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GRANTS COMPLIANCE OFFICER |
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Posted 2018-10-30 07:14:56
GRANTS COMPLIANCE OFFICER
International NGO, Lusaka, Zambia
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