Call for applications: Bookkeeper and audit officer for Sound Connects Fund

The Sound Connects Fund (SCF) is a multifaceted initiative that aims to accelerate development and increase the capacity of the cultural and creative sectors in Southern Africa by offering financial support in the form of different sized grants and a comprehensive capacity-building programmes to eligible creative and cultural industry organisations based in Angola, Botswana, eSwatini, Lesotho, Malawi, Mozambique, Namibia, Zambia and Zimbabwe; and operating in the performing arts, animation, film, gaming, photography, videography and visual arts sectors.

The key roles of this position are based on providing bookkeeping support to sub-grantees of the fund with a view to adequately prepare for audits and ensure best practice.

Applicants are advised that this opportunity is open to both individuals or companies.

The deadline for submission of applications is 15 April 2022 at 6pm CAT.

Key responsibilities

• Support grantees for audits
• Support sub-grantees of the project to comply with reporting guidelines as per the Sound Connects Fund in compliance with reporting guidelines as stipulated by ACP-EU.
• Review sub-grantee reports and expenses on a regular basis in preparation for final report.
• Ensure financial rules of the fund are followed.
• Directing sub-grantees in the preparation of financial reports.
• Reviewing and approving all submitted financial reports from grantees, ensuring that all expenses are eligible and according to the approved grant budget and applicable policies as stipulated in the contracts. This process involves checking all expenses and supporting documents.
• Communicating efficiently and professionally with grantees, with a view to remedy any identified issues on submitted reports before they can be approved.
• Reviewing approved grantee reports for filing to the MIAF.
• Creating together with grantees a clear audit pack, including statement of projects expenses, supporting documents and other requirements. Liaising with the MIAF and grantees to ensure smooth preparation for said audit.
• Assisting in the finalisation of the overall grant report (expenditure verification report), which shall be submitted to the donor.

The work will require the applicant to gain a strong understanding of all applicable accounting policies and rules of the donor, the MIAF and the fund, as well as the contractual obligations of grantees (about 35 grantees over a three year period).

General grantee support

• Provide necessary input and consultation to sub-grantees in the form of virtual workshops/input sessions or emails as required covering all relevant aspects of compliance rules and reporting.
• Willing and able to provide consultation hours to the sub-grantees to enable them to discuss different questions/challenges and be guided accordingly.
• Report any challenges or risks to management.

Skills and requirements

• A related degree or diploma (for individuals).
• Proof of registration with a professional accounting body.
• Expertise and experience of working in the southern Africa region in accounting, bookkeeping and audit preparations.
• Deep knowledge of EU regulations on expenditure verification, eligible/ineligible costs, and the like, is advantageous.
• Excellent verbal and written communication skills in English Portuguese will be an advantage.
• Understanding of operational characteristics, services and activities of arts development projects. An understanding of accounting practices for NGOs will be advantageous.
• Highly proficient with MS Office (Excel, Word, PowerPoint, Outlook) and iOS. Excel experience is a must.
• Ability to work independently with minimum supervision. Applicants must be able to meet frequently with the Sound Connects Fund team in Johannesburg as required.
• Long-standing experience in bookkeeping and accounting following international standards and procedures.
• Preferably, experience in capacity-building training and workshops.

What you need to submit

The proposal should include:

For individuals

• Motivation detailing why you are the best candidate for the position (not exceeding one page).
• Up to date CV.
• A list of references for similar work done. Full contact details of references (including email, telephones, addresses, contact person, cellphone numbers, and websites [if any]).
• An indication of financial expectations.

For companies

• A technical proposal with an Executive Summary, Appendices and CVs of personnel. This document should also cover the past experience of the applicant covering at least the last three years (maximum the last six years).
• A Financial Proposal, with a payment schedule for intended services to be rendered based on deliverables. Prices for the services rendered (presented either in ZAR or EUR) must include any taxes (incl. VAT) and other components (e.g. internet access, working materials, etc.). Goethe-Institut will only pay the total price as indicated by the offer. Any equipment needed for the provision of the tasks shall be provided by the contractor. Travel by the service provider where necessary will need to be included in the work plan, but listed as separate items in the offer with related costs. Project-related travel, expenses are reimbursed exclusively in accordance with the finance protocols existing in the SADC region. All travel has to adhere to the COVID-19 protocols currently operational in the region. An indication of the desired payment modalities (e.g. monthly, quarterly, instalments, etc.) should be included in the application.
• A list of references for similar work done. Full contact details of references (including email, telephones, addresses, contact person, cellphone numbers, and websites [if any]).

Duration

The service provider’s contract shall be one year (12 months) with an option of renewal for another year (12 months), subject to satisfactory deliverables of agreed and contracted terms.

How to apply

Applications need to be submitted electronically (preferably in one PDF) in English to Ms Priscilla Mwasinga at [email protected] with the subject line ‘Sound Connects Fund Bookkeeping and Accounting Support’. Late submissions will not be considered.

Note on anti-competitive behaviour

Terms & Conditions for delivery of service, payment and contract which influence the pricing apart from exceptions mentioned in the GWB (German Competition Law, implementing article 101 of the EU treaty).