About the role

As a Project Grants Finance Manager, you will be responsible for delivering high quality management and oversight of several workstreams that are supported by funding from government, philanthropy and corporate funding sources. You will manage a portfolio of projects, including a large multiyear multimillion grants project funded by NORAD.

You will work closely with a range of internal stakeholders, including senior management, project delivery teams, Systemiq’s Global grants team, and the global finance team, PMO and legal team during the entire lifecycle of projects. Project staff are based across all our locations, and most global operations staff are based in London and Jakarta. Your Line Manager will be our Global Grants Finance Manager, who is based in Berlin.

The key focus of the role is to ensure compliance with company processes and policies, as well as project contractual requirements on due diligence, financial management, expenditure and invoicing, procurement and project auditing and reporting.

In addition, you will play a key role in supporting and developing relationships with funders and delivery partners and helping us to build out our funding network for our grants work in the region.

Responsibilities

Project Preparation:

• Develop project budgets and financial plans for project grant funding proposals
• Support our project teams to negotiate cost-efficient budgets and demonstrate value for money
• Ensure project budgeting, staffing plans and preparation complies with company practice and client’s financial control requirements
• Complete formal proposal application processes

Project Delivery:

• Ensure project’s financial requirements are adhered to in relation to company policy, funder requirements and applicable laws and regulations
• Ensure compliance with company and funder procurement rules, and oversee large-scale procurement and tender processes for goods and services
• Lead downstream subcontracting and subgranting, including large-scale procurements for supply of goods and services
• Lead project audits, including sample data, field work and auditor communications
• Liaise with Accounts Payable and Accounts Receivable to ensure correct invoicing for funders and suppliers, and track project cashflows
• Complete monthly financial forecasting and expenditure reconciliations to track cashflows and monitor financial position of our largest grants projects, supporting project planning and progress reporting against project delivery framework
• Prepare financial status reports for project and finance team leadership
• Prepare external financial, budgetary and accounting reports to clients / funders
• Liaise with PMO to set up new project finances and close finances of completed projects
• Provide guidance and documentation to the project team to support effective project financial management

General:

• Design and delivery of training materials and workshops on grants financial management
• Support annual company audit processes as required
• Support company’s financial controls, financial planning and financial analysis process (including budget forecasting, proposal pipeline monitoring and invoicing)
• Contribute to company’s best practice development for project financial management and expert grants financial management

Requirements

Our ideal candidate will be able to work in different contexts, and are keen to work in a new location for an entrepreneurial company to help shape the business and make maximum impact. You are interested in sustainability inspired by SYSTEMIQ’s mission and approach to system change.

Specifically, you come with a combination of the following mindset, skills, and experience:

• 3+ years’ experience within a project financial management function in a grants context, working on projects funded by governments, multilaterals or philanthropy
• 2+ years’ experience of leading processes on grants budgeting and financial reporting
• Experience of procurement of both goods and services, including supporting or coordinating large-scale tender processes to select suppliers
• Fluent verbal and written English is essential
• Intermediate to advanced Microsoft Excel skills
• Ability to maintain a high level of accuracy across complex budgets and expenditure records, with strong process orientation and excellent attention to detail
• Ability to work with confidential material and maintain high standards of discretion
• Ability to multitask and handle competing deadlines
• Collaborative team player and can-do attitude with good communication skills,
• Interest in working on project financial management for projects funded by non-commercial clients and on projects with restricted and unrestricted funding
• Alignment with SYSTEMIQ’s values (creativity, challenge, collaborate, change, care).

• Develop project budgets and financial plans for project grant funding proposals
• Support our project teams to negotiate cost-efficient budgets and demonstrate value for money
• Ensure project budgeting, staffing plans and preparation complies with company practice and client’s financial control requirements
• Complete formal proposal application processes
• Ensure project’s financial requirements are adhered to in relation to company policy, funder requirements and applicable laws and regulations
• Ensure compliance with company and funder procurement rules, and oversee large-scale procurement and tender processes for goods and services
• Lead downstream subcontracting and subgranting, including large-scale procurements for supply of goods and services
• Lead project audits, including sample data, field work and auditor communications
• Liaise with Accounts Payable and Accounts Receivable to ensure correct invoicing for funders and suppliers, and track project cashflows
• Complete monthly financial forecasting and expenditure reconciliations to track cashflows and monitor financial position of our largest grants projects, supporting project planning and progress reporting against project delivery framework
• Prepare financial status reports for project and finance team leadership
• Prepare external financial, budgetary and accounting reports to clients / funders
• Liaise with PMO to set up new project finances and close finances of completed projects
• Provide guidance and documentation to the project team to support effective project financial management
• Design and delivery of training materials and workshops on grants financial management
• Support annual company audit processes as required
• Support company’s financial controls, financial planning and financial analysis process (including budget forecasting, proposal pipeline monitoring and invoicing)
• Contribute to company’s best practice development for project financial management and expert grants financial management

• Fluent verbal and written English
• Intermediate to advanced Microsoft Excel skills
• Ability to maintain a high level of accuracy across complex budgets and expenditure records
• Strong process orientation
• Excellent attention to detail
• Ability to work with confidential material and maintain high standards of discretion
• Ability to multitask and handle competing deadlines
• Collaborative team player
• Can-do attitude
• Good communication skills

• 3+ years’ experience within a project financial management function in a grants context, working on projects funded by governments, multilaterals or philanthropy
• 2+ years’ experience of leading processes on grants budgeting and financial reporting
• Experience of procurement of both goods and services, including supporting or coordinating large-scale tender processes to select suppliers
• Interest in working on project financial management for projects funded by non-commercial clients and on projects with restricted and unrestricted funding
• Alignment with SYSTEMIQ’s values (creativity, challenge, collaborate, change, care).