Partnership compliance officer

General assignment description

Dear candidate if you are looking for a job that besides other benefits allows you to have positive impact on other people’s lives and you would like to join friendly, creative and highly professional international team, this vacancy is just for you. Core values for us are responsibility; impact; enterprising-spirit and inspiration. If you’re sharing these and is compliant with requirements send us your CV!

ACTED is a French non-governmental organization founded in 1993 that supports vulnerable populations affected by humanitarian crises around the world. ACTED provides ongoing support to vulnerable communities by ensuring the sustainability of post-crisis measures and preparedness for long-term challenges facing the population in order to overcome the poverty cycle, promote development and reduce vulnerability to disasters. Our activities focus on many aspects of humanitarian and development crises through a multidisciplinary approach that is both global and local, and adapted to each context.

Assignment

Under the direct supervision of the Grants Supervisor, the Partnership Compliance Officer for CSO Sub-Grants will mainly liaise with Sivil Society organizations, charitable foundations on submitting grants proposals, and/or be responsible for compliance with and dissemination of ACTED programmatic policies, guidelines, rules and regulations.

He/She will be responsible for supervising the sub-grants process, and the grants assistants in the designated region, in which the PO will be assigned. He/she will be the focal point for the grants contracting, ensuring compliance during the grant implementation and following up with and supporting the grant assistants and the selected Civil Society Organizations on reporting and any contractual issues.

He/She will also be responsible for capacity building needs and coordination with the Base Managers for local authority liaison needs.

Functions:

Project management and reporting

Planning, Implementing and Reporting

Coordinate with SCOs on writing, developing, and reporting implementing grant proposals.

Facilitates grant efforts, including grant approval process and post-award compliance. Ensures timelines are met.

Monitors post-award grant compliance. Follows up with funding agencies.

Conduct Implementing Partners due diligences, participate to the mitigation plan follow-up

Control the monthly flow of documentation from the Areas and Partners to the Capital office

Review documentation compliance level on a random basis

Assist PC in developing outlines, timelines, staffing, budgets templates for grants according to funding guidelines.

Maintains necessary records, files, reports, databases, and resource materials pertinent to partnership activities.

Monitor grants for legal, financial, and program compliance including but not limited to ensuring that grant requirements are correctly documented in the grant files and database.

Monitor and document the grant making workflow processes, forms, templates, reports and data to assure full compliance with internal controls and legal requirements.

Problem-solve complex grant scenarios; consult/liaise with finance and/or legal counsel

Work with finance to generate reporting required for compliance and financial statement audits

Logistics

Send accurate and precise order forms in a timely manner if requested by the line manager

Confirm quality of material selection when applicable

Ensure a proper management and use of the project assets and stocks

Plan team movements based on available fleet and applicable policies

Finance

Support the line manager in reviewing the BFU (s) and provide accurate forecasts

Support the line manager in forecasting monthly cash requirements of the project and submit to AC

HR

Commitment to continuous learning through trainings and timely identification of capacity-building needs and opportunities, in coordination with line Manager/TC/HR Dept.

Supervise recruitment of enumerators when needed for data collection

Train Enumerators

Transparency and Compliance

Ensuring compliance to ACTED internal procedures and donor procedures

Accurate record keeping of project documentation, including photos and proper filing of meeting minutes, databases, attendance sheets, assessment reports/documents, review and updating of databases etc., in soft and hard copy

Others

Provide translation of various documents (e.g. reports, minutes, beneficiary lists, information signs) upon request of the line manager

Key Performance Indicators:

• Number of CSO reports submitted on a timely and monthly basis
• Visibility of ACTED, donors and partners are ensured in all activities, in compliance with ACTED Global guidelines
• FLATS procedures are respected
• Best practices are identified and formalized throughout the CSO implementation period

Conditions

• Official employment according to Ukrainian legislation;
• 3 month of trial period
• Competitive official salary defined by the ACTED salary grid;
• Regular performance evaluation and salary increase;
• 28 working days of paid vacation per year;
• Friendly international team of professionals;
• Career development possibilities

Applications in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.