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Grants and Compliance Director

3 months ago

Nairobi, Kenya Corporate Staffing Services Full time

CHAK is seeking for a Director, Grants and Compliance, for the USAID-Funded Jamii Tekelezi Project (UJTP), which supports HIV prevention, care, and treatment, OVC care and health systems strengthening in the counties of Meru, Tharaka Nithi, Embu and Nyandarua. The UJTP is a five-year project that has just begun its fourth year of implementation.

The Director, Grants and Compliance reports to the Chief of Party and is a senior, key position essential for the performance of the programme. The position holder shall be a member of the Senior Project Management Team responsible for oversight of the Grants and Compliance function in accordance with USAID and CHAK internal policies and regulations, and the Laws of Kenya.

Key roles and responsibilities

Compliance oversight

Works with the Chief of Party (COP) and CHAK Management Team to develop a targeted, risk-based, and coherent annual compliance review plan, disseminates the plan to management and core operation teams and ensures strict adherence/implementation of the plan within the stipulated timelines. Reviews Jamii Tekelezi Program transactions and operations including grants, procurement, Finance, IT, HR to determine the risk level and puts in place and supports the program to attenuate/ameliorate program and fiscal risks in conformity and compliance with CHAK and USAID/USG policies, standards and the applicable rules and regulations. Works with the program teams to ensure compliance with any other donor requirements Works with the Management and program teams to draft and prepare official correspondence on USAID donor requests for approval. Provides expert advice and timely guidance/analysis on USAID rules and regulations, applicable to various grants, Cooperative Agreement clauses, etc. Ensures that all audit/compliance findings are tracked and is responsible for monitoring implementation status. Reports on implementation status on a regular basis. Provides expert advice on applicable US Government rules and regulations and supports establishment of a strong compliance system.

Sub grants management

Lead in pre-award assessments/due diligence checks for potential partners onboarding, including NUPAS assessments and recommendations thereof; tracks and monitors the Organizational Capacity Action Plan implementation developed out of the NUPAS assessment. Induct and guide sub grantees on USAID rules and regulations and other compliance related matters. Review monthly financial reports from the sub-grantees for compliance, accuracy and completeness and approve the same for admission by CHAK. Carry out periodic spot checks on a sample of sub awards for compliance with sub award agreements, financial reporting, and internal controls and recommend improvements as needed. Coordinate and lead partner meetings to discuss compliance issues surrounding eligibility of costs, de-minimis calculations, cost share requirements etc. and resources on program activities run by sub grants. Carry out end of project audits for a sub awards. In conjunction with the Finance Department, participate in external audits and assist with follow-up and closure of audit findings. Work with the COP in seeking Agreement Officer’s (AO) approvals for programmatic requests including Procurement of Equipment, special waiver and any other special requests that require prior approval. Lead the grants selection process and approve necessary documentation for sharing with CHAK Management Team Lead Monitoring of sub grantees on implementation and periodically review their compliance status to the Prime's Cooperative Agreement expectations. Plan for supervision and monitoring of sub grants on compliance including management, close out, termination, etc. Provide oversight of sub-grant annual performance assessment and reporting Lead compliance visits to the sub awardees, including monitoring of spends in line with standard cost-allowability procedures

Internal control

Review the adequacy and provide recommendations on the internal control system with regards to procurement, management of supplies and equipment, fixed assets, advances, cash and bank controls, Information technology, participant training, human resources for health staffing, budgeting, travel and advances. Give guidance on compliance with Human Resource policies and labor laws in deployment of Human Resources for Health and short-term hires or casual laborers across program interventions with a view to operating in a risk-mitigated environment. Review accounting records for adequacy of documentation, safety, and ease of availability. Design and implement an appropriate monitoring schedule to verify the accuracy and validity of planned payees and training participants. Conduct spot checks at training courses, meetings, and other payment sessions to confirm that the recorded participants agree with the actual numbers among other audit objectives. Ascertain accuracy of financial reports submitted by Jamii Tekelezi Program. Periodically review financial reports submitted for accuracy – both internal (management accounts/reports) and external (donor reports & financial statements) In conjunction with the Management Teams conduct investigations related to suspected fraud, ensuring timely completion of investigations and proactive status updates with key stakeholders, while maintaining high standards of professionalism and confidentiality.

Reporting and communication

Prepare concise reports detailing finding, risk and recommendations for internal audit assignments and compliance reviews and offer appropriate management comments and recommendation. Carry out follow-up exercises to ensure that all recommendations made during the internal audit exercises are implemented and if necessary, organize for training to fill any gaps Support Institutional learning, capacity building and strengthening of risk management and compliance Offer expertise on programmatic, fiscal, and regulatory policies, procedures, rules, and regulations. Develop an effective compliance training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers. Organize and conduct regular internal orientation for staff on CHAK policies e.g., fraud policy, whistle blower policy, conflict of Interest and USAID rules and regulations as well as any policy changes/updates. Periodically, carry out sensitization sessions on compliance to prime award requirements

Risk management

Develop, update, and follow up the risk matrix for an improved control environment and reduced exposure.

Required skills and qualifications

First Degree in fields such as Bachelor of Commerce (Accounting or Finance Options) Certified Public Accountant (CPA-K) or ACCA or any internationally recognized accounting qualifications Master’s degree in Business Administration, Project Management, Economics or Development Studies Partial certifications in legal or fraud or risk management fields will be an added Advantage e.g., Certified Public Secretaries (CPS-K) or Certified Fraud Examiners (CFE) or Certified Risk Managers (CRM). Prior work experience with USAID Award Instruments (Grants, Cooperative Agreements and Contracts) Demonstrated ability to apply and implement Federal Contracting systems, regulations, contract terms and conditions, and processes. Demonstrated ability to draft supporting sub-contracts including IDIQ, Cost Reimbursement, Fixed Price in compliance with FAR, AIDAR, 2 CFR, 22 CFR 228. Minimum seven (7) years of experience with demonstrable knowledge of nonprofit grants and contracts management practices. Demonstrable experience in managing USAID or other USG grants in a local or international context including periodical donor reporting mechanisms. Previous experience in design and implementation of USG compliance programs. Knowledge of Federal Acquisition Regulations (FAR), USAID Acquisition Regulations (AIDAR) and USG Code of Federal Regulations (CFR) Outstanding communication skills including interpersonal communication, problem solving, strong writing skills and fluency in English. Excellent organizational, planning, problem solving and analytical skills. Political savviness in order to engage external stakeholders, including donors, government officials and staff in various engagements. Advanced Knowledge of Excel, Word, Outlook, Business World, Salesforce, and other Microsoft Office products highly desirable.

Key competencies

Partnership Accountability Stewardship Integrity Communication

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