Grants Compliance Officer

Our Client, an International NGO seeks a Grants Compliance Officer to provide technical support to partner organizations, ensuring their compliance with the NGO’s policies, as well as funding and reporting requirements from inception to contract closure in accordance with grant agreements and other appropriate protocols.

JOB SPECIFICATION

REPORTING STRUCTURE

Reporting To: Country Finance and Administration Officer or Programme Manager
Supervision Of: Self
Interacts With: Partner organizations

JOB DESCRIPTION

Grant Management:

Provide technical support to partner organizations in the development of work-plan and budget to be followed during the award contract period
Review workplans and budget from partners to ensure compliance with the NGO’s planning, monitoring and evaluation (PME) policy guidelines
Ensure implementation of donor reporting by partners
Facilitate and process grant payment to partners, obtain and record grant payment receipts in accordance with PME guidelines
Receive and assess financial reports from partners ensuring compliance with PME hand book requirement on proper reporting of expenditures, invoicing, procurement and asset management
Receive and assess audited financial reports, including management letter from partners
Follow up on issues raised by auditors in the management letter from partners and ensure resolution.
Upload and track processes in relation to disbursement receipts, financial reports, completed assessment tools and audited financial statements
Provide guidance and facilitate partner institutional capacity strengthening plans, ensuring partner organizations implement programmes effectively, efficiently and sustainable
Participate in assessment and induction of new partners on financial management
Prepare grant financial reports in relation to the allocated programme
Monitor adherence and compliance to financial control systems, policies and procedures
Support the coordination, planning, and execution of annual audit from partner organizations
Monitoring:
Track partner grants disbursement and expenditure and provide internal reporting schedules
Monitor partner compliance, conducts field office site visits to ensure consistency with grant terms and conditions, timelines, budgets, and performance measures.
Conduct financial assessment of partners, identify and mitigate risks in situations where contractual obligations may not be met
Establish and maintain electronic and hard copy files for each grant-funded project to be used for tracking and reporting purposes
Ensure monitoring log for the respective partner organization is updated in respect to financial information
Review and assess partner procurement processes to ensure purchases comply with policy guidelines
Review partner records and archiving system to ensure compliance with policy guidelines
Financial Management:
Ensure strict adherence and compliance to financial control systems, policies and procedures
Post financial data into the ledger and maintain custody of scanned payment vouchers monthly.
Maintain up to date assets register including undertaking annual asset inventory
Maintain a monitoring log in respect of financial information due from partner organizations.
Review and verify that partners maintain proper books of accounts, including an up-to-date register of assets as well as proper filing and archiving of financial documents
Support the coordination, planning, and execution of annual audit of partner organizations
Procurement and Logistics:
Review partner procurement processes and ensure that purchases comply with policy guidelines
Liaise with procurement unit to provide sound advice on procurement actions
Review partner records and archiving system to ensure compliance with policy guidelines
Perform other related duties and functions as requested

CANDIDATE SPECIFICATION

Experience: 3 years
Education Level: Degree
Qualifications: Bachelors degree in Accounting, Finance, Business Administration, Commerce, Economics or equivalent qualification
Software: Computer training in accounting software and MS Word, Excel, etc. Training in human resources management and development
Knowledge Of: Finance and administration experience gained from a non-profit organization handling donor funds
Skills To: Analytical, report writing and communication skills; Team player and facilitating team work; Effective communications and interpersonal skills
Ability To: Attention to detail and accuracy; Demonstrates consistency in upholding integrity and ethics
Personality: Consistently approaches work with energy and a positive attitude; Remain calm, in control and good humored even under pressure; Respond positively to critical feedback and differing points of views.
Other: Fully qualified accountant from recognized accountancy body CPA/ACCA

ORGANISATION

Industry: International NGO
Culture: Professional, Interactive
Gender Profile: Mixed
Age Profile: Between 25 and 50 years of age

TERMS AND CONDITIONS

Employment: Permanent
Location: Lusaka, Zambia
Nationals Only: Yes
Remuneration: At most 17,000 ZMK

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