PURPOSE OF THE JOB The Grants and Financial Analyst position will assist the Sr. Director and Grant Managers by overseeing and tracking funding that comes through the Grants Team Office (GTO) through the Grants Management system, current accounting practices, Sun Systems knowledge, and expert Excel‐based, financial analysis. The Analyst will ensure that all Washington, D.C., Regional staff, and field staff are up‐to‐date on the grants that he / she is managing. Responsibilities will include creating reports and analyses for finance leadership on a monthly basis, identification of trends in expenses, and significant exposure to grants budgeting. This individual will work closely with the Washington, D.C. staff, field finance and program staff, and the U.S. Food for the Hungry GTO staff to coordinate and reconcile grant accounting records.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Key Result #1 – Create, maintain, and analyze a portfolio of U.S. Government and other grants (approximately 30% of time).
- Research all proposed and available grants to forecast FH financial and risk decisions;
- Research and stay informed on all Government and donor Rules and Regulations by attending trainings as needed and researching new Regulations as they arise;
- Maintain knowledge and stay abreast of developments in grant work and provide trainings to DC and field staff on a regular basis;
- Monitor FH developments through the analysis of information obtained through the FH budget, government resources, commodities, and government agencies;
- Forecast the risks/benefits of each grants being pursued – this will require vocalized figures, strategy, and a clear focus on project proposal;
- Prepare plans of action for heading up specific grants through financial analysis;
- Analyze financial information of partners and determine risks involved in partnership;
- Assist in the proposal development at the design stage / workshop;
- Complete and review RFA submissions including but not limited to the budget, budget narrative, monetization tables (if applicable), SF424 and SF424A, and the Tracking Tables;
- Work with DC and field staff to address all financial questions in Issue Letters.
Key Result #2 – Manage, review, process, track, and monitor U.S. Government and other grants through financial analysis and accounting practices (approximately 60% of time).
- Review and update grant proposals, agreements, amendments, and extensions of government funded projects;
- Prepare external financial reports for GTO grants as requested by U.S. government donor, foundation and other private major donor award(s) based on expenditures records in the General Ledger (G/L) and in accordance with the reporting requirements of each agreement. Investigate and resolve any accounting problems and ensure that properly documented adjustments are made to the G/L;
- Maintain auditable master agreement files for appointed GTO grants. Provide documentation as requested by the Director or Grant Managers for external audits of government‐funded activities;
- Maintain an up‐to‐date summary for each grant in charge and ensure the grant tracking sheets are up to date as well as to ensure all documents related to Grants are accurate in the grant binders and GTO Dropbox;
- Review grant expenditure reports (budget versus expenses for direct, indirect, match, and program income) and provide an expense analysis report to the corresponding Phoenix, DC, field and regional staff for review on a monthly basis. Communicate with Director on major variances to alert them about a particular grant promptly;
- Each year complete and review annual results reports and budget re‐alignments as well as Issues Letter responses;
- Monitor expense accounts to ensure accurate reporting to the budget;
- Complete and review Budget Realignments as needed for grants;
- Communicate with donor officers on a regular basis to ensure the donor is informed on all important financial matters and submit donor financial reports each quarter;
- Manage, review, track and monitor various aspects of other various grants:
a. Ensure up‐to‐ date documents and reports on grants are maintained;
b. Gather financial data for quarterly financial reports and reconcile fund expenditures with field; c. Reconcile financial records with partner for each country;
d. Prepare monthly and quarterly fund expenditure reports, submit and distribute to all parties involved; - Participate in financial projects and initiatives related to grants;
- Maintain a thorough understanding and skill set in the financial system (Sun Systems) in order to extract data and produce reports that are organized and easy to read;
- Work with field and Washington, D.C. staff to determine if a Cost Extension or Non‐Cost Extension will be necessary for grants ending within the year;
- Prepare, assist, and review any grant closeout documents and maintain documentation to ensure audit compliance;
- Work on any projects as assigned by the Director and / or Grant Managers;
- Assist the Director of Government Finance as needed.
Key Result #3 – Review draw‐downs and monitor cash flow for corresponding grants (approximately 10% of time).
- Review monthly / quarterly draw‐downs for each donor, based on actual expenditures, and approve;
- Review schedule of awards based on draw‐downs and corresponding back‐up for the donor financial reports.
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