Senior Grant Management, Risk and Compliance Manager

Job Description

Job Summary

The Grant Management, Risk and Compliance Manager is mainly responsible to perform periodic review and compliance assessment activities, analyse findings and make recommendations to address identified gaps. He/she is responsible to provide professional advice with regard to internal control systems and financial compliance and propose strategies to strengthen organizational control systems and procedures

Key Result #1- Strengthen internal control system:

1. Provide professional advice with regard to internal control systems, procedures and strategies aimed at strengthening compliance;

2. Undertake review of procurement and payment documents to help taking corrective actions in case of non-compliance acts at different levels.

3. Flag any issues of concern to RFSA management and budget holders and work together to develop solutions.

4. Ensure timely resolution of audit findings and implementation of recommendations.

5. Coordinate with RFSA Program and Operation teams to avoid recurrence of audit findings.

Key result # 2-Budget management:

1. Periodically involve in annual budget preparation during PREP preparation.

2. Involve in Budget ‘B’ and budget ‘C’ preparation.

3. Build the capacity of project staff and advise RFSA sector managers and management in relation to grant budget management.

4. Support the program team in day-to-day requests related to budget allocation and expenditure coding

5. Control budget over and under spending on each fund source and major line items;

6. Request and compile monthly cash need received from projects and FHE head office teams after ensuring that adequate review is undertaken by Program sector heads and DCoP.

Key Result # 3- Cash management

1. Engage on the preparation and timely submission of monthly program cash needs

2. Work closely with Finance team Monitor cash balances in the bank Obtain

3. Liaise between the Program (RFSA) and Finance Departments

4. Inform RFSA management on weekly fund utilization status of projects after collecting information on weekly basis

Key result # 3-Undertake monthly financial utilization status:

1. Review monthly financial reports/detail ledger and monitor expenses as per the annual budget obligated by USAID for the specific period;

2. Prepare monthly status update in the form of summary by projects to be shared with RFSA Management.

3. Ensure that expenditures are consistent with the nature of the award and approved budget line items and propose actions to take in case of deviations

4. Ensue the grant is managed in accordance with cost principles (Reasonable, allowable and allocable) and advise RFSA management on measures needed to be taken;

5. Working in close collaboration with the Finance Department, ensure that duty charges and Value Added Taxes (VAT) are exempted/refunded and are followed up regularly.

6. Share key information on meetings to be organized to budget holders and RFSA management.

Key result #4- Strengthen documentation system of the Grant management:

1. Ensure that key grant documents such as original agreement with the donor and the Government of Ethiopia (GoE), amendment documents to the grant, agreements with subcontractors and sub-grantees approved are printed and kept in safe situation;

2. Ensure that all approved PREPs are documented in a systematic ways o as to ensure easy reach;

3. Ensure that quarterly financial reports along with variance explanations are printed and documented properly;

4. Ensure that final Quarterly and annual program reports such as Annual Results Reports (ARR), study and survey reports such as Post Distribution Monitoring (PDM), Baseline, mid-term and final evaluation are printed and documented properly

5. Ensure that official correspondences with various stakeholders such as the GoE and ANRS are printed and kept in safe place;

6. Performs any other related duties as assigned by the department;

Key result #5- Enhanced Risk and Compliance management:

1. By way of surprise monitoring and desk review and using information provided by whistleblowing system of the organization, ensure that purchases are free from bad practices such as fake quotes, poor planning, conflict of interest in the form of buying from friends and relatives;

2. Closely monitor if there exists active list of suppliers of services and goods while conducting random monitoring and receiving regular updates from projects and FHE head office purchase and logistics unit that identification and selection process of these suppliers is based on concrete set of criteria;

3. Assist with developing and implementing a risk-based compliance monitoring programme, identifying, assessing, monitoring and reporting all material compliance risks.

4. Enhance staff capacity working with the finance folks on bridging the knowledge gap of the project and FHE head office Purchase Committees with regard to purchase policies and good documentation of best practice

5. Share best practices to projects as necessary using different ways  such as forums, trainings email communications brochures and by way of developing guidelines;

6. Ensure that segregation of duties is put in place by way of monitoring and reviewing work processes;

7. Conduct field visits and review financial documents and provide recommendations based on findings to ensure donor compliance;

8. Periodically support various projects to develop risk and compliance trends analysis

9. Develop training materials and facilitate workshops and training as needed.

10. Write reports and document findings along with recommendations to improve processes controls and systems and share using proper channels and forums;

11. Review project staffing level and coordinate with the DFSA management;

12. Monitor and report grant funded disposal of assets and review disposal procedures at project and make recommendations to DFSA management.

13. Analyze context and recommend development of new policies, revisions to existing policies, procedures and tools as appropriate.

Education/ Experience 

• BA in Accounting or any relevant field of Study. Previous experience on RFSA is highly preferred.
• 8 years’ experience in Grants and Compliance Management.

Based on the urgent need for the position, applications will be shortlisted on a rolling basis. 

This Job Description is Subject to change

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the Heartbeat Values and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.