•Use an accounting package (e.g. QuickBooks / Sage Evolution) and Sub-Recipient Excel financial reports to prepare and initiate disbursements for approval.
•Use an accounting package (e.g. QuickBooks / Sage Evolution) to record disbursements to SRs and expenditure reported
•Prepare management, donor and audit reports to assist with reconciliations, expense analysis and budget monitoring and preparation as well as the monitoring of receivables, prepaid and payable accounts;
•Prepare adjusting entries with appropriate supporting documentation, as necessary;
•Assist with monthly and fiscal year-end closing including revaluations, accruals and adjustments for foreign exchange differences as necessary.
Quality control processes of sub-recipients
•Regular assessment of the governance and financial environments and internal controls of sub-recipients. Recommending practical solutions for the sub-recipient and monitoring that the recommendations are being implemented.
•Maintaining a database (tracking sheet) of sub-recipient financial reports, including but not limited to:
-Date and completeness when a report is received.
-Communicating with all stakeholders (sub-recipient, financial manager and programme specialist) regarding late and incomplete submissions.
-Date and validity when a report has been reviewed.
-Communicating with all stakeholders (sub-recipient, financial manager and programme specialist) regarding ineligible expenses, financial risks and other matters identified.
•Perform procedures to provide assurance that expenditure claims by sub-recipients are valid and accurate, with attention to:
-Analysing budgeted expenditure versus actual expenditure;
-Substantive procedures on a sample of reported expenditure;
-Maintain the asset and consumable registers
-Prepare a report of findings to be communicated to management of NACOSA and the sub-recipient
•Specific attention to monitor compliance of the donor requirement relating to the appropriate use of a separate dedicated donor bank account. Prepare appropriate bank reconciliations to ensure that inter-account transfers are done timeously.
•Prepare a payment requisition with supporting evidence, including a calculation of a reasonable disbursement being recommended to fund the sub-recipient for the next month.
•Meet with the programme staff to discuss performance (finance against M&E) and any relevant finance findings that could impact on performance and / or escalated by the programme specialist.
•Provide written feedback to the sub-recipient relating to the report that was received and any findings need to be clearly communicated with recommendations.
•Monitor the grant conditions (e.g. compliance with audit requirements, reporting deadlines)
•Maintain a permanent file for each sub-recipient, containing the contract, budget, bank details and any changes etc.
Mentoring and Training
•To identify and recommend sub-recipients and topics that require mentoring and training.
•Prepare a mentoring and training plan for sub-recipients where weaknesses have been identified via assessments, monthly reviews or other sources.
•Monitor adherence to the mentoring / training plan and to communicate feedback on progress.
•Provide on-site and off-site support to the sub-recipients in the form of training, mentoring and capacity building.
Audit and other
•Assist with requests for information by management, NACOSA’s auditors, donors, and sub-recipient auditors
•To provide recommendations to improve existing work processes
•Assist with the development of finance training manuals, presentations and guidelines
•Conduct internal audit / compliance visits at selected sub-recipients
•Perform close-out procedures on sub-recipients where the grant agreement has ended