Responsible to: Director of Operations
Purpose of post:
Responsible for the provision of awards and compliance management support to EGPAF Tanzania’s programs and ensures compliance with the terms and conditions of the Foundation’s awards, applicable EGPAF and US Federal Government audit, cost and administrative principles and regulations.
RESPONSIBILITIES AND TASKS: Provide technical Contracts / Grants Knowledge and Management • Provide technical support to management on country specific contracts and grants management issues. • Provide policy guidance and interpretation for program staff and sub grantees on applicable rules and regulations • Provide training and orientation to staff on donor rules and regulations as well as Foundation policies and procedures. • Review funded agreements to identify regulatory, contractual, legal and financial compliance requirements associated with donor funding. • Ensure accountability and transparency to key stakeholders through the enforcement of donor rules and regulations in financial and progress reporting. • Perform compliance reviews to assess office compliance with all financial, accounting, legal, performance requirements, regulations, policies and procedures. • Review monthly financial reports from field offices and draw up a follow up action plan to address compliance issues • Develop and maintain tracking systems on identified compliance issues. • Provide team leadership for post award management and processes • Communicate with colleagues in the country office to understand funder objectives, requirements and related program activities and to ensure fulfillment of commitments.
Sub award Management and Monitoring: • Oversee the review and evaluation of sub-grantee applications and proposals. • Oversees Pre-Award assessment process and ensures organizations have the capacity to appropriately manage a Sub Award. • Coordinates the review and evaluation of subrecipient applications and proposals. Ensures Sub Awardee documents are accurate and complete. • Oversees the negotiation of subagreement terms and conditions and prepares final subagreement award documents as well as modifications. • Monitors subrecipient performance to ensure compliance with the terms and conditions of award. • Oversee the conducting of targeted in-depth risk assessments of sub-grant programs producing reports which will include recommendations for corrective action and the level of assistance, if any, required • Provides on-going assistance to subrecipients to administer their subagreements compliant with all terms and conditions. • Manages the subagreement close out process. • Works closely with contractual, financial and technical staff and provides guidance as necessary on subagreement requirements. • Provides technical assistance to office staff to support country program activities in compliance with EGPAF and donor policies and regulations. • Ensure amendments to contract are developed and processed in a timely manner as needed. • Addresses problems or concerns with management of Sub Awards in a timely and effective manner. • Ensure each Sub Awardee is audited on a bi-annual basis and ensure all outstanding audit findings are addressed and resolved in a timely manner. • Develop audit plans with C&G team for sub-awards and ensure they are properly implemented. • Generate monthly audit to actual reports and submit them to the Director of Operations. • Build capacity of C&G team in regards to auditing activities. • Develop and maintains Contracts/Grants Information Management Systems (CGIS), including filing, archiving, organization, and dissemination of contracts/grants information • Ensure all C&G documents (electronic and paper) are complete, updated, and organized. • Ensure all CGIS information is updated and accurate for EGPAF Tanzania program. • Train and build capacity of All Staff on use of CGIS. • Generate regular reports on the status of contracts using CGIS and disseminate to appropriate staff.
Cash Requests: • Ensure each Sub Awardee has available funds, within the limitations of their contract, at all times. • Ensure all cash requests are submitted by each Sub Awardee on a monthly basis and in a timely manner. • Monitors subrecipients’ expenditures against approved budget and program objectives and ensures Compliance Administrators have completed the Cash Request Checklist for each Cash Request. Training: • Together with EGPAF’s technical teams, leads the subrecipient pre-award assessment and budget development process. • Provide training on USG, Sub Award, EGPAF, and donor regulations and financial management to subgrantees and EGPAF TZ staff as a whole.
Field Support: • Liaise with Field C&G Staff to ensure standard C&G policies and procedures are implemented in each Field Office. • Conduct Trainings and Meetings with C&G Staff to build capacity and understanding of C&G activities – including quarterly meetings with all C&G staff. • Conduct visits to Field Offices to assist with implementation of C&G activities and policies and build capacity and understanding of staff. • Any other relevant duties as assigned by the Director of Operations.
QUALIFICATIONS: Required Qualifications • Minimum of three years experience in US Federal funded grants/contracts administration and management. • Working knowledge of OMB Circulars and legislation for US Grants and Cooperative Agreements and USAID-specific assistance regulations • Bachelor’s degree in Business or other related field required. Masters preferred. • Experience in the development or implementation of contracts/grants and compliance training.
Knowledge, Skills and Abilities
• Prior experience in business management or financial administration federally-funded programs. • Skills necessary to formulate a risk assessment of individual sub-grantees and sub-grant portfolios. Ability to design and implement • Prior experience with international non-profit organizations preferred. • Excellent communications skills (oral and written), including editing and proofreading. • Proficient computer/software skills, including command of Word and Excel. • Excellent organizational skills, ability to work independently, assess priorities and manage a variety of activities with attention to detail. • Ability to interact professionally with staff, applicants, and subrecipients. • Willingness to travel in Tanzania and throughout the region.
HOW TO APPLY EGPAF is an equal opportunities employer and these positions are open to all, but ONLY qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.
Submissions may be sent to: The Human Resource Manager, EGPAF, P.O. BOX 1628, Oysterbay, Haile Selasie Road Plot # 8 & 10, Dar es Salaam,
Tanzania. Or e-mail: recruitment.tanzania@pedaids.org
Closing date: August 26. 2011. If you have not heard from us within 2 weeks after the closing date, you can assume that your application was not successful.
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