Finance Officer

Monitor Budget and Actual Expenses of restricted grants

• Maintain a complete record of all pertinent documents of each project and coordinate with other Finance Staff and various project leaders to ensure that the financial implementation adheres with all the other aspects of the project agreement.
  
• Collaborate with donors, collaborators, project leaders and scientists to clarify financial issues, answer queries and give updates on the financial and budget status of the project.
  
• Review and verify expenditures of restricted projects assigned to ensure adherence to budgetary and donor requirements.
  
• Liaise with the Program Management Unit (PMU) regarding the development of Letter of Agreement (LoA) with partner institutions, project start-ups and set-ups in the systems, budget update and management in OCS and project tracking & closures.
  

Annual Budget and rolling budget updates

• Collaborate with Principal Investigator (PI) regarding staff time allocation to be updated in planner.
  
• Collaborate with PI on budgets for partnerships, travel, supplies, consultants, publications, and other costs based on the availability of funds of ongoing restricted projects.
  
• Review the overall annual budgets of grants in assigned teams.
  

Donor Reporting

• Prepare reports on the specific projects' finances to donors and other users in compliance with Center standards and as specifically pre-determined by the donor, as mentioned on the signed Grant Agreements and Donor's General Conditions.
  
• Ensure that reports to donors are submitted on time.
  
• Submit draft and final financial reports in the grants management system.
  
• Review the donors report from the Country Offices assigned prior to forwarding for approval.
  
• Prepare invoice/payment request to the donor according to the payment term and schedule on the agreement.
  
• Follow up for any query or review from the donor for the submitted financial report.
  

• Key resource for project amendment budget preparation.
  
• Review and discuss revised budget for ongoing projects with PI Themes and/or from Country Offices assigned.
  
• Ensure that the grants recover full overheads as per the relevant cost structure.
  
• Provide guidance and ensure the budget figures are correct and the budget lines follow the donor requirements.
  

Grant Agreements

• Review the financial part and other relevant information of the new Grant Agreements and Grant agreement amendments.
  

Internal Reporting

• Update the monthly summary of restricted projects with multi-year budgets and cumulative expenses.
  
• Update the monthly staff time allocation and the three-year staff plans.
  

Special Audit of Restricted Projects

• Execute the selection process of an audit firm to appoint the auditor for the special audit of restricted projects as required by the donor.
  
• Key resource on providing supporting documents and queries from the external auditors during the audit process.
  
• Review the preliminary draft audit report received from the auditor.
  
• Review partner audit report in relation to project requirements.
  

Daily and Monthly Operations

• Monitor donor receivables and payables.
  
• Identify incoming funds from restricted donors and provide the code to the Manager of Treasury and Fixed Assets.
  
• Monitor and ensure that staff time allocation is in accordance with the budget and the time sheets are recorded/adjusted appropriately.
  
• Collect timesheets from respective staff involved in the project that required timesheets as mandatory supporting documents.
  

Restricted Grants Partners Financial Management Monitoring

• Review project partner's agreement and budget in collaboration with PMU.
  
• Monitor financial compliance for restricted grants partners of assigned grants and ensure partners spend within their budgets and are following the laid down donor and/or CIFOR-ICRAF financial procedures and regulations.
  
• Analyze restricted grants partner expenses and provide feedback on the analysis to the project leaders and managers on expenditure trends and areas with significant over- or under spending.
  
• Review the financial reports submitted by the partners, monitor partner balances, and collect any unused funds.
  

10.    Perform other tasks assigned from time to time by the Senior Finance Officer – Grants, Finance Manager