Grant and Finance Manager

PACT Overview

A global nonprofit with experience in more than 60 countries, Pact fosters thriving, resilient communities that chart their own development paths. We deliver solutions that are rooted in evidence and driven by data.

Department :

Programs - Pact strives for a world where all people are heard, capable, and vibrant. The Programs Team helps realize this objective by bridging program management, technical support, and business development, enabling Pact to achieve its global strategy. We ensure program excellence through continuous learning, monitoring and evaluation and provide organizational and industry-wide thought leadership by leveraging a complementary set of cross-functional, multi-disciplinary skills, expertise, and experiences. The Programs team: influences progressive change through the development and implementation of global and regional strategies and business plans; supports advancement of innovative solutions; pursues new business opportunities; and drives effective internal and external engagement to maximize Pact’s impact across the globe. Across all aspects of its role, the Programs Department adheres to and promotes a culture of inclusion, accountability, and respect.

Position Overview

The Grants and Finance Manager is responsible for the day-to-day management of the grants, financial, procurement, and administrative functions, ensuring that operations are efficient, properly documented, and compliant with Pact policies, donor requirements, and applicable local laws and regulations. The position will support partner capacity strengthening, ensure proper use and accountability of project funds, and work closely with program teams to align financial resources with planned activities and results.

The position provides hands-on financial management and grants administration support across the full grant and financial management cycle, including subaward management, accounting, financial reporting, procurement and general operations.

The position ensures that transactions and activities are processed accurately and in a timely manner.

The position reports to the Finance and Operations

Key Responsibilities

Grants and Subaward Management

Administer the full cycle of subaward management, from planning, selection, and pre-award assessment through negotiation, award implementation, monitoring, amendments, and closeout, in accordance with Pact and donor requirements. Coordinate and document pre-award assessments and due diligence of subawardees, including review of financial management systems, internal controls, procurement systems, and other compliance requirements, and work with Pact HQ as required to develop and execute subaward agreements using approved templates and systems. Work closely with program and technical teams to ensure that subawards are aligned with approved program activities, budgets, and donor requirements, and provide guidance on subaward compliance throughout implementation. Monitor subaward budgets, expenditures, disbursements, advances, liquidations, ensuring that funds are properly accounted for, reconciled, and supported by appropriate documentation. Review subrecipient financial reports and supporting documentation, including bank reconciliations, payroll and timesheets, procurement records, VAT claims, and other financial and administrative records, to assess accuracy, completeness, allowability, and compliance with donor and organizational requirements. Review should ensure that all costs are allowable, allocable, and reasonable. coordinate subrecipient monitoring and compliance visits, document findings and recommendations, and follow up on agreed action plans and corrective measures, including those arising from subrecipient audits. Provide training and technical support to subawardees and relevant Pact staff on financial management, grants compliance, procurement, documentation, and donor requirements. Maintain complete and up-to-date subaward records in Pact's grants and accounting systems, including Salesforce and Serenic Navigator, as applicable, and ensure that project documentation is organized, complete, and readily available for audits and compliance reviews. Monitor sub-recipient performance against grant terms, budgets, milestones, deliverables, and compliance requirements, working with program teams to address underperformance or emerging risks. Prepare regular reports on subaward financial performance, budget utilization, compliance issues, and other grants management matters for management review. Support award closeout activities, including financial reconciliation, final reporting, resolution of outstanding balances, asset and property disposition.

Financial Management and Accounting

Manage the day-to-day finance and accounting operations of the Country Office in accordance with Pact policies, donor requirements, and applicable accounting standards and local laws. Review all invoices that are received and preparing supporting documentation for payment. Record financial transactions in Serenic Navigator, including purchase orders, payments, advances, liquidations, deposits, journal entries, and other accounting transactions. Review and manage accounts payable, accounts receivable, staff advances, and other outstanding balances, ensuring timely clearance and follow-up. Prepare bank reconciliations and follow up on outstanding or unreconciled items. Prepare, review, and submit monthly VAT claims, ensuring that all required supporting documentation is complete, accurate, and maintained in accordance with Rwanda Revenue Authority requirements for VAT refunds. Monitor cash balances and provide financial information for the preparation of monthly fund requests, ensuring sufficient funds are available for program and operational activities Maintain complete and organized financial records and ensure that electronic accounting documentation is properly filed and readily available for review or audit. Support the preparation of annual financial and statutory reports, including information required for submission to relevant government authorities.

Procurement and Vendor Management

Maintain updated Country Office procurement plan in coordination with the country office team, ensuring that planned procurements are aligned with approved budgets, project timelines, donor requirements, and Pact procurement policies and procedures Support the development and administration of framework agreements, vendor agreements, and other procurement-related contracts. Receive and review procurement requests and coordinate the procurement process from request through purchase order, receipt, payment, and filing of supporting documentation. Obtain and evaluate quotations and other procurement documentation in accordance with applicable procurement thresholds and procedures. Maintain an up-to-date procurement tracker and provide regular updates on outstanding procurement requests, expected delivery dates, and procurement status. Follow up with vendors and suppliers regarding quotations, purchase orders, invoices, deliveries, and outstanding documentation. Review vendor invoices and supporting documentation to ensure they correspond to approved procurement activities and contractual requirements before payment processing. Maintain complete procurement files and ensure that procurement documentation is available for audit and compliance reviews. Support vendor due diligence and maintain appropriate vendor records.

Other Responsibilities

Coordinate administrative arrangements for meetings, workshops, trainings, events, and other program activities, including venues, refreshments and equipment. Maintain an accurate and up-to-date asset and inventory register in accordance with Pact and donor requirements. Ensure that office equipment, furniture are properly maintained, recorded, tagged, safeguarded, and periodically verified. Coordinate physical asset and inventory counts and investigate and resolve discrepancies. Ensure appropriate documentation and approvals for asset transfers, disposals, write-offs, and other property movements. Support asset and property disposition requirements during project and award closeout. Perform other duties and responsibilities as assigned by the Finance and Operations Director

Basic Requirements

Masters’s degree and 7+ years relevant experience or equivalent combination of education and experience. Minimum of 2 years of experience managing subawards/subgrants, including pre-award assessments, monitoring, financial review, compliance, and closeout. Demonstrate experience in financial management, including budgeting, financial reporting, cash management, bank reconciliations, payroll review, and statutory reporting. Demonstrate experience in procurement and administrative/operations functions. Experience using accounting systems; experience with Serenic Navigator is an advantage Demonstrate experience managing financial and grants requirements for U.S. Government-funded Projects, including those under 2 CFR 200 and other regulatory requirements. Previous experience working with an international NGO

Preferred Qualifications

Experience overseeing and coordinating with international field offices preferred.

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