Grants Administration and Compliance Manager

Published: 06.12.2018 14:24:43
Deadline: 20.12.2018 23:59:59 remained 1 days
Salary: According to the interview results
Work experience: Minimum 5 years of experience
Location: Bishkek
Type of involvement: full time
Schedule: 9:00 -18:00
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Information

Common information

Overview and background:  Collaborative Governance Program (CGP) works to foster effective collaboration between civil society and the Government of  the Kyrgyz Republic to deliver social services to its citizens, resulting in a more responsive and accountable government, and a more credible and sustainable civil society. The CGP will support the Kyrgyz Republic Government’s efforts to increase civil society participation in service delivery through social procurement contracting mechanisms and will support Kyrgyz civil society to be better able to shape public policy, monitor the government on behalf of citizens, and expand engagement and advocacy efforts.

Job Purpose:

The Grants Administration and Compliance Manager is responsible for the successful and timely review of subrecipient financial reports to confirm that all proper documentation is included and all costs are allowable, allocable, and reasonable - in accordance with the approved grant budget of CGP’s Grants Program. He/she will use his/her technical skills, education, experience, and knowledge of the country’s social and political context to successfully develop, lead, manage, and evaluate grant programs under Component C of the CGP.

Reporting and supervision: Grants Administration and Compliance Manager reports to the Grants Officer and closely cooperates with the Administration and Compliance Officer, Operations Manager, Subaward Coordinators, Finance Manager as well as other staff.

Qualification requirements

  • Minimum 5 year of experience
  • Knowledge of English, Russian and Kyrgyz

Specific goals:

 Producing necessary financial reports and other required documentation on subaward financial activities.

  • Maintaining electronic and hard copies of all work/subaward material and their placement/retention in the CGP subaward database. As required, assisting in the Grant Administration Unit’s reporting responsibilities.

 Strategy and planning tasks:

 Analyze needs and help develop strategies to optimally implement Component C of the CGP;

  • Develop and implement detailed work plans, subaward data collection and analysis tools, to ensure the successful and timely implementation of Component C of the CGP

Reporting and supervision: Grants Administration and Compliance Manager reports to the Grants Officer and closely cooperates with the Administration and Compliance Officer, Operations Manager, Subaward Coordinators, Finance Manager as well as other staff.

Duties

Grants management tasks:

  • Review subaward financial reports on a quarterly basis including detailed review of all backup documentation and spot-checking with vendors. This includes cost share back up documentation.
  • Review the detailed descriptions for the transactions listed on the register reports, and check with original financial documents.
  • Track expense (register) and executive reports.
  • Review biodata form and verification documents for the subaward staff and subrecipients external consultants and send back SAM and Verifilter search results with written approval.
  • Liaise with subrecipients to request any missing documentation for the financial report.
  • Maintain subrecipient disbursements in an Excel spreadsheet as well as in CGP subaward database.
  • Update and maintain a comprehensive CGP subawards database, which is linked to the following trackers/contact lists: 1) Payment and disbursement tracker; 2) Cost share tracker; 3) CGP monitoring schedule to subrecipients; 4) CGP subrecipients contact information.
  • Implement subrecipient monitoring activities/on-site review in accordance with CGP Subrecipient Monitoring Manual.
  • Serve as a resource to subrecipients for questions regarding quarterly financial reports, expenditures, costs share, allowable issues, etc. This will include field visits to subrecipients as often as required.
  • Provide orientation training to subrecipients on an individual and group basis on the financial requirements and any financial management issues include in the subaward agreement, with the goal of improving the quality of the financial submissions to the CGP and improve their overall capacity in financial management.
  • Collect, file and report on Audit Certification Letters.
  • Review applicants’ budget and assist in development of the final version, ensuring that the budgeted amounts are matching the project deliverables and activities.
  • Conduct the internal review of the approved ‘Best and Final’ subaward applications; complete the risk assessment and vetting forms and prepare necessary packages.
  • Organize and provide an initial orientation to subrecipients on finance such as:  expense (register report), executive, cost share report, subaward budget execution to each subrecipient, upon the signing of the sub award agreement, and before commencement of activities;
  • Closely work with subrecipients on budget reallocations and subaward modifications in accordance with CGP Subaward Manual and based on Subaward Coordinator’s agreement to the written subrecipient request.
  • Ensure that all subrecipients observe USAID and EWMI rules and regulations, including the approved fiscal policies and procedures, and financial reporting requirements.
  • Prepare payment requests of subaward tranches based on the approved payment schedule and obtain written confirmations on processed payments.
  • Responsible for preparation of the close out packages of CGP subawards.
  • Provide help desk assistance to potential applicants on budget development during RFA solicitation.
  • Contribute to capacity development of the Civil Society Organizations by developing a program and delivering trainings on project budgeting and subaward financial reporting.
  • Perform other duties as assigned by the Grants Officer, CGP’s goals and objectives related to the grants program.

Monitoring and reporting tasks:

  • Cooperate and support team members on joint activities.
  • Link up and collaborate with relevant subaward and technical team specialists on subawards activities.
  • Day to day work to be conducted in consultation and coordination with the Grants Officer and other CGP staff members as appropriate.

Deliverables – Reports:

  • Producing necessary financial reports and other required documentation on subaward financial activities.
  • Maintaining electronic and hard copies of all work/subaward material and their placement/retention in subawards database.
  • As required, assisting in the Grant Administration Unit’s reporting responsibilities.

Conditions

The following vacancy is available within the USAID Collaborative Governance Program implemented by East-West Management Institute. Qualified and eligible individuals interested in applying for this position may submit CV in English and Russian, cover letter and at least two recommendation letters by email to info-cgp@ewmi-kg.org marked “Grants Administration and Compliance Manager”  no later than 9:00 pm, December 20, 2018.

Shortlisted candidates must be ready to be invited to the interview on Friday, December 21, 2018

About company

Программа по совместному управлению (ПСУ), финансируемая Агентством США по международному развитию (USAID), – это пятилетний проект, поддерживающий эффективное сотрудничество между гражданским обществом, частным сектором и Правительством Кыргызской Республики. Мы работаем в трех взаимосвязанных сферах: содействие государственной поддержки социального заказа; наращивание потенциала гражданского общества через образование по некоммерческому управлению и оказание целенаправленной технической помощи и грантов на конкурсной основе, нацеленных на усиление организаций гражданского общества (ОГО). Опираясь на предыдущий опыт USAID и других доноров по поддержке ОГО Кыргызстана, ПСУ работает над усилением способности ОГО формировать государственную политику, поддерживать прозрачность деятельности правительства и расширять усилия по эдвокаси.

Программа по совместному управлению стала возможной благодаря безвозмездной поддержке американского народа, оказываемой через Агентство США по международному развитию (USAID) при дополнительном финансировании от Министерства международного развития Великобритании (DFID). Для получения дополнительной информации о программах USAID в Кыргызской Республике, пожалуйста, посетите: http://www.usaid.gov/kyrgyz-republic

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