Financial Reporting Specialist

The scope of work (SoW) highlights the end-to-end finance function and financial reporting services as follows:

Core Financial Accounting & Transaction Processing

• Establish and maintain a separate chart of accounts and cost within accounting system to track all grants inflows and outflows distinctly from core operational funds.
• Execute daily accounting functions and record all grantrelated income and expenditures with accurate allocation across donor which align within approved budget line item.
• Prepare requisite financial reports for submission for grant and donor fund providers adhering to specific templates formats and deadlines and required supporting schedules transaction listings and certifications of fund usage.
• Ensuring compliance with all relevant financial reporting obligations under the respective grant agreements and disclosure requirements.

Preparation of Financial Statements

• Periodic (monthly quarterly annual) financial statements in accordance with applicable accounting standards (e.g. IFRS GAAP or agreed framework).
• Statement of activities (income and expenditure against budget) grant fund utilisation reports in the required form as well as variance analysis with narrative explanations.
• Compilation of balance sheets profit or loss accounts cash flow statements and notes to the accounts and up to date inventory schedules (where necessary).
• Prepare maintain and deliver an up-to-date capital assets register (tagging/purchase-proof) and provide the annual inventory certificate.
• Ensuring accuracy completeness and timely delivery of all reports.

Management Reporting

• Develop management reports financial dashboards presentations for Board Grant fund providers development partners and other stakeholders.
• Providing meaningful analysis of financial performance to support strategic decision-making and fund raising.
• Customising reports to meet the specific needs of management and stakeholders.

Procurement documentation and supporting evidence of expenditures

• Ensure and provide assurance that all procurements adhere to policies and guidelines of donors.
• Eligible expenditures must be supported by sufficient documentation including proof of receipt/delivery/completion.
• Include a records-packaging requirement for each drawdown or milestone invoicing: supplier invoices delivery receipts contracts procurement evaluation summary and approvals.

Audit Support

• Preparation of schedules and documentation required for audits in accordance with IFRS or an agreed framework.
• Liaison with external auditors to address queries and provide necessary information.
• Implementation of recommendations from audit findings to improve reporting processes.
• Manage the entire process for any specific audits or reviews initiated by donors or appointed agents providing all requested documentation and facilitating communication.

Compliance and Advisory

• Develop document and implement a manual of financial policies and procedures.
• Advisory on compliance with accounting standards and regulatory changes.
• Ongoing updates and guidance on new financial reporting requirements.
• Support implementing internal controls and governance best practices.

Data Organisation and Automation

• Organisation and consolidation of financial data from multiple sources.
• Implementation of reporting automation tools to streamline processes and reduce manual effort.
• Ensuring data integrity and consistency across all reporting outputs.
• Support digital transformation and automation initiatives in finance.

Separate accounts and records for the Grant

• Maintain separate records and financial accounts in respect of the Grant Funds and ensure grant transactions are identifiable and reconcilable from the organisations ledgers.
• Maintain a dedicated grant sub-ledger and/or chart-of-accounts codes; monthly reconciliation of grant bank account(s) to sub-ledger.
• Prepare unexpended funds schedules and forecast balances.

Other Value-Added Services

• Risk identification and management through regular financial analysis.
• Financial planning budgeting and forecasting support.
• Development of accounting policies and procedures for the finance unit
• Processing and recording of daily transactions
• Develop and oversee annual budgets and forecasts.
• Analyse financial performance and variances.
• Prepare regular financial reports for management.
• Advise on cost optimization and revenue enhancement.
• Supervise accounts payable accounts receivable and payroll functions.
• Ensure timely and accurate processing of financial transactions.
• Oversee cash flow management and banking relationships
• Provide financial insights to support business decisions.
• Participate in strategic planning and investment analysis.
• Evaluate financial risks and propose mitigation strategies.
• Lead and develop the finance team.
• Set objectives conduct performance reviews and provide training.
• Liaise with external stakeholders (banks auditors tax authorities).
• Present financial results and recommendations to senior management
• Recommend and implement improvements to financial systems and processes