PROPEL Health Botswana – Finance, Administrative and Grants Manager – Palladium

 

Project Overview and Role:

 

 Primary Duties and Responsibilities:

 

Position Description:

 The Finance, Administrative and Grants Manager (FAGM) will support the PROPEL Health and is responsible for ensuring compliance with the Botswana government, donor, and company policies and procedures in the areas of finance, administrative and grants.

The PROPEL Health Botswana FAGM will report to the Country Director, Regional Manager (RM).

Budget, Accounting and Financial Management:

• Ensure all finances are managed in alignment with the Botswana government regulations, company and client’s financial policies and procedures
• Liaise with project team in Botswana Office and HQ to prepare, review and revise project budgets and expenditure forecasts
• Forecast project expenditures through field office, timely submit funds transfer requests (FTR) and manage cash flows in field office
• Communicate and follow up with relevant suppliers, consultants, vendors, contractors, and staff with regards to invoices, payments, advances, or finances
• Reconcile and review invoices for payments. Ensure necessary review, deliverables, and approvals before issuing payments. Write checks and issue payments
• Ensure applicable tax withholding and deductions are withheld and paid to the Botswana tax agency as per the Botswana laws and regulations
• Maintain up to date bank and petty cash account transaction records and supporting documentations
  Record all financial transactions in the financial templates provided by HQ, accurately and in a timely fashion. Prepare, review, and submit regular field vouchers (with supporting documentation) and financial reports to HQ, as required. 
• Collect bank statements for the bank accounts, review cash book, and reconcile the account; Submit end of the month bank statements to HQ.
• Review monthly financial reports and inform/update expenditure forecast/budget on regular basis
• Prepare financial report as necessary and provide necessary financial support to the project. 
• Responsible for entering all transactions into the internet banking system
• Ensure field vouchers are prepared accurately, supporting documents are on file, and all transactions are coded in accordance with general ledger and project charge code(s)
• Certify that all cleared cheques are in the filed bank statement. If a transaction has not cleared in the current period, ensure it is reflected as cleared in the next periods bank statement
• Submit monthly end-of-the month bank statement to Treasury
• Responsible for timely upload of the field voucher to Costpoint and SharePoint systems
• Reconciliation of the petty cash account.  Ensure in-country project delivery team maintains up-to-date petty cash account transaction records and supporting documentation to submit to DC as required twice a month
• Secure approvals in the delegation of authority (DOA) portal for all electronic payments made in Botswana
• Any other budget, accounting and financial duties as assigned

Payroll & VAT:

• Manage employee salary administration according to Botswana laws, statutory requirements for income taxation, social security and other contributions, medical care, insurance, and other benefits
• Ensure payroll is correctly calculated and that salaries and withholdings are paid on time
• Process for applicable tax exemptions and VAT reimbursements during or after procurements
• Ensure VAT reimbursement and supporting documentation are submitted to the Botswana Revenue Authority (MRA) on time
• Any other payroll & VAT duties as assigned

Audit:

• Make sure all payroll, withholding, VAT reimbursement documents are on file for a future audit
• Lead the project entity audit, and assist in any USAID audit (if required)
•  Any other audit duties as assigned. 

Administrative & Operational Functions:

• Supervise and monitor any in-country operations, and procurement team activities by ensuring that Palladium procurement policies and USAID rules are followed in carrying out contractual transactions.
• Escalate any performance issues to Country Director, Regional Manager (RM), and Project Delivery Manager in Washington DC.
• Provide operational support in-country, liaising closely with HQ officeand Keep track contact list of partners and government institutions for project activities.
• Update project activity list and the monitoring of the progress of project activities.
• Prepare activities budget for workshops, training, meetings, and field visits etc.in consultation with technical team.
• Monitor and manage business travel for staff including review and processing of travel authorization, travel advance requests, travel expense reports, logistics arrangement for transportation, lodging, etc. Ensure travellers follow applicable policies, SOPs, and guidelines of the company and donor. Keep track of travels and advances and follow up for timely submission of travel expense reports and advance reconciliations.
• Responsible for receiving, documenting, and managing all stock and commodities of the project, including forecasting and requisitions to guarantee optimal stock levels at all times
• Ensure maintenance of the office filing system and maintain project-related files, documents, and datasets.
  Oversee all office administrative function of the office to ensure smooth office operations including office cleaning and hired vehicles
• Assist in establishment and maintenance of health insurance for project staff and insurance for project equipment, office lease and inventory management
• Any other operations duties as assigned.

Grants/Subawards Management: 

• Work in close coordination with technical staff to develop RFA and prepare documentation for grant evaluation and approvals 
• Advertise RFA, analyze and evaluate grant applications with the review team, and issue grants that adheres to PROPEL Health Grants Manual 
• Lead the start-up and closeout of PROPEL Health Botswana grants over the life of the project
• Advise and monitor grants management policies, procedures, and practices to grantees 
• Ensure appropriate documentation is completed and on file to guarantee grant file audit readiness 
• Conduct grantee training as needed, including capacity building for potential grantee organizations, and knowledge transfer for internal project staff 
• Remain knowledgeable of updates and revisions to the PROPEL Health’s Grants Manual, and recommend revisions, as program operations change 
• Conduct pre-award reviews of potential grantees, regular mid-implementation audits, and pre-close out grant file review in coordination with the M&E, Capacity, Comms, Grants Advisor, and other staff as required, to maintain clean, audit-ready files throughout the life of project 
• Monitor payment of grant milestones to ensure compliance with workplan and milestones and monitor the projected expenditures against their actual expenses 
• In coordination with HQ and local staff, review monthly grants budget reports to monitor spend rate against forecast 
• Screen all selected grantees/subawardees through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List  
• Other duties as related to program grants and/or project start-up, as required 

Required Qualifications:

 

 

• Minimum 7 years of work experience in finance, administration and grants  with an international organization and USG-funded project experience  
• Thorough knowledge and understanding of professional accounting principles, theories, practices and terminology as well as principles and accepted procedures associated with USAID regulations is highly desirable 
• Previous experience in payroll, expense reporting, invoice processing and ensuring completeness, accuracy, and validity of accounting data of documents 
• Demonstrated familiarity with USG financial reporting and compliance requirements
  Previous experience preparing project/company financial reporting (i.e., field vouchers), reconciling project/company bank statements, managing bank accounts, managing and monitoring petty cash, preparing payroll, tracking expenses according to budget, maintaining records to meet tax requirements including payroll, customs and Value Added Tax (V.A.T) taxes 
• Previous experience with workplan budgeting, budget monitoring, and forecasting   
• Demonstrated ability to work effectively in team-based environment, supervise a professional team and ability to
  interact with a variety of technical, clinical, and other specialists 
• Strong written and verbal communications skills; fluent in English 
• Botswanan nationals are strongly encouraged to apply for this role

 

Company Overview:

About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value.  We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.

Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [email protected] and we will be in touch to discuss.

Safeguarding – We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse.  All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.

 

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