The Grants and Compliance Officer will also actively participate in supporting the development of joint programming/sub-grant project work plans and budgets and ensuring that all requirements for successful project implementation are fulfilled. The Officer will work closely with the Joint Programme Project leads, the Finance Department, and the Partnership and Institutional Learning and Finance Department.
Key Responsibilities
Develop and maintain an internal compliance dashboard for sub-grants and joint programming to track programmatic, financial, and administrative deliverables committed to by grantees and partners.
Ensure complete understanding of joint-programming initiatives, including responsibilities of grantees and partners.
Develop and standardize templates of contracts/addendums and other relevant agreements for joint programming and sub-granting in compliance with the Sub-Grants Policy, ensuring all documents align with donor regulations and organizational standards.
Oversee and track the development of sub-grant contracts and memorandum of understanding (MoUs) with monetary value and ensure compliance on terms and conditions as prescribed in the contracts are fulfilled promptly and accurately.
Assist with any adjustments to sub-grant agreements or MoUs based on evolving project needs, donor guidelines, or compliance issues.
Regularly send reminders to sub-grantees on upcoming reporting deadlines.
Actively participate in grantee and partner meetings and guide grantees/partners as required.
Proactively lead the team in streamlining systems and processes to make sub-grant reporting and information sourcing more efficient in close collaboration with the Finance department and Project leads.
Ensure the sub-grant budget and work plan information is received and shared with the Finance team and Project leads in a timely manner, and grantees are informed of changes and adjustments as required.
Prepare relevant reports for project leads and the relevant finance team on the status of grant agreement compliance and provide recommendations where necessary.
Prepare regular reports on sub-grant compliance status, highlighting potential issues and recommending corrective actions where needed.
Ensure project partners and grantees understand what is expected of them on Financial and
Narrative Reporting in consultation with the Finance Officers and/or Project Accountants.
Proactively participate in Joint Programming Organisational Capacity Assessments and ensure grant management aspects are documented and gaps identified are addressed in consultation with the Finance team.
Capacity Building: Provide technical assistance and training to grantees and sub-recipients to build their capacity in financial management, compliance, and reporting.
Collaborate with the Monitoring Evaluation Accountability and Learning team to ensure accurate and timely review of partner/grantee reports.
Process grantee disbursements in a timely and accurate manner.
Coordinate the development and distribution of compliance documents (branding compliance, work plan templates)
Donor Regulations: Ensure full compliance with donor regulations and organizational policies, identifying and mitigating risks where necessary.
Audit Support: Help prepare for internal and external audits by ensuring accurate and up-to-date grants, subgrants, and joint programming agreements documentation.
Documentation Management: Maintain comprehensive records of all subgrant agreements, deliverables, and reporting to ensure audit readiness and compliance with donor expectations.
Other experience and Knowledge
Good oral and writing skills in English. The ability to communicate and work in French will be an added advantage.
Willingness to travel at least 25% of the time.
Proficiency in Microsoft Office 365 and Microsoft Business Central.
Key Accountability Areas
Grants Management and Administration
Grants Compliance
Project Management
Professional Qualifications
Degree in a relevant field (Finance and Project Management)
Additional training and qualification in grant management and compliance will be an added advantage
Required Competencies & Experience
Minimum of 5 years of experience in donor compliance and project management, CPA - K
Experience working with civil society or NGO setting.
Proven experience managing sub-grants and joint programming initiatives, focusing on compliance, budgeting, and partner coordination