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Finance & Grants Officer

FHI 360

FHI 360

Accounting & Finance
Lilongwe, Malawi
Posted on Tuesday, November 14, 2023

Job Summary:

The Finance and Grant’s Officer ensures the contractual compliance of the program’s various sub agreements with partner organizations according to USAID and FHI 360 policies and regulations. The Finance and Grants officer will also support the finance, administrative and operations systems and procedures as guided by FHI 360 policies and will maintain and champion the projects grant management and operations.


Financial Administration

  • Communicate/advise Project Coordinator and HQ on the financial status of the project, create and maintain pipelines on monthly basis and report funds availability for project activities.
  • Oversee and support the monthly financial reports and other reports as needed to Project Coordinator and HQ.
  • Track the advances for individual staff and ensure they are reconciled as per FHI360 policy
  • Ensure all transactions and activities are conducted in accordance with generally accepted accounting principles and standards, USAID Regulations, and FHI 360 policies and procedures.
  • Ensure preparation of bank payments to release funds for activities.
  • Ensure GFAS is up to date and reconciled in line with monthly deadlines in place as shared by field accounting.
    • Reconcile bank statements with accounting each month.
    • Prepare and submit monthly cash flow projections for the project.
    • Submit monthly travel and workshop advance reconciliations and quarterly accruals.
    • Ensure copies are made of all transactions for quick reference and follow-up with HQ after submission
  • Develop budgets for project activities and monitor expenses against activity budgets.
  • Prepare VAT reimbursement reports for submission to MRA

Grant Administration:

  • Drafting and issuance of Requests for Applications (RFAs) in coordination with Technical Team
  • Drafting and Award of Grants
  • Grant administration and closeout.
    • Serve as the liaison between the grantee organizations and FHI 360 to ensure contractual obligations for the projects are met and to process contractual actions such as specialized equipment purchases, deliverables, modifications, and closeouts.
  • Ensure grantee financial and technical reporting is received on a timely basis.
    • Review and provide individual feedback on all financial and performance reports to each grantee organization in coordination with project technical staff.
  • Maintain operations tracker to document process for each grant cycle. Compile and organize all grant materials.
  • Monitor the performance of grantees and their compliance to the terms and conditions of their subawards
  • Ensure that advances to partners are disbursed on time for continuous of activities
  • Work closely with the COP to remedy any financial or performance issues to ensure smooth implementation, reporting and tracking of the individual project.
  • Perform other duties as assigned.


  • Bachelor’s Degree in Accountancy from recognized institute
  • 3-5 years’ experience in accounting field with an international NGO.
  • Good working knowledge of Microsoft Excel plus accounting software
  • Fluency in spoken and written English.
  • Ability to work well with others, including project staff, government counterparts, implementing agencies and vendors.


  • Knowledge of and experience in accounts payable and receivable accounting systems
  • Knowledge of and experience in contracts and grants management
  • Hands-on experience with Accounting Computer Packages
  • Experience with donor-funded projects, USG preferred
  • Ability to manage and work independently and efficiently
  • Ability to travel as required

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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