Grants and finance executive: how to train and review the role
Keeps books, tracks spending against each grant, prepares utilisation reports and supports audits. Handles vouchers, field advances and payments to vendors and staff. Reports to the finance lead and works with programme managers on budgets.
Not sure what you need? Tell us about your business in six short steps and we will come to the first meeting prepared.
Share your requirementsWho usually fills this role
Usually commerce graduates, accounts clerks or B.Com with Tally knowledge, plus finance staff from other NGOs. At hiring, test accounting basics, Tally or software skill, attention to documents, integrity and understanding of restricted funds. Take references, and ask for a short practical demonstration before making the offer.
Skills ladder
Stage 1
New joiner
- Records vouchers and keeps files
- Prepares bank reconciliation
- Follows the approval flow
Stage 2
Independent
- Tracks grant-wise spending
- Prepares utilisation reports
- Handles audit queries
Stage 3
Senior or lead
- Reviews budgets and compliance
- Trains programme staff on finance rules
- Leads audits
Training path
First weeks
- 1
Accounts and approvals
The finance lead explains charts of accounts, approval limits and voucher rules. The joiner posts sample vouchers which the lead checks.
- 2
Grant files and budgets
Teach grant agreements, budget lines and allowed costs. The joiner summarises one grant and the lead reviews.
- 3
Field advances and receipts
Teach advances, settlement and receipts from field staff. The lead audits the first settlements.
First year
- 1
Utilisation reports
Teach preparing reports by grant with documents. The lead reviews drafts.
- 2
Compliance basics
Teach statutory records and deadlines. Confirm requirements with your adviser.
- 3
Working with programme staff
Teach explaining finance rules and negotiating deadlines. The lead observes meetings.
Towards senior
- 1
Budget review
The senior executive checks budgets and costs with programme managers. The lead reviews.
- 2
Audit support
The senior executive prepares audit files and handles queries. The auditor feedback is shared.
- 3
Training others
The senior executive runs finance sessions for programme staff. The lead checks errors afterwards.
Performance review
A monthly 1-to-1 with the finance lead, a check after each report or audit and a half-yearly written review. Keep each conversation short and based on records, not memory.
What to measure
| Measure | How it is seen |
|---|---|
| Accuracy of books | Reconciliation and audit adjustments |
| Timeliness of reports | Report calendar |
| Grant compliance | Spending against allowed costs |
| Support to programme staff | Feedback |
| Document discipline | Voucher file checks |
| Integrity | Controls and spot checks |
Evidence to bring
- Vouchers and files
- Reconciliation statements
- Utilisation reports
- Audit queries
- Training notes
Questions to ask in the review
- Which grants are hard to track?
- What documents are often missing?
- Where do programme staff struggle with rules?
- How are your reconciliations?
- What audit queries came up?
- What controls worry you?
- What training do you want?
Pitfalls
- One person holding all control
- Late field documents blamed on finance
- No training of programme staff on rules
- Mixing restricted funds
Questions about this role
Money must be spent as the grant allows. Confirm rules with your adviser.
Split preparing, approving and paying, and have a trustee review.
With limits and receipts. Keep cash low.