FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential internal and external candidates to apply for the following position: 

Position: Grant and Budget Officer

Duty Station: Addis Ababa Head Office

Duration of Contract: One-year contract, Renewable (with 60 working days probation period)

Salary: As per the salary scale of the organization

Closing date: March 04, 2022

 Job Summary

Grant and Budget Officer is under the supervision and guidance of Senior Officer-Grant, Budget and contracts Officer He /she is responsible to support FH Ethiopia program by highly participate on Budget review, grant monitor, prepare different financial reports and ensure donor and other statutory(Local government) compliance for all grants both for FHE’s and Sub recipients level. Reviewing financial documents of each grant it’s accuracy and consistency of charging. Be directly involved on the sub recipients/implementing partner monitoring and assessment. Required to support in improvement plan implementation for any gap identified during assessment and /or monitoring. S/he oversees accounting processes, policies, and service delivery for each grant. Maintain accounting controls to ensure accurate, complete, and timely recording and management of financial transactions and internal controls in compliance with financial management policies and procedures, Generally Accepted Accounting Principles (GAAP), donors’ rules and regulations, and other legal requirements.  

Principal Responsibilities

Key Result #1 – Financial Management. 

• Follow the planned budget and actual spending to ascertain that project expenses are incurred as planned.
• Make on time requests and follow up advance & reimbursement with donors.
• Make sure that all payments are incurred and paid for the project purpose.
• Review with the finance team that expenditures are prepared and recorded using the right template.
• Follow with the finance department that financial reports and VAT claims are submitted to donor on time.
• Make sure that all information in the reporting templates are updated timely and correctly (like; total budget, this period budget & expenditure, this year actual & expenditure, ITD actual & budget, and budget balance).
• Work closely with the partner finance team to respond to questioned costs in a timely manner.
• Prepare financial report for compliance considerations and ensure clear and concise notes 
• Maintain and update grant and contract documents and files.
• Administer the grants according to criteria and guidelines set forth by donor agencies.
• Ensure auditable records, filling systems of all FHE grants and sub-grantees are timely and fully archived.
• In collaboration with Finance Officers of the sub-grantees, review monthly grantees’ invoices, process and update grant binders’ documents and databases as appropriate.
• Follow-up contribution and recording of identified cost share expenses with sub-grantees and for all grants as well.
• Support and participate in process assessments of sub recipients’ financial capacities in collaboration with program staff and senior officers when required.

Key Result #2- Budget, Contracts and Grants - Compliance Management.

• File all Donor, Agreement and any modifications in a timely manner on the shared folder and nifty for the concerned body.
• Prepare reconciliation with the implementing partner for cash transfer and financial received submission in a timely manner throughout the entire grant life.
• Make a follow up on capturing appropriate expenditure within grant life.
• Prepare any report for donor, program staff and other request on time in a timely manner and make ready for next level review.
• Follow the expenditure of shared cost as per the approved budget and inform other finance with for any corrective actions that may be required as per FH policy and donor requirements.
• Support programs team in annual budget preparation to ensure the budgets are accurate, reasonable and that they incorporate all pooled costs in a fair basis.
• Support the sub-recipients and provide relevant information on the budget process for new proposals and on an annual basis. 
• Assist in developing or adapting formats, procedures, and regulations to be used for formulating, executing, monitoring and other as per the required.
• Coordinate and work closely with programs staff to ensure activity performance according to the budget and its requirement.
• Set standards and use of proper tools to oversee the grant implementation, modification, and closeout processes, ensuring it in accordance internal and donor policies /procedures;

Key Result #3  Grant Closure & Auditing

• Support local statutory and /or project specific, internal or any other kind of audit, expected to highly participate in the review of supporting documents before the auditors are in place.
• Support on collecting all audit confirmations from donors and sub recipients for the funds received and transferred. 
• Make sure any outstanding advances to vendors, outstanding payments, partner advances, per the grant closures checklist were cleared before the grant is closed.
• Highly participate on issuing of final financial report for grant specific audit in an accurate and timely manner.
• Work closely with program staff during project close out and ensure the grant closure process is according to donor agencies regulations.
• Ensure grant and subcontracts are audited as per the donor rules and regulations and that key findings /points are addressed;

Key Result # 4- Working with Sub Recipients and their Capacity Building.

• Ensure that grant sub recipients comply with the terms and conditions of the grant agreements with donor.
• Conduct and manage the implementing partner’s capacity assessment.
• Support the sub recipient to prepare advance requests as per the cash forecast and DIP ▪ Review reporting templates for any updates and share for timely and correct submission.
• Work closely with partner finance team to responds to questioned /disallowed cost and resolve all in a timely manner.
• Providing ongoing guidance to sub recipients on financial compliance and control, reporting and other compliance standards.
• Provide oversight and analysis of the financial status of sub recipients with grant management standard /performance indicators.
• Follow any correction action or improvement plan for any gap identified by Assessment and monitoring on the implementing partners.
• Update sub grantees when there are new rules and regulations issued by the donor and follow up on their implementation.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

• Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.
• Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.
• Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve
• Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.
• Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.
• In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization and implement the recommendations

Safety & Security Responsibility

• Each FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.
• Every FHE staff member has an obligation to learn and understand the security situation where they are located. 
• Each FHE staff member should adhere to all pertinent policies concerning safety and security. This includes, but not limited to, personal safety, road safety, etc.
• Has a responsibility to become familiar to social, cultural and other associated features of their duty stations;
• Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.
• All FHE staff should promotes safe conducts and exercises caution in all work activities; staff should accountable for own personal and professional actions and conduct;

Job Requirements

Job Level Specifications.

Commitment to serving the poor and in full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

• Flexible and ability to work under pressure.
• A very good experience in auditing and grant management
• Ability to work proactively, organize and manage own work and assist others
• Computer literacy included demonstrated proficiency with Outlook, Work, Excel and off the shelf accounting software, preferably MS Dynamics and Power BI ▪ Willingness to travel in-country as required.
• Demonstrated strengths in relationship management; able to work with diverse groups of people in multicultural, team-oriented environment
• Skilled in influencing and obtaining cooperation of individuals.
• Utilizes skills in conflict management.
• Have analysis and problem-solving skill.
• Able to pick up and assimilate relevant information quickly and easily.
• Actively participates in teams. Encourages cooperation.
• Able to communicate information and ideas clearly and articulately both in oral and written form.
• Welcomes and learns from criticism.
• Able to achieve results in a quality, timely, and cost-effective way.  

Experience

• At least 3 years relevant experience in grants management and financial/operational NGO environment is preferred.

Education/Certifications

• Must have a degree in accounting and finance, project management field from a recognized and certified institution or university.

Distinguishing Competencies

• Substantial experience implementing USAID/BHA, UN, EU, WFP, IOM, DRA and other restricted private donor - regulations and procedures strongly preferred.
• Must have a proven knowledge of Generally Accepted Accounting Principles and IPSAS
• Excellent organizational, coordination, communication and interpersonal relationship skills required. Experience working with, providing technical assistance, and training to Sub grantees preferred.
• Computer literacy and advanced knowledge of Excel, Ms.-Word; experience in accounting package is advantageous.
• Sound experience in auditing  

Language

• Proficiency in spoken and written Amharic & and English required; 

How to Apply

Women Candidates are highly encouraged to apply

Competent candidates can submit ONLY their application and CV to: recruitment_fhe@fh.org

Candidates MUST refer the position title “Grant and Budget Officer” on the subject line of their email and applications.