🇸🇱 Job Vacancy @ Project HOPE – Grant and Finance Officer
Job Description
POSITION TYPE: Full Time, Local Hire
DURATION: Fixed Term
LOCATION: Freetown, Sierra Leone (note that Project HOPE will not be covering relocation expenses)
POSITION TITLE: Grant and Finance Officer
DIVISION: Global Health
REPORTS TO: Finance and Operations Manager with Dotted line to Country Rep
Project HOPE is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world, helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.
Code of Conduct
It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.
Position Summary
- The Finance Officer is responsible for ensuring compliance with all regulations, grant specific requirements, reporting mechanisms, and Project HOPE policies and procedures.
- S/he ensures availability of financial resources for local payments of the team, review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments.
- Ensure the accuracy of financial transactions on the project using Quickbooks, and meet the financial reporting requirement including preparation, submission for review by HQ and final submission to donors within the deadline.
- The Finance officer prepares the required budgets, realignment and manages the same through regular review of budgeted against actual expenditure.
Key Responsibilities:
- Provide accounting and finance support to the Project HOPE Sierra Leone projects activities.
- Assist program staff with accounting operations and financial support in accordance with donor and Project HOPE requirements, policies, and procedures.
- Ensure required preapprovals are secured in advance of incurring expenses.
- Prepare payment requests, ensure relevant approvals are obtained, and coordinate with the procurement and admin teams on the delivery of services and goods.
- Review procurement transactions to ensure adequate supporting documentation, accuracy, and control over payments.
- Perform reconciliations on a monthly or weekly basis.
- Maintain accurate financial transactions and program, grant, and contract records.
- Assist program and finance staff in meeting donor and internal reporting requirements.
- Prepare timely and accurate financial reports for submission to the donor, ensuring deadlines are met.
- Prepare cash request projections for headquarters and the country office.
- Ensure timely deductions and remittance of relevant statutory payments.
- Maintain frequent communication with headquarters (as required) to ensure finance activities and objectives are clearly communicated.
- Collaborate closely with finance and program staff to ensure activities are within budgeted targets.
- Participate in coordination and regular meetings, as necessary.
- Support responses to the audit, as required.
- Interface with service providers on service delivery, invoicing, and processing of payments.
- Support the training of staff on key financial topics to build capacity and ensure the sustainability of programs.
- Recording transactions in the Accounting System (QuickBooks Online)
- Fulfill other duties and responsibilities as may be reasonably assigned by the Finance and Grant Manager.
Working Relationships:
- Work with direct line manager, senior management and field teams to ensure the coordination of programs are within budgeted targets
- Attend coordination meetings which are relevant to country activities
- Interface with national government and relevant agencies to ensure compliance with varying government regulations
Representation:
- Participate in donor meetings and communicate relevant information to Project Managers and/or HQ
- Work with key staff to develop and maintain optimum financial and programmatic relationships
- Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organization’s Code of Conduct, ethics, values and stand-point with regard to internal and external actors.
Qualifications & Experience:
- Degree in Finance, Accounting, Social Sciences, Business Administration and/or in a relevant field of study
- Prior Grant Management training/experience.
- Proficiency in financial management software (QuickBooks).
- Minimum of 3 years’ experience in the administrative and financial management of programs.
- Strong knowledge of donor regulations, including Global Fund, USAID, EU, UN, and other institutional donors.
- Skilled in Excel and experience working with computerized accounting systems.
- Ability to communicate in English, both written and oral.
- Excellent communication and interpersonal skills to collaborate with teams and external partners.
Working Conditions:
- Office-based with occasional travel to project sites and partner locations.
- May require flexibility in working hours to meet donor reporting deadlines.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands:
- While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
- Must be able to communicate in verbal and written form.
Work environment:
- Typical office environment with exposure to a minimal noise level.
- Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.
Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.
However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.
