Senior Grant Management, Risk and Compliance Manager

IMMEDIATE INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT

Position        Senior Grant Management, Risk and Compliance Manager

Location       Addis Ababa

FH Culture 

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values

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. Provideprofessional advicewith regard tointernal control systems, procedures and strategies aimed at strengthening compliance;

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

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

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

1. 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.

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

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

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

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

1. 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 andDCoP.

Key Result # 3- Cash management 

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

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

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

1. 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 budgetobligatedby USAID for the specific period;

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

1. 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 

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

1. 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.

1. 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;

1. Ensure that all approved PREPs are documented in a systematic wayso as toensure easy reach;

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

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

1. Ensure that official correspondences with various stakeholders such as theGoEand ANRS are printed and kept in safe place;

1. 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;

1. Closelymonitorif there exists active list of suppliers of services andgoods whileconducting random monitoring and receiving regular updates from projects and FHE head office purchase andlogisticsunit that identification and selection process of these suppliers is based on concrete set of criteria;

1. Assistwith developing and implementing a risk-based compliancemonitoringprogramme,identifying, assessing,monitoringand reporting all material compliance risks.

1. Enhance staff capacity working with the finance folks on bridging the knowledge gap of the project and FHE head office Purchase Committeeswith regard topurchase policies and good documentation of best practice

1. Share best practices to projects as necessary usingdifferent wayssuch as forums, trainings email communications brochures and by way of developing guidelines;

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

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

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

1. Develop training materials andfacilitateworkshops and training as needed.

1. Writereports and document findings along with recommendations to improve processes controls and systems and share using proper channels and forums;

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

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

1. 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.