International NGO Grants & Compliance Manager Job in Uganda

Industry: International NGO  

Job title: Grants & Compliance Manager – Uganda
Job Summary: The Grants and Compliance Manager is responsible for overall budget monitoring and compliance oversight of the Global Fund award and all related sub-agreements. 

S/he coordinates assessments and the identification of needs for training in compliance, budgeting and financial management and their implementation as well as actively works with sub-recipients (SRs) on their grant management capacity. 

In coordination with the program team and Uganda office and HQ finance and compliance teams, s/he develops and implements the strategy to prevent or reduce compliance-related liabilities and risks. 
The Grants and Compliance Manager will ensure that the Uganda office complies with Global Fund regulations and our client’s policies and procedures.

Specific Job Responsibilities:

Grants Management and Budgeting

  • In coordination with Program Director, ensure that all SR, partner and service provider agreements and amendments are well prepared, grant files are updated/maintained on Gateway, key grant documents are shared with the Uganda and HQ finance teams, and that the GFSU is reviewing all relevant agreements and amendments
  • Ensure that donor required reports are prepared accurately and disseminated within the due dates; coordinate financial reporting with HQ finance
  • Lead the identification of budget and compliance needs and oversee the implementation of trainings on budgeting and compliance with all relevant Global Fund program staff and SRs
  • Proactively track budget spending against the budget and provide recommendations to the Program Director on needed actions
  • Develop effective budget monitoring tools and implement them for all Global Fund program activities and SRs; review SR budgets against spending and provide comments / recommend approval by the Program Director
  • Actively engage in budget discussions and generate feedback for Global Fund program PMU on adverse budget variances in monthly BCR meetings and results from SR monitoring 
  • Take the lead on liaising with the Uganda office and HQ finance teams, prepare cash projections, ensure that proper accounts (T-codes) are used, review cash disbursement advance journals, review and approve liquidation journals, and review posted journals for errors, recommending correction when necessary
  • Actively attend Global Fund malaria program PMU Meetings on weekly basis and contribute to the overall team work spirit of Global Fund program
  • Coordinate grant closure activities with the Program Director and respective Uganda staff and ensure that expired sub-grants are fully closed out within 90 days’ limit
  • Ensure that all program activities are compliant with both our client’s and Global Fund policies, procedures and regulations
  • Serve as the principal point of contact on grant management and compliance issues with Zonal Team Leads, Uganda and HQ Finance and Compliance staff and Global Fund staff
  • Ensure project documents and financial records are maintained and readily available for internal/external audits and reviews
  • Coordinate the development and implementation of grant management trainings and capacity building activities in close collaboration with Uganda finance and compliance staff
  • Orient Global Fund malaria program staff in relevant and appropriate donor financial management policies, procedures, and standards
  • Ensure integrity and the effective control of financial, material and human resources and assets
SR Financial Assessments, Monitoring and Support
  • Lead implementation of sub-recipient financial management policy for the Global Fund malaria program; ensure that staff understand and are correctly implementing the policy
  • Ensure that the Global Fund malaria program has in place and adheres to a schedule of planned monitoring visits of SRs; the basis for the selection, timing and frequency of its monitoring visits should be properly documented
  • Ensure that assessments and monitoring visits are being carried out in accordance with our client’s policies with regard to timeliness, comprehensiveness, professionalism and documentation
  • Ensure that SRs requiring corrective action plans are preparing them within sixty calendar days of the assessment or monitoring visit, and that program staff are supporting SRs to address the identified issues within 120 calendar days of the assessment or monitoring visit
  • Ensure financial and programming staff participate in the financial monitoring of SRs (including site visits); trip reports must indicate the monitoring steps performed, the processes reviewed, and the result of the testing and reviews
  • Review and analyse assessment, monitoring, trip reports and monthly updates on a timely manner and to inform follow-up actions
  • Ensure that zonal hub teams support SRs to correct weaknesses detected by internal and external auditors, Global Fund malaria program staff, LFAs, and others; directly address issues that are escalated
  • Ensure SR internal control systems are reviewed and monitored to verify that financial duties are adequately segregated; Global Fund malaria program finance and compliance staff should regularly monitor and assess SR ability to accurately record and post all financial transactions and provide feedback to the Grant and Compliance Manager
  • Ensure that project SRs evaluate and effectively monitor their SSRs and partners
  • Ensure that the Global Fund malaria program finance and compliance staff provide direct technical support in all aspects of finance, compliance and internal controls for SRs
  • Advise and ensure on GAAP and basic accounting records to be maintained at the SR level
Human Resources
  • Lead, direct, mentor and coach a team and SR finance and compliance staff to meet program objectives
  • Take the lead in setting annual Global Fund malaria program finance and compliance targets and ensure that specific tasks are built in every compliance staff performance plans
  • Conduct periodic reviews of staff performance in keeping with our client’s performance management system and mentor staff to ensure high levels of motivation, commitment, capacity, and teamwork
  • Lead the identification of performance gaps and training needs of program, SR and partner staff and ensure the design and delivery of high quality training and technical assistance to program staff, SRs and states
  • Ensure that indirect supervisees’ job descriptions are reviewed and updated at least on annual basis to ensure adequate workload distribution and support to staff
Qualifications and Skills:
  • Master’s Degree in Administration or Finance, Organizational Development, Management or other relevant field
  • Minimum of ten years’ relevant experience, preferably with an International Organization
  • Must be a matured, motivated, problem solving individual with high levels of initiative
  • Familiarity with Global Fund regulations is required
  • Thorough knowledge of best practices in capacity strengthening with prior experience of integrating this with programming; experience in curriculum design and development
  • Demonstrated ability to transfer knowledge to diverse audiences through participatory adult learning, mentoring, distance education, and other formal and non-formal methods; experience in the design of and delivery of training workshops
  • Must demonstrate a good understanding of contemporary management best practices
  • Strong leadership and interpersonal skills, demonstrating diplomacy and tact
  • Strong organizational skills and attention to detail 
  • Demonstrate excellent written and oral communication skills
  • Excellent knowledge of computer software – MS Office (PowerPoint and Excel especially), experience with SunSystems, Adaptive Planning, Salesforce and JD Edwards software a plus
  • Must be flexible and be able to work independently and as part of a team
  • Willingness and ability to travel in-country (sometimes on short notice) up to 50% and out of the country up to 10%
How to Apply
Interested and qualified candidates should forward their applications including detailed CVS to Recruitment Manager on email before 29th November 2016.

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