Summary of responsibilities

1.
Grants Monitoring
,

• 
  Lead and supervise budget monitoring for all grants under your
  team.
• 
  Continuously review, develop and implement monitoring mechanisms
  that ensures expenditure is within the agreed donor budgets and that there is
  no overspends on any of the restricted grants.
• 
  Be a key player and advisor in the issues of grants accounting and
  management to ensure accurate coding of expenses and full compliance with both
  CIFOR-ICRAF and donor requirements.
• 
  Oversee and coordinate budget vs expenditure review meetings for
  projects under your team to provide feedback and analysis to the stakeholders
  on expenditure trends and areas with significant over- or under spending and
  propose subsequent actions.
• 
  Ensure a complete record of all pertinent documents of the
  projects allocated to your team are well kept and accessible. f. Lead in the
  development of financial management mechanisms that minimize financial risk and
  maintain internal financial control safeguards/mechanisms on restricted grants
  activities.
• 
  Maintain a comprehensive understanding of relevant donor policies,
  regulations, and procedures. h. Plan and coordinate occasional project field
  sites visits to ensure financial controls and procedures are in place for the
  various donor projects under your team.
• 
  Lead and oversee liaison with Program Management Unit on the
  development of Letter(s) of Agreement with partners, project start-ups and set
  ups in myTree and OCS, creation of budget codes, budget updates and project
  tracking & closure for projects under your team.
• 
  Key resource on financial requirements of new donors and overall
  responsible for communicating these requirements to project staff and partners.
• 
  Coordinate and oversee preparation of projects performance reports
  including funding status and burn rates for sharing with the project managers
  for grants under your team.
• 
  Ensure regular updates and feedback sessions are held between the
  finance leads and contacts for the various grants and the project managers for
  grants under your team.

2.
Grants Reporting and Compliance
:

• 
  Coordinate the preparation, review and
  submission of all donors financial reports that comply with donor requirements
  in all aspects for grants under your team.
• 
  Implement donor reporting and
  compliance framework that ensures donor reports under your team are accurate
  and submitted on time to mitigate reputational risks with the donors.
• 
  Lead in the coordination of responses
  to respective queries and clarifications in relation to donor reports from
  donors and other stakeholders.
• 
  Review and Approve reports for grants
  under your team for signature on the specific projects’ finances to donors and
  other users in compliance with CIFOR-ICRAF standards and as specifically
  pre-determined by the donor as mentioned on the signed Grant Agreements and
  Donor’s General Conditions.
• 
  Follow-up to ensure donor final
  financial reports for grants under your team are submitted in myTree system.
• 
  Lead in capacity building, coaching
  and mentoring of grants finance staff under your team and local partners by
  developing learning activities, meetings and materials to support their
  capacity building on various grants compliance requirements.

3.
Partners Financial Management Monitoring

• 
  Continuously review, develop and implement partner financial
  monitoring tools and mechanisms to mitigate the risks of partner non-compliance
  and ineligible expenditures.
• 
  Lead and oversee follow up on financial reporting for partners for
  grants under your team.
• 
  Lead and supervise financial compliance for all grants partners
  and ensure partners spend within their budgets and are following the laid down
  donor and/or CIFOR_ICRAF financial procedures and regulations.
• 
  Lead and coordinate the review of grants partner expenses and
  provide feedback and analysis to the project leaders and managers on
  expenditure trends and areas with significant over- or under spending
• 
  Arrange and lead regular meetings with partners’ finance teams to
  give feedback on their financial performance, compliance, areas of weaknesses
  and steps to take to mitigate the risks and any internal control issues.
• 
  Lead and coordinate partner financial capacity building on
  accounting, compliance and donor requirements.

4. Grants Budget Revisions

• 
  Supervise and Coordinate budget revisions and extensions for
  on-going restricted grants in collaboration with Resource Mobilization Team and
  the Research Teams.
• 
  Maintain a comprehensive understanding of relevant donor policies,
  regulations, and procedures.
  To ensure the organization’s policies on full cost recovery and
  laid down donor regulations are adhered to in all donor budgets revisions and
  extensions.
• 
  Key resource for project proposal/budget preparation regarding
  compliance issues for prospective sources of funding.
• 
  Review and approve revised budgets for on-going projects prepared
  by the Senior Finance Officers and Finance Officers to ensure they adhere to
  the grant’s agreements and any other communication from the donors.

5. Institutional, Grants and Partner
Audits

• 
  Plan, Organize and oversee management of grants audits as per the
  donor agreements for grants under your team.
• 
  Coordinate and attend entry and exit meetings on audit of projects
  for grants under your team.
• 
  Key resource on queries from the external auditors. d. Review the
  draft audit reports and provide draft management responses.
• 
  Review partner audit reports.
• 
  Assist in the preparation of restricted grants schedules and
  information requested and required for the annual statutory audit.
• 
  Coordinate and preside over the interim and final CIFOR-ICRAF
  external audit process relating to the grants under your team and finalization
  of the statutory financial statements.

6. Donor payables and receivable
balances management

• 
  Monitor and reconcile donor payable and receivable balances for
  grants under your team.
• 
  Ensure the invoicing timelines conditions as per the grant
  agreements are adhered to.
• 
  Ensure the donor amounts receivable from donors for grants under
  your team are promptly collected.
• 
  Provide explanation on the monthly summary of donor receivables
  and payables >USD 50K, prepared by Treasury team.
• 
  Assist and ensure incoming funds from restricted donors are
  identified and coded appropriately.

7. Team Leadership

• 
  Supervise staff directly reporting to you by managing their
  performance, including setting goals and objectives, coaching, and delivering
  results.
• 
  Perform performance evaluation for the team, both mid-year and
  annually

8.Internal Controls

·
Implement internal control systems that ensure CIFOR_ICRAF attains
its objectives, produce accurate and reliable data for decision making.

·
Ensure compliance to policies and safeguard of CIFOR_ICRAF assets.

·
Ensure deployment of control activities through implementation of
CIFOR_ICRAF policies that establish what is expected and procedures that put
policies into action.

·
Identify and assess changes that could significantly impact the
system of internal control in the Centre.

·
Evaluate and communicate internal control deficiencies in a timely
manner to the supervisor.

Other Responsibilities

• 
  CIFOR-ICRAF Annual Budgeting - Oversee compliance, completeness
  and accuracy of restricted grants annual budgets included in the annual Program
  of Work and Budgets for grants under your team - Be a key resource during the
  consolidation and review of the annual Program of Work and Budgets b. Pre-Award
  proposal development - Be a key resource for project proposal/budget
  preparation in regard to compliance issues for prospective sources of funding.
  - Be a key resource for partner financial capability assessment for existing or
  previous partners during proposal/budget preparation.