DIVISION / DEPARTMENT: Organizational Development
LOCATION: Nairobi Office
REPORTING LINES:
Post holder reports to: Director of Finance and Administration
Staff reporting to this post: TBD
RCK VISION: A just and inclusive society for all the displaced and host populations.
RCK MISSION: To protect and promote the well-being, voice, and dignity of the displaced and host populations.
JOB PURPOSE:: S/he will be responsible for providing the day to-day supervision, checking and monitoring of all grant funds and RCK activities. The compliance officer is responsible for ongoing risk management, ensuring RCK operations and procedures are conducted in accordance with our internal policies and hence, compliant with all applicable statutory, regulatory and contractual obligations. This position will work with the finance team and project teams and will additionally support capacity-building for sub-grantees and other partners.
KEY RESPONSIBILITIES:
Grant Management and Compliance:
• Ensure grants or contracts are well administered and that all teams are fully informed of relevant donor compliance regulations.
• Ensure donor contractual documents, reports, and key correspondences are consistently and frequently filed.
• Maintain a broad and deep understanding of relevant donor policies, regulations, and procedures.
• Proactively identify compliance risks throughout the portfolio and advise programs, support teams, and senior management on necessary actions.
• Collaborate with financial analysis, planning, and program teams to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance, and reporting management processes.
Budget Management:
• Ensure compliance with approved program/project budgets and spending policies, and initiate improved policies and systems regarding spending guidelines, cost allocation, and annual planning.
• Monitor budget expenditure and flag out any overruns and under expenditure.
• Ensures grants and contract budgets are aligned with institutional budgets and forecasts.
Process Review:
• Check and Review organizations payments to ensure that they comply with donor requirements and organizations policies and procedures.
• Regularly assess the efficiency of control systems and recommend effective improvements.
• Monitor systems to track control effectiveness, compliance and policy breaches
Reporting:
• Manage all external reporting to ensure timely delivery of high-quality reports which meet donor and RCK requirements, coordinating closely with program and finance staff
• Ensure quality information management related to reporting by overseeing the regular maintenance of grant files and updated reporting forms and tools.
• Working closely with the finance team, assist program technical leads and operations staff with understanding the reporting and other compliance requirements on their grants.
Sub-award management and Administration:
• Development, maintenance, and updates to the Grant and Contracts manual, tools, templates, policies, SOPs, and guidance documents for sub-award management and administration
• Oversee sub-award due diligence and monitoring procedures to ensure donor compliance in line with RCK internal policies and donor regulations.
• Reviews sub-award modifications and provide expert advice to Program/Project staff on sub-award-related matters.
• Collaborate with Program/Project staff on sub-recipient/subcontract monitoring of deliverables, invoices, compliance with regulations, as well as terms and conditions.
• Advises program/project staff on matters related to preparation, administration, and closeout of grants and sub-awards.
• Oversees maintenance and timeline updates to the program sub-award tracker and regulatory reporting requirements.
• Participate in the assessment and induction of new partners/sub-awardees.
• Facilitate partner/sub-awardee institutional capacity strengthening plans to ensure effective, efficient implementation of projects.
QUALIFICATIONS & EXPERIENCE
WORKING CONDITIONS: The Job is complex, sensitive and stressful. Work requires willingness to work a flexible schedule and travel. Work may require frequent weekend and evening work as well as high degree of autonomy
Behavioral Competencies:
Professionalism: In-depth theoretical knowledge of and significant experience in relevant fields of counseling, Strong analytical, problem solving and drafting skills. Discretion and sound judgment in applying legal expertise to sensitive, complex legal issues.
Communication: Strong interpersonal and communication (written, spoken and presentational) skills. Proficiency in English and Kiswahili.
Technology Awareness: Fully proficient computer skills and ability to use relevant software applications, in particular information databases, internet/intranet services, library sources, etc.
Teamwork: Ability to establish and maintain effective working relations with people of different national and cultural backgrounds with respect for diversity.
Managing Performance: Ability to supervise, coach, mentor and develop junior staff as required.
To submit your application, send a cover letter along with a detailed Curriculum Vitae indicating expected salary, 3 professional referees including your last supervisor and their email contacts. Send your application to:
The Recruitment Committee,
Subject Line: “Application for Compliance Officer”
“Email: [email protected]” by COB Friday 10th August 2023.
Only successful candidates will be contacted. RCK is an equal opportunity employer.
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