Grant Compliance and Internal Control Manager
Organization
Adeso : African Development Solutions www.adesoafrica.org
Position Title:Grant Compliance and Internal Control Manager
Reporting to: Chief Financial Officer – CFO
Working with: All departments (e.g., Finance; Human Resources; IT; Programs; Communication; Logistics & Procurement etc.), program director, country director
Program/ Duty station :Nairobi
Duration:1 year Renewable
Starting Salary: Gross: Kshs. 247,950 – 278,595 Monthly
ORGANIZATIONAL CONTEXT
Adeso is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.
For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. Currently, Adeso has programs in Somalia, Kenya and South Sudan.
Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.
POSITION SUMMARY
The Grant Compliance and Internal Control Manager will report to the Chief Financial Officer – CFO by monitoring and reporting results of the assessment of compliance procedures of Adeso and in providing guidance for the senior management team on matters relating to compliance.
The post-holder will undertake real time risk analysis of Adeso operations with regards to adherence to internal controls and donor compliance and will provide targeted context-specific sensitization, prevention measures and guidance on minimizing all major risks. Key to this will be the compilation of an operational risk register with detailed action plans and continuous updates on risk rating and mitigation activities.
S/he is responsible for providing efficient and effective management of the programme’s overall grant portfolio. S/he is member of the country programme core Senior Management Team is responsible for ensuring appropriate grant management, ensuring compliance with donor and internal organisation requirements, and overseeing information management related to grant and programme implementation. S/he will have authority to implement all necessary agreed actions to ensure achievement of the objectives of the compliance program. S/he will also makes recommendations for the Senior Management team to ensure on-going compliance.
POSITION PURPOSE
The purpose of this role is to work alongside the country team and in close co-operation with the finance, procurement and human resources units to minimize operational risks in relation Adeso operations; specifically risks that arise from non- compliance with Adeso global policies and non-compliance with donor regulations. The Grant Compliance and Internal Control Manager will also perform on request investigations in relation to fraud, corruption and bribery and promote adherence to related policies.
SPECIFIC ROLES AND RESPONSIBILITIES
Donor compliance and Grant Management systems:
1. Ensure full compliance with Adeso minimum operating standards for grant management, Internal control work with implementing partners when required
2. Implement and manage Adeso process for grant management, equitable cost recovery, grants close out and sub-grant management when required
3. Coordinate grant management between fields based programme staff, Nairobi and other offices.
4. Work with Budget Holders and Finance Team to monitor all grant budgets to ensure compliance with donor requirements; review budget realignment and grant request; and also monitor expenditures to ensure compliance with budgets.
5. Organise and participate in grant opening, mid-term review and closure meetings and develop, with support of the Country Directors, a mechanism to hold Budget Holders accountable for deviations from the grant contracts
6. Act as a central point of organisational expertise on donor compliance requirements, ensuring that relevant staffs of all departments are informed of donor requirements; work closely with all departments to ensure compliance. Provide technical support to assess donor eligibility/allow ability of planned expenditures and identify related compliance requirements.
7. Maintain a reporting tracking system to ensure that responsible staff are aware of upcoming deadlines
8. Verify that financial reports are coherent and adhere to donor and Adeso standards before submission
Internal Control Review:
1. Coordinate the development, implementation and review of the organisational internal control strategy for the country programme
2. Quarterly travel to Adeso field office to review the control in place and suggest any improvement if needed.
3. Perform systems audit of Adeso Country offices and ensure that all supporting documents, proposals, contracts and amendments with donors follow the internal procedures.
4. Disseminate donor and Adeso standards to relevant personnel at the beginning of the process
5. Ensure that a system is in place to analyse overhead and shared programme cost so that all aspects have been taken into account (checklist)
6. Submit monthly compliance report to his/her supervisor.
Training:
1. Ensure Budget Holders, Finance Officers and field staff are provided with the information and training they require in order to understand donor guidelines, compliance issues and the Adeso grant management and internal control procedures.
2. Conduct regular visits to field offices and project sites
3. Conduct internal audits of grants processes and protocols to advise Budget Holders on compliance levels in the field bases
4. Ensure key donors compliance checklists are available, provide orientation to Budget Holders and follow up the implementation.
5. Developing staff and providing guidance and technical advice where necessary.
Audit:
1. Ensure all budgets include the necessary funds for audit and that all grants are audited as per donor rules and regulations
2. Assist the Chief Finance officer and Adeso program management in responding to internal audit requirements
Other
1. Contribute to the country strategic and operational planning and reporting
SKILLS AND QUALIFICATIONS
Essential:
Bachelor’s degree from a reputable university. An advanced degree will be an added advantage;
Minimum of 5 years work experience in a reputable professional services firm, large international NGO or donor organisation involved in grant making;
Experience of managing USAID funds and ensuring compliance with USAID requirements.
Knowledge of compliance requirements for major donors, including USAID, DFID, ECHO, EU and ability and skills to establish compliance systems with Adeso staff.
Understands risks and related relevant controls primarily in the overall grant cycle including programme, financial and procurement cycles and effectively mitigates these;
High level skills in written standard English and ability to transform documents and reports developed by programme staff into dissemination standard documents
Ability to present, discuss and supervise compliance with grants monitoring protocols with team members of varying levels
Demonstrated ability to develop and maintain effective project files for accountability and audit purposes
Professional qualifications; ACCA or CPA;
Desirable:
Extensive experience of managing grants with donors and working with civil society organisations.
High level skills in coaching, mentoring, capacity building, team development, around management of accountabilities and compliance in relation to donor funding
Ability to work as a team with programme staff at all levels without holding any direct line management authority
Demonstrated ability to lead teams with members of extremely varied skills, experience and background
Ability to and experience of establishing partnership management and monitoring protocols with local NGO partners
Demonstrated ability to remain positive and productive in a harsh climatic environment.
APPLICATION PROCESS
This is a challenging opportunity for a dedicated and highly motivated professional. If you would like to join this dynamic team and be part of building resilience and economic growth in Africa, please submit your application to jobs@adesoafrica.org, quoting the position in the email subject matter, by 26th September 2014.
Each application should be addressed to the Regional Human Resources Manager and include the following:
• An updated CV; and
• An application letter which should include remuneration requirements and contact information for three work-related referees.
Applications not including all of the above information will not be reviewed. Only short-listed candidates will be contacted.
Adeso is an equal opportunity employer and female candidates are encouraged to apply.
Adeso : African Development Solutions www.adesoafrica.org
Position Title:Grant Compliance and Internal Control Manager
Reporting to: Chief Financial Officer – CFO
Working with: All departments (e.g., Finance; Human Resources; IT; Programs; Communication; Logistics & Procurement etc.), program director, country director
Program/ Duty station :Nairobi
Duration:1 year Renewable
Starting Salary: Gross: Kshs. 247,950 – 278,595 Monthly
ORGANIZATIONAL CONTEXT
Adeso is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.
For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. Currently, Adeso has programs in Somalia, Kenya and South Sudan.
Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.
POSITION SUMMARY
The Grant Compliance and Internal Control Manager will report to the Chief Financial Officer – CFO by monitoring and reporting results of the assessment of compliance procedures of Adeso and in providing guidance for the senior management team on matters relating to compliance.
The post-holder will undertake real time risk analysis of Adeso operations with regards to adherence to internal controls and donor compliance and will provide targeted context-specific sensitization, prevention measures and guidance on minimizing all major risks. Key to this will be the compilation of an operational risk register with detailed action plans and continuous updates on risk rating and mitigation activities.
S/he is responsible for providing efficient and effective management of the programme’s overall grant portfolio. S/he is member of the country programme core Senior Management Team is responsible for ensuring appropriate grant management, ensuring compliance with donor and internal organisation requirements, and overseeing information management related to grant and programme implementation. S/he will have authority to implement all necessary agreed actions to ensure achievement of the objectives of the compliance program. S/he will also makes recommendations for the Senior Management team to ensure on-going compliance.
POSITION PURPOSE
The purpose of this role is to work alongside the country team and in close co-operation with the finance, procurement and human resources units to minimize operational risks in relation Adeso operations; specifically risks that arise from non- compliance with Adeso global policies and non-compliance with donor regulations. The Grant Compliance and Internal Control Manager will also perform on request investigations in relation to fraud, corruption and bribery and promote adherence to related policies.
SPECIFIC ROLES AND RESPONSIBILITIES
Donor compliance and Grant Management systems:
1. Ensure full compliance with Adeso minimum operating standards for grant management, Internal control work with implementing partners when required
2. Implement and manage Adeso process for grant management, equitable cost recovery, grants close out and sub-grant management when required
3. Coordinate grant management between fields based programme staff, Nairobi and other offices.
4. Work with Budget Holders and Finance Team to monitor all grant budgets to ensure compliance with donor requirements; review budget realignment and grant request; and also monitor expenditures to ensure compliance with budgets.
5. Organise and participate in grant opening, mid-term review and closure meetings and develop, with support of the Country Directors, a mechanism to hold Budget Holders accountable for deviations from the grant contracts
6. Act as a central point of organisational expertise on donor compliance requirements, ensuring that relevant staffs of all departments are informed of donor requirements; work closely with all departments to ensure compliance. Provide technical support to assess donor eligibility/allow ability of planned expenditures and identify related compliance requirements.
7. Maintain a reporting tracking system to ensure that responsible staff are aware of upcoming deadlines
8. Verify that financial reports are coherent and adhere to donor and Adeso standards before submission
Internal Control Review:
1. Coordinate the development, implementation and review of the organisational internal control strategy for the country programme
2. Quarterly travel to Adeso field office to review the control in place and suggest any improvement if needed.
3. Perform systems audit of Adeso Country offices and ensure that all supporting documents, proposals, contracts and amendments with donors follow the internal procedures.
4. Disseminate donor and Adeso standards to relevant personnel at the beginning of the process
5. Ensure that a system is in place to analyse overhead and shared programme cost so that all aspects have been taken into account (checklist)
6. Submit monthly compliance report to his/her supervisor.
Training:
1. Ensure Budget Holders, Finance Officers and field staff are provided with the information and training they require in order to understand donor guidelines, compliance issues and the Adeso grant management and internal control procedures.
2. Conduct regular visits to field offices and project sites
3. Conduct internal audits of grants processes and protocols to advise Budget Holders on compliance levels in the field bases
4. Ensure key donors compliance checklists are available, provide orientation to Budget Holders and follow up the implementation.
5. Developing staff and providing guidance and technical advice where necessary.
Audit:
1. Ensure all budgets include the necessary funds for audit and that all grants are audited as per donor rules and regulations
2. Assist the Chief Finance officer and Adeso program management in responding to internal audit requirements
Other
1. Contribute to the country strategic and operational planning and reporting
SKILLS AND QUALIFICATIONS
Essential:
Bachelor’s degree from a reputable university. An advanced degree will be an added advantage;
Minimum of 5 years work experience in a reputable professional services firm, large international NGO or donor organisation involved in grant making;
Experience of managing USAID funds and ensuring compliance with USAID requirements.
Knowledge of compliance requirements for major donors, including USAID, DFID, ECHO, EU and ability and skills to establish compliance systems with Adeso staff.
Understands risks and related relevant controls primarily in the overall grant cycle including programme, financial and procurement cycles and effectively mitigates these;
High level skills in written standard English and ability to transform documents and reports developed by programme staff into dissemination standard documents
Ability to present, discuss and supervise compliance with grants monitoring protocols with team members of varying levels
Demonstrated ability to develop and maintain effective project files for accountability and audit purposes
Professional qualifications; ACCA or CPA;
Desirable:
Extensive experience of managing grants with donors and working with civil society organisations.
High level skills in coaching, mentoring, capacity building, team development, around management of accountabilities and compliance in relation to donor funding
Ability to work as a team with programme staff at all levels without holding any direct line management authority
Demonstrated ability to lead teams with members of extremely varied skills, experience and background
Ability to and experience of establishing partnership management and monitoring protocols with local NGO partners
Demonstrated ability to remain positive and productive in a harsh climatic environment.
APPLICATION PROCESS
This is a challenging opportunity for a dedicated and highly motivated professional. If you would like to join this dynamic team and be part of building resilience and economic growth in Africa, please submit your application to jobs@adesoafrica.org, quoting the position in the email subject matter, by 26th September 2014.
Each application should be addressed to the Regional Human Resources Manager and include the following:
• An updated CV; and
• An application letter which should include remuneration requirements and contact information for three work-related referees.
Applications not including all of the above information will not be reviewed. Only short-listed candidates will be contacted.
Adeso is an equal opportunity employer and female candidates are encouraged to apply.
The types of data you will need from auditors Your ability to manage risk Management tools and training required By using these steps, you can ensure that you are prepared to handle any type of accounting compliance challenge in a timely fashion.
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