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Grant Compliance Manager

Job Opportunity

Grant Compliance Manager

Closing date: December 06th, 2012

1.     Description

Contract Length: Two Years Date Needed By: 1st March 2013 New Post or Replacement New Post Accompanied / Unaccompanied Accompanied Job Title: Grant Compliance Manager Reports to: WASH Consortium Director Job Location: Kinshasa, Democratic Republic of the Congo (DRC) with frequent visits to consortium members’ offices and programme areas. Responsible for Admin & Finance officer Liaises with All members of the consortium Job Purpose: The purpose of the role of the Grant Compliance Manager is to ensure consistent application of relevant finance and operations policies and procedures to ensure effective programme implementation as well as compliance with relevant donor regulations.

2.     Main duties & Responsibilities


a)     Major Responsibilities: Consortium Financial Systems

-         Managing the financial aspects of Concern’s role as Lead Agency in the consortium delivering multi-year, multi-partner programmes, in line with donor requirements and Concern’s policies & procedures;

-         Ensure that financial management systems & records are adequate in order to identify and protect the assets & interest of the Consortium;

-         Undertake regular field visits in order to assess the financial systems of consortium members & put forward recommendation for improvements where appropriate;

-         Participate in the review, monitoring and capacity building of local partners;

-         Ensure that local partner finance reports are thoroughly reviewed in coordination with the respective agency;

-         Review and monitor budget of consortium members to support financial stability, ongoing programme viability, efficient cost structures and value for money that meet the requirements of external funding agencies;

-         Maintain a good filing system for all financial and accounting deliverables to ensure ease of access during internal/external audit;

-         Ensure there are adequate back-up systems to protect the integrity of data within each member agency;

-         Act as lead in the finance and systems working groups; organize finance meetings and workshops for consortium members aimed at standardizing compliance and financial procedures and addressing outstanding issues. Reporting back to the consortium board on the outcomes of such meetings.


b)    Financial Control/Risk Management

-         Ensure that donor compliance is adhered to within the Consortium Coordination Unit and Consortium members;

-         Develop a risk register and review on an ongoing basis developing and improving appropriate controls to mitigate the risk as appropriate in compliance with donor policies and procedures;

-         Maintain an effective & efficient system of internal controls which comply with consortium financial guidelines to minimize the risk of fraud or misappropriation;

-         Ensure that all financial records & accounts are compiled timely, accurately and in line with international accounting standards & donor regulations;

-         Ensure that the consortium financial operations comply with legal & statutory requirements e.g. audit & financial reporting to all relevant national authorities;

-         Keep up to date with donor regulations and ensure that all controls are in place to meet donor compliance;

-         Oversee sub-grant tracking, ensuring forward planning and preparation for donor reporting, adherence with Concern requirements and timelines, and timely submission of sub-grantee reports;

-         Ensure that sub-grant related processes and procedures are standardized and consistently implemented throughout the program, including pre-award compliance checks, agreements, disbursements, reporting and partner capacity-building;

-         Work with consortium members to ensure that relevant donor procurement rules are followed for all grants with periodical reviews of the procurement plans and participating in tender/purchasing committees with member agencies;

-         Provide support to consortium members to ensure consistent compliance with the terms of sub-grant agreements, including financial management and compliance with donor regulations, as needed;

-         Conduct visits to member agencies’ offices including field programme offices for periodical review of records and have a thorough understanding of activities in the field and recommend corrective actions for improvement;

-         Organize external and donor audits and annual expense verification exercises with external auditors and facilitate audits with Consortium members;

-         Keep track of lessons learnt and share with consortium members during the course of implementation;

-         Convene and chair the technical working groups for support systems and finance. Reporting back to the Board on findings, issues raised etc.


c)     Financial Reporting

-         Consolidate financial reports, fund requests and budget of member agencies and the consortium unit in a timely and up to a high standard as the grant calendar dictates;

-         Monitor budget utilization of the consortium unit and consortium members and take appropriate action on any significant variances;

-         Maintain accounting records for the Consortium Coordination Unit;

-         Reconcile all balance sheet items on a quarterly basis, in accordance with Concern Worldwide policies & procedures;

-         Finalize year end accounts for external auditor and provide any ad-hoc year reports for head office;

-         Provide financial analysis where necessary especially on maximizing available funds and value for money;

-         Review financial reports of member agencies as per grant terms and ensure cost feasibility and value for money over the life of the programme;

-         Review and consolidate cash requests and expenditure forecasts of member agencies;

-         Monitor fixed assets register of all assets acquired with consortium funding and ensure timely reporting, proper tracking and disposal procedure as per the grant agreement.


d)    Staff Management & Capacity Building Undertake financial training of budget-holders, to assist them in enforcing financial controls & making decisions based on financial reports

-         Develop a capacity building programme and ensure implementation of the same for finance and non finance managers of member agencies, as needed.


e)     Other duties

-         Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal documentation and consortium Unit tools;

-         Ensure that all statutory deductions & taxes are complied with & to liaise with relevant authorities in this respect;

-         Actively participate in consortium board meetings and be proactively involved in the decision making processes;

-         Undertake other appropriate duties requested by the WASH Consortium Director.


3.     Person Specification

a)     Essential

-         Bachelor of Arts degree in Accounting/Business or Finance with professional accounting qualifications. E.g. ACCA, CIMA, CPA or CA or their equivalent;

-         At least three years post qualification experience in a finance/accounting role, in an overseas position in the International NGO sector. Auditing experience with NGOs would be an advantage;

-         Experience of working on projects funded by major international donors such as DFID, ECHO and USAID;

-         Excellent written and spoken English with basic French languages skills;

-         Experience in risk management;

-         Strong analytical, interpersonal, communication and organization skills;

-         Strong coordination/negotiation skills specifically with the ability to effectively coordinate among consortium members;

-         Computer literacy, particularly in Microsoft Office programmes such as Word and Excel as well accounting packages & other database competencies;

-         Proven experience of conducting training for finance and non finance managers• Good organizational and time management skills• Experience in managing multiple budget.


b)    Desirable

-         Previous experience of working in or managing finance in a consortium model of working.• Experience in project start up and close out.• Experience in Audit and/or financial assessment


4.     How to apply

To apply: All applications should be submitted through our website at https://jobs.concern.netDue to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.

All candidates who are short-listed for a first round interview will be notified via email after the application deadline

Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents. Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).

Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.

Concern Worldwide is an equal opportunities employer and welcomes applications from all sections of the community.