Main purpose of the job
The Grants and Compliance Manager will provide overall technical support in the management of sub-grants, facilitate training and capacity building in program and finance management to subgrantees, support sub partners on grant management and assist in reviewing sub agreements serves. S/he will be responsible for ensuring compliance with USAID rules and regulations, and legal and regulatory requirements governing USAID Tujenge Jamii Award as well Deloitte policies and procedure and law of Kenya that affect program implementation. S/he will oversee overall compliance in the project implementation from development of the workplans and budgets, reporting, sub granting process, and budget administration as assigned by the Chief of Party.
The Grants and Compliance Manager will be involved in developing and embedding best practices to comply with USAID rules and regulations, support sub awardees proposal budgeting, analysis of institutional income, USAID expenditure reporting tracking, monitoring and providing management information on key risks. The role holder will also support implementation of improved financial systems and processes to facilitate better donor reporting and compliance.
The Grant and Compliance Manager will facilitate and ensure recommendations from financial reviews, spot checks are implemented, and sub awardees have systems of tracking implementation to closure.
The Grants and Compliance Manager is responsible for processing and tracking sub awards and grants, obtaining and maintaining reports required from sub recipients, monitoring compliance with donor and Deloitte requirements, and handling correspondence, and other matters pertaining to grants and sub awards.
This position will be based in our Nakuru office in Kenya.
Job Description
Compliance
Perform compliance and systems monitoring and reviews for implementing partners/sub-recipient programs and project operations, this includes but not limited to the following: monitoring expenditure burn rate, variation between budget and actual expenditure, reviewing performance progress reports and flagging under performance where targets are not met.
Develop controls and resource management systems, designed to minimize operational and compliance risks by identifying weakness in the sub awardees internal control system and recommend appropriate action.
Coordinating and conducting compliance reviews.
Develop metrics to ensure all sub-recipient compliance reviews at least twice annually.
Evaluate the risk environment of sub-recipients and recommend the ones that need to undergo internal audits and follow-up on implementation of internal audit recommendations to ensure all are closed.
Develop and utilize tools, templates and work processes that streamline efficient teamwork, operations and better use of project resources.
Respond to specific sub-recipient compliance capacity improvement needs whenever need arises in order to have good program grant and financial management systems and improve internal controls and reduce costs.
Draft concise and coherent sub-recipient compliance review reports that add value for subrecipients and management.
Monitor the implementation of recommendations from compliance reviews, spot checks, internal audits and external audit verifications are implemented to closure by the sub-recipients.
To facilitate the establishment by the subrecipients risk mitigation plan for all risks identified and recommend the best ways of addressing them.
Facilitate and follow-up on timely submission of deliverables as per sub agreement requirements.
Grants Management
Lead Pre-award assessment teams for prospective sub recipient organizations.
Preparation of sub agreements and modifications as well as review budgets and workplans.
Custodial responsibility of sub recipient files and documentation pertaining to sub awards.
Review of sub recipients’ periodic financial reports and cash advance requests.
Follow-up with subrecipients to ensure timely liquidation of advances.
Monitoring of Sub recipient expenses and tracking of sub recipient budgets and investigate unauthorized variations.
Development of training materials to support capacity of sub recipient organizations.
Analysing sub recipient budget trends and making recommendations for cost control.
Initiating and carrying out sub award close-out processes.
Review expenditure reports and provide level of comfort that cost incurred meet USAID allowability criteria, that is costs are allowable, allocable, and reasonable.
Performing any other duties as assigned by the supervisor.
Qualifications
Degree in Finance and Accounting, Procurement, Economics and Auditing.
Master’s Degree in Business, Procurement Accounting, Finance, Management, Auditing, Economics or related filed is an added advantage.
A minimum of 7 years’ experience in the NGO sector in Senior Grants/Compliance/Audit management positions.
In depth understanding and experience working with proposals and contracts from institutional donors.
Experience of complex planning and budgeting processes including ability to provide clear guidance on donor policies and procedures.
Ability to have a bird’s view of sub recipient organizations’ internal control systems and use comprehensive approach to developing approaches to address identified and emerging issues.
Ability to motivate sub-recipient organizations with diverse backgrounds and expertise adopt good systems and practices that are responsive to the project’s compliance requirements.
Possess strong interpersonal skills with sensitivity to cultural diversity and understanding of the political, ethical, and other issues that are addressed by the sub-recipients.
Ability to adapt to the different organization levels as presented by sub awardees.
Must be fully aware of USAID compliance requirements.
Ability to identify opportunities to build capacity for program development staff and sub-recipient personnel based on observations and through sharing best practices.
Demonstrate computer software expertise with Microsoft Office.
Manage confidential and sensitive information.
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