manager, the frequency of which may be reduced as deemed appropriate by line manager

Person specification PrEodjeucctaFtiionna,nce Manager

Language & Qualifications

Essential Knowledge, skills and Experience

Desirable Knowledge, skills and Experience

? Qualified accountant with a business-related degree with relevant experience ? Excellent oral and written communication in English

? Substantial (minimum 4 years) experience in a relevant role ? Demonstrable and significant experience of the following:

o Project finance management and donor reporting within an NGO environment o Management reporting and the production of value-added analysis leading to

improved decision-making o Creating and implanting good financial practice and controls, including transaction

reviews and adjustments o Balance sheet reconciliations and monthly checks and balances ? Working on multiple projects without loss of effectiveness ? Knowledge (and practical application of) the international regulatory environment for INGOs ? Working knowledge of later Sun versions and associated reporting tools ? A strong commitment to ActionAid's values and ethos ? Ability to build good working relationships with non-finance staff ? Ability to work as part of a team

? Experience of developing project metrics and KPIs

3 Job Description Template : Project Accountant (NORAD Modern slavery project)

Leading Organisation

Leading Others

Strategic Perspective

Change Management

Decisiveness and Agility Leading Teams Building Collaborative Relationships Communication Leading with Purpose and Credibility

Competency Profile

Demonstrate alignment of the Organisation's strategic priorities and goals.

Uses effective strategies to facilitate organisation change initiatives and overcome resistance to change by involving others, listening and building commitment.

Prefers quick and appropriate actions in many management situations, able to adapt and respond to fast changing eco system/environment

Attracts, motivates, and develops high performing teams.

Builds productive working relationships with co-workers and external parties, whilst valuing diversity (gender, race, culture).

Expresses ideas clearly and concisely; disseminates information about decisions and plans proactively.

Acts in accordance with stated values; has strong commitment to develop, promote and practice AAI's values

Innovation and Taking Initiative

Takes charge and proactively seeks new ideas, experiments with new processes/practices that capitalizes on opportunities

Leading Self

4 Job Description Template : Project Accountant (NORAD Modern slavery project)

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