PMII-Grant and Compliance Manager -DRC

Job Title:                  PMII-Grant and Compliance Manager -DRC

Requisition Number:            I1891

Area of Interest:      Other

Position Type:         Full Time

Location:                  DRC/Kinshasa

Job Description:         

Band:                                                  D

FLSA:                                                Exempt

Reports To:                                        Head of Operations

ABOUT CRS:

Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

BACKGROUND:

The CRS DRC program manages a large portfolio of externally funded programs through teams of management quality and programming staff based in Kinshasa, as well as in Bukavu, Goma, Lodja and Lubumbashi.   The majority of CRS programs are implemented at the field level through a network of local partners to which CRS provides technical support and assistance in overall program implementation and monitoring.  Given the expanding range of funding mechanisms - including several contracts - and related donor requirements, as well as the need to comply with CRS’ own internal policies and procedures, the need for greater support to ensure strong compliance at all levels has become a growing priority for the Country Program and a decision has been made to keep the post of Grant and Compliance Manager (GCM). 

PRIMARY FUNCTION:

The Compliance Manager will take the lead in assuring the quality management of externally funded grants/contracts from inception to closure.  This position requires strong demonstrated experience in the areas of Finance and Program management, as well as a strong knowledge of Donor, especially USG contracts/grant agreements, UK/DFID grant, funding mechanisms and requirements.  In addition to an oversight and monitoring role, the GCM will ensure that both programming and operations staff improve their understanding of different granting/contracting mechanisms and build their capacity to adhere to donor regulations related to reporting, invoicing, and asset management and purchasing.

SPECIFIC RESPONSIBILITIES:

The Grant and Compliance Manager, under the direct supervision of the Head of Operations (HoOPS) and working in close collaboration with the Heads of Programming, Head of Finance and Heads of Office will be responsible for the following: 

Grants Management and Compliance

·         Serve as principle point of contact on grant management and compliance issues with sub-grantees, CRS/DRC Finance, Global Finance and Compliance staff.

·         Lead the review of any new granting/contracting mechanisms to ensure adherence to donor requirements related to eligibility for CRS/partners, budget presentation, acceptability of cost allocation and other proposal requirements.

·         Support timely agreement/contract development/review/approval, both at the level of CRS and partners, ensuring adherence to both internal CRS and donor requirements.    

·         Anticipate and respond to donor requests related to contracts, budgets and spending

·         Anticipate and respond to CRS and sub-grantee questions related to contracts, budgets and spending, and try to encourage information sharing that will allow them to become familiar with requirements and practices of enforcement of donor/CRS finance policy.

·         Ensure access for finance and programming staff to relevant internal CRS and US Government/UK-DFAID/European Union/Other external policy manuals/updates to ensure accountable and efficient program performance.

·         Lead the grant revenue recognition process.  Track liability to donors (A/C 3031/3032/3034).

·         Follow up with HQ on any identified issues/questions on contract conditions/need for modifications or clarification.

·         Review, communicate and monitor compliance with donor requirements related to staffing, purchasing, asset management and reporting. 

·         Identify compliance gaps and related solutions – including differences between donor and internal CRS policies and procedures, including cost allocation. 

·         Track grant/contract compliance via application of existing mechanism (i.e., grants startup checklist) and through the development/testing/roll out/implementation of new tools as and when required. 

·         Take the lead in monitoring timely grant/contract closure – engaging both finance and program staff well in advance of closure deadlines and advising on issues related to staffing, disposition and reporting.

·         Ensure the timely reporting to senior management of any identified compliance risks. 

·         Review and approve cash disbursement advance journals, ensuring accurate postings particularly to accounts 1231, 1232, and 6166. Ensure that advances to partners are liquidated in a timely manner.

·         Monitor timely reconciliation of project material stocks both at partner and CRS level with distribution reports.  Advise of stock status when nearing grant completion.

·         Organize and facilitate regular and ad-hoc meetings with Programming Team, Finance team, Compliance team to plan workflow and address finance and grant compliance issues.

·         Resolve grant compliance issues that arise with Partners by arranging for technical support from the CRS Grant and Compliance team

Internal Control Assessment

·         Ensure adherence to record keeping as per donor and CRS Internal requirements.  Monitor application and address gaps as needed.

·         Ensure timely closure of finance audit recommendations related to donor compliance; participate in preparation, implementation and monitoring of related action plans.

·         Lead site visits to partners to assess adequacy of internal controls, compliance with applicable laws and regulations, and partner policies and procedures.  Report findings to program management including proposed follow-up with sub-grantees based on issues surfaced.

·         Advise on GAAP and basic accounting records to be maintained at sub-grantees.

·         Perform ongoing monitoring and assessment of partner capacity to accurately record and post all transactions.

·         Ensure adequate response and monitoring to implement recommendations of all financial audits and partner capacity assessments

·         Lead and coordinate the implementation of the Sub-recipient Financial Management policy. Ensure all Partners are effectively assessed; categorized and all corrective actions are fully implemented.

·         Organize external firm audits in accordance with grant requirements and in collaboration with the Project Manager and Procurement Officer

·         Provide guidance and support for the timely assessment of partner financial management capacity and ability to adhere to any specific donor requirements.  Develop related action plan with program and finance staff to address any capacity/system gaps. 

·         Ensure that partners have systems of effort reporting and bidding process for procurements in collaboration with the procurement officer.

·         Work on initiatives to address most frequent audit findings and accountability issues related to USAID and other grants.

·         Monitor implementation of action/corrective action plans relative to both internal and external audits in the grants management area

Financial management and analysis

·         Take the lead in working with Program Managers/Coordinators in the preparation of donor financial reports and invoices and facilitate HQ review prior to donor submission. 

·         Review budget comparison reports to ensure adherence to restrictions on line item flexibility and stated restrictions on accepted costs.  Support follow up actions to resolve any identified problems.

·         Review and assess Cost Allocation (CA) impact on budget on a regular basis, promptly flag any significant issue to the attention of the relevant PM and HOP.

·         Design effective budget monitoring tools, generate and review monthly reporting and lead regular meetings with program managers to review issues and trends identified.

·         Monitor the budgets and expenses at least on a monthly basis and ensure that the aggregate budget for CRS, consortium members and local partners is maintained accurately at the donor approved levels throughout the year and commitments to consortium members and local partners do not exceed the available budget.

·         Ensure timely receipt and review of monthly expenditure reports from partner organizations.

·         Approve local partner budget updates and liquidation reports for the CRS finance team to process.

·         Ensure documentation of partner liquidation reviews outlining justification of all rejected expenses and detailing improvements required.

·         Design and generate partner outstanding advance aging reporting and follow up with partners and program/project managers to encourage timely liquidation.

·         Verify estimates of partner cash needs and in collaboration and coordination with Program/Project Managers, develop quarterly cash forecast to ensure sufficient cash flow and timely disbursement to support activity implementation. Ensure quarterly cash forecast is submitted to Finance no later than 10^th each month

·         Ensure that partners keep supporting documents for all financial transactions and ledgers for Fixed Assets, Purchase Requisitions, Cash Receipts and Disbursement.

·         Review budget proposal for all DRC new proposal and ensure accuracy of charge along with the proposal;

·         Maintain the CAG up to date and ensure their use during budget proposal development;

Capacity Building

·         Through formal training, on the job support and monitoring, build the capacity of CRS and partner staff in grants/contract compliance. Facilitate the development of Scopes of Work for TDY support as and when needed and monitor TDY performance. 

·         Prepare and implement training and technical assistance as needed to address capacity needs and reinforce grant management, e.g., financial management, budget analysis, policies and procedures, GAAP and basic accounting, etc. …

·         Conduct staff orientation in donor and CRS financial management policies, procedures and standards in collaboration and coordination with CRS Finance Manager.

·         Lead training to Program/Project Manager and to Partners on budgeting and in coordination and collaboration with Program/Project Managers, provide technical support to finalize Partners’ annual budgets.

·         Coordinate planning and implementation of institutional capacity assessment and periodic review of potential new partner organizations.

·         Conduct and coordinate with Program/Project Managers monitoring visits to partner organizations to assess adequacy of internal controls and to provide onsite mentoring and technical assistance. Detail site findings and ensure implementation of recommendations/corrective action plan and follow-up requirements.

·         Actively participate in program meetings as appropriate to effectively plan and collectively coordinate financial and programmatic activities in conjunction with partner capacity building initiatives

SUPERVISORY RESPONSIBILITIES:

·         Supervise the work of at least six Grant Compliance Officers. 

·         Ensure adherence to CRS Performance Management system, as well as all other HR policies and procedures.

·         Identify development needs of staff under supervision and related opportunities for learning – both informal and formal. 

AGENCY WIDE COMPETENCIES (ALL CRS STFF)
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

·         Serves with Integrity.

·         Models Stewardship.

·         Cultivates Constructive Relationships.

·         Promotes Learning.

CRS PROGRAM MANAGER COMPETENCIES

·         These competencies apply to all Program Managers and are rooted in the mission, values, and guiding principles of Catholic Relief Services.

·         Sets clear goals and manages toward them

·         Collaborates effectively with staff and stakeholders

·         Manages financial resources with integrity

·         Applies program quality standards to project design and organizational learning

PERSONAL COMPETENCIES

·         Skilled in working collaboratively with others

·         Able to work with diverse groups of people in a multicultural, team environment.

·         Excellent interpersonal communication skills

·         Self-motivated and able to work without close supervision, including prioritizing work and multi-tasking to meet deadlines.

·         Excellent organization, planning and analytical skills; detail oriented.

QUALIFICATIONS:

• Masters degree in finance, business administration or accounting, required.
• A University degree in accounting, preferred.
• Professional qualification in accounting (ACCA, CPA or equivalent), preferred.
• Minimum seven years relevant work experience w/ NGO, of which three years should be in USG finance and compliance. Very strong finance background.
• Experience managing USG and/or other donor grant awards.
• Auditing experience, a plus. 
• Demonstrated ability in building capacity and providing training and technical assistance, and experience working with church partners.
• Proven ability to be an effective supervisor of staff of varying levels of responsibility.
• Good command of spoken and written English. 
• Proficient in MS Office (Word, Excel and other appropriate software)
• Self-guided, strong organizational and planning skills.
• Ability to work independently and under pressure.
• Excellent communication, coaching and facilitation skills.
• SUN System/ Q&A exposure and competence will be an added advantage, or ability to learn quickly.
• Ability to travel up to 40% to the field. 

LANGUAGE REQUIREMENT:

Professional proficiency in French and english

 DISCLAIMER:

This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position

EOE/M/F/D/V 

For fastest consideration, please create an online profile to apply.