POSITION:          Grants and Compliance Monitoring Specialist (Until September 30, 2020)

REPORTS TO:    Capacity Development and Operations Director  

DUTY STATION: Addis Ababa

MINIMUM HOURS OF WORK: 40 hours per week

DUTIES AND RESPONSIBILITIES 

JOB SUMMARY 

 The Grants and Compliance Monitoring Specialist is responsible for the Grants management system of the USAID Community HIV Care and Treatment (CHCT) activity. Primarily, s/he will be responsible for ensuring Sub award agreement (SAA) requirements and conditions are maintained by Sub awardees (local implementing partners) - those compliance requirements include but not limited to adherence to cost principles, cost share requirements, VAT requirements, reporting requirements, audit requirements, documentation of the sub award activities. The incumbent is responsible for the regular financial monitoring of the Sub awardees to ensure the above requirements are met at all times. S/he will work under the supervision of the Capacity Development and Operations Director. Detail essential functions are discussed below.

SPECIFIC RESPONSIBILITIES

 ·         Monthly review of the Sub awardees financial invoices in accordance with cost principles and ensure the transactions are timely settled and posted in Project HOPE financial system.  

·         Prepare monthly Budget Variances Analysis (BVA) and regular budget performance updates, discuss with pertinent staff to inform decision making, and support the preparation of the donor budget modifications and re-alignments. For this, the position holder is expected to closely work with the finance team to timely get inputs needed for the BVA preparation for both projects of Project HOPE Ethiopia.

·         Develop and review budgets for the mainstream sub-award, as well as Sub awardee budgets to LIPs in accordance to donor specific standards and Project HOPE reporting templates and guidelines.

·         Prepare monthly expenditure summary reports and submit to finance department as per the timeline.

·         Support the finance department for donor and government related financial audits and closeouts (as applicable); and implement audit findings and recommendations specific to grants management system of the project.

·         Support the finance department to develop internal control structures that ensure compliance to Project HOPE and donor policies and procedures.

·         Ensure timely submission of VAT refund requests by Sub awardees, cost share reports and other deliverables to be met with all the necessary supporting documentations needed.

·         Ensure the establishment of Sub awardees files are maintained at Project HOPE, in both hard and electronic copies for easy reference during audit and related procedures.  

·         Develop partner specific monitoring plan based on risk level and conduct on site regular monitoring and supportive supervision to enhance the capacity of Sub awardees to enhance to effective and efficient utilization of resources as well as to ensure compliance to required standards.

·         As applicable, conduct pre-award institutional capacity assessment, develop, implement and monitor the effectiveness of the capacity building plans using evidence-based indicators.

·         Closely work with the team in the CD department and facilitate training for Sub awardees based on the gaps identified during pre-award and organizational assessment.

·         Mentor all Sub awardees on regular basis and provide the required technical guidance and on job trainings as required.   

·         Ensure audit and compliance requirement of sub-awardees are fulfilled.

·         Implement other activities tasked by the immediate supervisor and PHE senior management of the CHCT activity.  

MINIMUM EDUCATION AND EXPERIENCE REQUIRED:

·         BA in financial management, Accounting, Business Administration or related field; MBA is preferable.

·         A minimum of 7 years of relevant experience in Grant management and relevant works.

Skills Required

·         In-depth knowledge of grant and contract management.

·         Demonstrated experience leading sub partners, sub-contractors, and/or grants under contract.

·         Understanding of systems audit and articulating clear practical recommendations.

·         Negotiation, communication and interpersonal skills.

·         Proficient in the Microsoft suite of office products.

·         Fluency in written and spoken English.

·         Good personal organizational skills.

·         Ability to work within a multicultural setting.

·         Willing to travel extensively within and outside the region.