Key Responsibilities:

The Grant and Contract Compliance Specialist will be responsible for overseeing the compliance of grants and contracts portfolio. She/he will ensure that all grant and contract compliance requirements are met, in coordination with Kolaborasi project staff in the field and all relevant departments in the National Office/RDC. She/he will advise the management, the implementation team and other relevant departments in the areas of compliance risk analysis and mitigation plan.

Post- Award Grant & Contract Management

• Prepare various post-award specific approval/deviation/ waiver requests for Grant & Contract Acquisition Head’s and Chief of Party signature.
• Prepare and disseminate Award At-A-Glance readings for assigned grant & contract awards.
• Lead the communication and coordination with Support Offices, Donors and Partners regarding progress and delay. Correspond as necessary with donor contracting officers and/or prime contractors regarding compliance of assigned grant & contract awards.
• Ensure grant & contract documents are submitted on time and meet minimum quality standards (being accurate, comprehensive and credible).
• Coordinate preparation and timely submission of narrative/ technical and financial reports and analysis for all assigned grant & contract portfolio.
• Monitor deliverables against agreed measures and indicators, track implementation and completion of activities, outputs and deliverables, monitor outcome level results reached.
• Monitor monthly spending against budget and compliance including cost estimates, allowable costs and cost sharing.
• Participate in team/project meetings as required for assigned portfolio of awards. Report on award deliverables in meetings. Ensure a strong understanding of what issues need to be escalated. Facilitate a strong communication flow from the field to the management, and vice versa, regarding problems and solutions.
• Monitors sub-contractors/sub-awardees for deliverables, invoices, compliance with regulations, as well as terms and conditions.

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2. Grant & Contract Compliance

• Act as focal point for all major compliance matters related to assigned grant & contract portfolio.
• Advise all internal stakeholders of any changes made to donor compliance regulations in a timely and user-friendly manner. Assess impact the changes on assigned grant & contract portfolio.
• Provide donor compliance training and advice to relevant internal stakeholders to improve their understanding of the terms and conditions of the assigned grant & contract portfolio, and ensure delivery with minimized compliance risk.
• Assess current policies/systems/processes/tools against donor compliance requirement. Coordinate relevant internal stakeholders to update/develop policies/ systems/processes/tools to support grant & contract readiness and compliance.
• Set up project systems and tools to monitor compliance with award terms and conditions.
• Develop/review and oversee standard terms and conditions for sub-award letters, agreements and contracts.
• Develop/review memoranda of understandings, teaming agreements, sub-agreements, and approval letters.
• Write up award/agreement/contract modification. Advise management of risk involved and take the lead in disputes concerning contractual issues.
• Maintain documentation of all assigned grant & contract portfolios in coordination with other departments. Conduct file audits as necessary.

Pre-Award Grant & Contract Management

• Provide technical assistance to identify compliance requirements and risks associated with new projects.
• Participate in proposal development meetings and address compliance issues.

• Review Cost Proposals for Compliance with NICRA, RFP/RFA requirements and Technical Volume.
• Prepare, clear and execute Teaming Agreements; prepare Procurement/Grant Files for Teaming Partners, verify eligibility, obtain Cost Data, negotiate rates.
• Provide first review of assigned grant & contract Award documents. Coordinate negotiation and clearance by Grant & Contract Acquisition Head.

Management & Leadership

• Submit periodical/monthly accomplishment report.
• Regularly update Orange, Horizon, PBAS and PIH with key documents, according to agreed timeframe and RACI.
• Updates organizational structure and systems to strengthen acquisition rates as well as accountability to donors.
• Contribute to the knowledge management of the Grant & Contract Acquisition & Management team.
• Facilitate in the practice of spiritual discernment and prayer.

Requirements

• 3years of experience in USAID/ EU / DFAT Australia contract and financial assistance award administration with one or more major contractors and/or I/NGOs.
• Had working experience in TD, Advocacy, HEA program.

Required Education

• Bachelor’s degree in Business, Finance, Economics, Political Science, Law or related field

Preferred Knowledgeand Qualifications

• Excellent communication skills in English, both written and verbal.
• Goodrelationship building.
• Good knowledge in proposal preparation and program management especially related to USAID, DFAT Australia or EU funded program.
• Strong working knowledge of donor regulations including RFA, DFID, MCC and World Bank.
• Ability to work independently.
• Advanced knowledge of Microsoft Office Suite.