Reporting to the Budgets and Grants Manager, the Budget and Grants Officer (BGO) will oversee the initial set-up of a broad range of federal, non-federal government and privately funded grants, including proper maintenance of documentation thereof.
The BGO will maintain AWF’s multi-year budget ledger by ensuring the same reflects AWF's internal approved work plans and agrees with the donor approved budget.
He or She will coordinate monthly budget phasing from both Program and Support teams and will ensure all budget projections are updated in the respective budget ledgers.
The BGO will support pre and post-award management, grant audits, grants receivable, internal monthly life of the grant reports, budget compliance and financial reporting to donors.
The BGO will assist in developing and maintaining the organizational budget.
This position will be based in Yaoundé, Cameroon but will require occasional trips to other AWF offices for training and support.
Organize and disseminate key budget and grant information
Receive and organize all documentation relating to new Awards and Modifications, summarize key donor conditions on a Grant Data Sheet and distribute appropriate key information to Finance staff, and Program team, Management Systems team and Program Design team in a timely manner;
Provide capacity building to Program, Support and Field Finance staff on key donor contractual requirements and AWF best practices in Budgets.
Proactively disseminate information about up-coming grant milestones (grants coming to an end, reports due, grants closed, etc.
to respective staff (Donor Relationship Managers, Program Managers, Finance Staff, Admin Staff, etc.) to ensure compliance with the grant conditions.
Budget Management and Analysis
Review and perform real-time maintenance of the Grant and Budget Ledgers by ensuring the two ledgers are reconciled to harmonize Donor approved budget vs AWF internal work plan budgets
Post budget adjustments in the Budget ledger on a timely basis.
Administer Unanet timesheet system, ensuring timesheet updates and adjustments are in accordance with the organizational approved operating budget.
Tracking and posting monthly in-kind / matching contribution documentation for grants with matching requirements;
Ensure spending that does not align with approved budgets are adequately approved and reclassified in the accounting system.
Assist the Budget and Grants Manager and the Director of Finance in the development of the annual operating budget.
Assist in the development of tools for budget preparation and monitoring.
Assist in performing cost-benefit analyses to compare operating programs, review financial requests, and explore alternative financing methods
Participate in quarterly monitoring meetings with program teams to review staffing, budgets, and program implementation with a view to tracking potential risks, constraints or impediments to grant implementation;
and providing expert recommendations to Management to mitigate risks.
Grant financial management and Compliance
Run and share weekly / monthly grant spending reports and analyze for correct spending pattern and compliance to donor budget;
flag to Budget and Grants Manager, Director of Finance and respective Program Design staff or donor point of contact on any key highlights requiring action;
Run bi-weekly grants receivable and advances to ensure accurate and timely donor invoicing and drawdowns;
Ensure all grants spending are on track and provide reports on any budget risks promptly;
Support the Grant close-out process to ensure that grants are closed out within budget and established timeframes;
Assist in completing accurate and timely monthly grants closeout checklist;
Assist in preparation of donor reports for final review and sign off by the Senior Budget and Grants Officer and Budget and Grants Manager
Carry out monthly grant transactional review for compliance with donor regulations.
Conduct continuous grant / subgrant field compliance review and capacity building of AWF field staff and subgrantee staff on compliance requirements
Assist with grant audits by preparing the required schedules and reports for review.
Run, analyze and disseminate monthly budget management reports to all Budget Managers
Develop and maintain a Grants Milestone of financial reporting requirements and other performance requirements with related deadlines for each grant and contract agreement and dissemination of such milestones to teams for forward planning
Assist in Grant and compliance with donor rules and regulations;
Prepare and assist in developing ad hoc reports or cost analysis;
Support in completion of accurate and timely monthly grants closeout checklists;
Provide financial assistance during proposal development by Program Design;
Any other relevant duties as assigned by the Budget and Grants Manager and Director of Finance.