Grants & Finance Officer

Role overview

The Grants & Finance Officer will join the EpiC Botswana Finance & Administration team in Gaborone and support the project across financial management, grants administration, accounting, record maintenance, and wider operational work. The role requires close coordination with implementing partners to ensure activities are handled efficiently and in line with donor requirements, FHI 360 policies, procedures, and applicable regulations.

Grants management

• Carry out routine visits to subawardees to verify compliance, follow up on special award conditions, and provide coaching and capacity-building support.
• Examine subawardee records such as monthly invoices, supporting papers like timesheets and receipts, and monthly programme reports.
• Help build sub-award budgets and provide hands-on technical support to sub-awardee staff.
• Keep grant files current and ensure all grants are managed and implemented according to donor, FHI 360, and Botswana regulatory requirements.
• Support grant coordination, execution, certification, internal closure steps, and timely financial monitoring and disbursements.
• Work with Finance and Programmes teams to prepare grant amendments and modifications.
• Maintain regular communication with grant recipients, follow up consistently, and provide guidance to support delivery in line with grant management standards.
• Raise commercial and subaward requisitions, including changes to them, and process related invoices and reports in DPA.

Financial management

• Enter financial information into the accounting platform and keep records fully updated.
• Process and monitor invoices, create payment journals, credit memos, and vendor records with accuracy and completeness.
• Review payment packs from procurement before processing to confirm they meet FHI 360 cost-principle requirements.
• Prepare travel advances for local and international trips and reconcile travel claims for correct reimbursement or refunds.
• Check accounting entries to confirm the right coding before they are posted to the accounting system.
• Support review of accounts payable ageing to keep payments current.
• Prepare monthly VAT returns for review and quarterly filing.
• Assist with month-end close activities and reporting.
• Collect and organise documents needed for audits, ensuring they are accurate and available on time.
• Process purchase invoices and credit memos in DPA for both purchase-order and non-purchase-order transactions.
• Create new vendors, upload general journals, propose payment journals, and record head office deposits in GFAS.
• Extract general ledger and ageing reports for review and analysis.
• Handle online filing of general journals and deposits.
• Take on additional related tasks as assigned.

Applied knowledge and skills

• Strong understanding of accounting, budgeting, and fiscal control principles and practices.
• Good working knowledge of procurement processes, policies, and systems.
• Ability to use accounting software, spreadsheets, databases, and management information systems.
• Capable of handling questions independently and following up on requests efficiently.
• Solid grasp of financial management, debt management, and legal/regulatory compliance in the relevant sector.
• Good knowledge of GAAP and internal control fundamentals.
• Advanced spreadsheet proficiency is required.
• Understanding of external regulations and internal company policies and procedures.
• Strong verbal and written communication abilities.
• Strong numerical, analytical, and problem-solving skills.
• Ability to analyse financial data, spot discrepancies, and prepare reports.
• Able to work collaboratively and motivate others.

Problem solving and impact

• Assesses moderately complex business operations and financial statements.
• Reviews compliance with laws and regulations, forms conclusions, and makes recommendations for approval.
• Evaluates input and recommendations from colleagues.
• Errors in judgment or missed results may require a moderate amount of resources to correct.
• Works efficiently with a high volume of tasks and minimal supervision.

Supervision

• Operates under very general supervision, with work checked for sound judgment, completeness, and accuracy.
• Helps deliver organisational projects and objectives.
• Acts as a support resource for others by researching and resolving moderately complex issues thoroughly.

Education

• A bachelor's degree in Accounting, Finance, Business Administration, or an AAT qualification, or an equivalent credential is required.

Experience

• At least 3 years of progressively responsible experience in accounting, finance, and operational management, including work in a government contracting setting.
• Experience with U.S. Government grants, contracting, and audit standards as they relate to managing multi-year funds.
• Professional communication skills and the ability to interact clearly and positively with clients and staff.
• Fluency in English, both written and spoken, is required; fluency in the local host-country language is expected where appropriate.
• Experience in an NGO, government, or private-sector environment is preferred.

Work environment, tools, and travel

This is a standard office-based role. It may involve long periods of computer use, repetitive keyboard tasks, sitting and standing for extended periods, and occasional lifting or moving of items up to 5 lbs. The role uses a personal computer or laptop, Microsoft tools such as Office 365, SharePoint, Skype/Zoom/Teams, a mobile phone, and other standard office equipment. Travel is expected to be less than 10%.

Salary and hiring notes

The anticipated annual basic salary range for this position is BWP 210,000 to BWP 250,000. Final offers may vary depending on relevant experience, education, internal equity, market conditions, and budget. Internal candidates will also follow the organisation's promotional increase guidelines.

Employment terms and safeguarding

This summary is provided to outline the main responsibilities of the position and does not limit or guarantee the exact duties that may be assigned. It is not a contract of employment, and management may update or revise it at any time.

The employer is an equal opportunity and affirmative action organisation and does not discriminate on the basis of race, colour, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected veteran status, or other legally protected characteristics.

The organisation is committed to preventing abuse, exploitation, and harassment in its programmes and workplaces, including sexual abuse, exploitation, and harassment. All staff and volunteers are expected to uphold this commitment and sign the code of conduct. Employment offers are conditional on appropriate screening, including reference, criminal record, and terrorism finance checks. The organisation also participates in the Inter-Agency Misconduct Disclosure Scheme and may request information from previous employers regarding substantiated findings of sexual abuse, exploitation, or harassment during prior employment. Applicants confirm their understanding of these recruitment steps and consent to the screening checks when they apply.

Qualified applicants, including individuals with criminal histories, will be considered in line with applicable state and local laws. The organisation will never ask for your career site username or password and will never request money, goods, or services at any stage of recruitment or employment. If you have concerns about any communication, contact CareerCenterSupport@fhi360.org.

The organisation offers a competitive benefits package along with professional development opportunities and policies that support work-life balance.