Compliance and Grants Management Officer
3 weeks ago
Overview of the Role:
As a key member of the team, you will be responsible for ensuring compliance and effective management of grants.
Responsibilities:
Compliance Oversight:
- Collaborate with project coordinators to develop and implement compliance review strategies.
- Conduct compliance assessments biannually for each partner organization as outlined in the grant management plan.
- Perform annual risk evaluations and pre-award assessments for new partners.
- Provide insights to the technical lead regarding potential risks in the grant portfolio.
- Ensure timely resolution of compliance issues in accordance with the grant management plan.
- Maintain an updated inventory of assets and resources during compliance reviews.
- Advise on audit requirements for sub-grantees in alignment with US government regulations.
- Foster a sustainable partnership between the organization and grant recipients.
- Monitor recipient performance to ensure adherence to grant terms and conditions.
- Offer ongoing support to grant recipients to help them comply with all agreement stipulations.
- Oversee the closure process for grants.
Documentation and Communication:
- Maintain accurate records and documentation in line with established guidelines.
- Ensure that files are kept current in both physical and digital formats.
- Communicate proactively and professionally with colleagues and partners regarding shared information.
- Facilitate the documentation process for grants held by recipients.
- Document all communications with supervisors, colleagues, and partners.
- Provide weekly updates based on monitoring and support activities.
Financial Management:
- Ensure that all grant recipients have the necessary funds to carry out project activities throughout the grant lifecycle.
- Submit monthly cash requests for each grant recipient in a timely manner.
- Monitor monthly expenditures of grant recipients and provide financial analysis and reports.
- Collect and review supporting documentation from grantees monthly and provide timely reports.
- Advise the technical lead on cash flow risks within the portfolio.
- Track all wire transfers to grant recipients and maintain organized records.
- Accurately project cash flow needs for grant recipients on a quarterly basis.
Contract Management:
- Ensure that each grant recipient maintains an active contract and monitor modification requirements.
- Ensure compliance with contractual and donor regulations through capacity-building initiatives.
- Assist in the pre-award assessment process to evaluate the capacity of organizations to manage grants.
- Provide technical justifications for grant selections and cost analyses.
- Collaborate closely with contractual, financial, and technical teams to ensure compliance with grant requirements.
- Address any issues related to grant management promptly and effectively.
- Advise on appropriate funding mechanisms for the portfolio.
Capacity Building:
- Provide technical assistance and training on relevant regulations and financial management to grant recipients.
- Support key personnel of grant recipients in daily administrative and financial processes.
- Enhance portfolio capacity through on-site training as needed.
- Stay informed about key policies and share knowledge with colleagues.
- Continuously seek to improve skills in project and grant management.
Additional Responsibilities:
- Collaborate effectively with colleagues and maintain a positive attitude.
- Recommend tools and policies to promote continuous learning and improvement.
- Report quarterly activities in alignment with project office plans.
- Provide support to other grant officers and colleagues as needed.
- Assist in implementing regional strategies as directed by supervisors.
Qualifications:
- A minimum of three years of experience in managing US Federal funded grants and contracts.
- A Bachelor's degree in Business or a related field is required.
- Experience in project management is essential.
Preferred Qualifications:
- Previous experience in financial administration of federally-funded programs.
- Experience in data management.
- Background with international non-profit organizations is preferred.
- Strong communication skills, both oral and written, including proficiency in editing and proofreading.
- Proficient in computer software, particularly Word and Excel.
- Excellent organizational skills with the ability to manage multiple tasks effectively.
- Professional interaction with staff, applicants, and sub-recipients is essential.
- Willingness to travel as required.
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