Grants & Compliance Manager – Faster

Catholic Relief Services (CRS) carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as part of our staff and as partners people of all faiths and secular traditions who share our values and commitment to serving those in need.

The CRS Zambia Country Program (CP) Office opened in September 1999, following an extensive and participatory assessment in collaboration with the Zambian Catholic Commission for Development (ZCCD). Programming has transitioned from its early stages augmenting CRS private resources with outside public funding. Opportunities abound in Zambia for quality programming that meets the needs of the poorest in a country where the vast majority (80%) lives below the poverty line and approximately 14% are HIV positive. The overall programming focus of CRS Zambia is HIV and Food Security.

Background

Through the Faith-Based Action for Scaling up Testing and Treatment for the Epidemic Response (FASTER) project, CRS plans to catalyze a game-changing enabling environment and create operational guidance, tools, training, and practical evidence that will allow provinces, districts and sites with high unmet need to address key gaps in the child and adolescent HIV treatment cascade. FASTER is funded by the Centers for Disease Control and Prevention (CDC) through the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) to accelerate pediatric ART in four African countries. To accelerate efforts to end pediatric HIV in Zambia, CRS will address structural and policy barriers, innovate, and facilitate scale-up of what works. FASTER will work with the Ministry of Health (MOH), national technical working groups, and other pediatric implementers nationwide.

Job Summary

The Grants & Compliance Manager for FASTER will take the lead in assuring the quality management of externally funded awards/contracts from inception to closure and provide budget management support to the Project Director. Key responsibilities include oversight of budget, budget analytics and forecasting for donor reporting, sub-recipient management and compliance; operational risk management to increase the effectiveness of program execution; and support to ensure operational excellence with a focus on procurement and contracting, general management, partnership and representation, and strengthening team capacity in efficient practices compliant with donor and agency policy and procedure.

This position requires strong demonstrated experience in the areas of program and budget management, as well as a strong knowledge of donor, especially USG, contracts/grant agreements, funding mechanisms and requirements. In addition to an oversight and monitoring role, the Grants & Compliance Manager for FASTER will ensure that both programming and management quality staff improve their understanding of award compliance and build their capacity to adhere to donor regulations related to reporting, asset management and purchasing.

Key Responsibilities

Management and Administration:

  • Coordinate participatory monthly budget analyses with Technical Leads and partners to ensure resources are being deployed on time and on budget to meet workplan and targets and to drive accurate monthly forecasts.
  • With the support of Finance resources, monitor budget variance closely and ensure proactive communication and action regarding contractual budget flexibility
  • Ensure CRS’ and subrecipients’ compliance with USG/CDC requirements in the prime agreement and award guidelines
  • Use appropriate project management tools to plan, review and track progress on project implementation and utilization of project resources
  • Work with security officer to ensure development, regular revisiting, and consistent adherence to implementation safety and security protocols
  • Identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance
  • Lead preparation for project-specific audits, both internal and external

Operational Excellence:

  • Responsible for the timely review and submission of donor reporting, including the monthly donor report and forecast, and quarterly and annual reports.
  • Coordinate budget revision process and oversee the production of monthly budget variance analytics ensuring collaborative participation of finance team in support of program managers/budget owners to ensure budget is realistic and appropriate to meet workplan and logframe indicator targets.
  • Follow the development, approval and signing of the contractual agreements between the CRS and vendors and consultants to include the negotiation and execution in coordination with the relevant departments of CRS.
  • Help identify capacity building and training needs and training options for project staff (CRS and partners).
  • Coordinate and deliver informal, practical trainings for project staff (CRS and partners) working with program, finance and operations resources to develop/adopt and provide training, tools, etc.
  • In Coordination with Country Program resources in Finance and Administration, work with partners to apply relevant tools (Capacity Assessment Tool; Sub-recipient Financial Management Policy-, etc.) to help identify the needs for capacity building and institutional strengthening and develop plans to put into action and follow up.

Partnership and Representation:

  • Proactive coordination of all contributors to donor reports (internal and external, program and finance) ensuring they understand the timeline and adhere to deadlines.
  • Coordinate logistics and support execution of regular meetings including the monthly operational meeting, bi-weekly/monthly team meetings.
  • Participate in monthly donor calls and assist Project Director to respond to donor requests and to proactively raise issues and questions to the donor on award management issues.
  • Provide regular updates to partners, country program leadership, government and non-government coordination bodies as requested.
  • Ensure subrecipient agreements are up-to-date including amendments as needed to reflect updates to workplan, budget, and reporting.
  • Provide written and face-to-face communications to ensure contract/award terms are well understood and that partner has resources and capacity to comply with terms and reporting requirements.
  • Manage the risk register, ensure partners’ participation and support, and provide updates to the Fund Manager as needed
  • Evaluate capacity building needs and coordinate with partners to find the resources and the optimal approaches to address their needs in a collaborative manner

Sub-Recipient Management:

  • Effectively implement the CRS Subrecipient Financial Monitoring Policy (SRFMP) for the FASTER project
  • Monitor and ensure compliance of all subaward agreements, including monitoring of subrecipients.
  • Ensure sound and accurate financial reporting system for each subrecipient and ensure calendar of reporting requirements is maintained and support program staff and finance staff, as needed, on preparing and processing financial transactions for assigned project/grant accounts in Sun Systems financial accounting package
  • Ensure all key award documents are shared in advance with partners, share donor compliance requirements with partners, and follow up on agreed action points
  • Ensure all key donor correspondence and approvals are filed, monthly grant trackers are updated on time
  • Anticipate and identify risk issues and challenges and the most appropriate solutions to address them
  • Monitor and provide management information on key risks, contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance
  • Monitor disbursement/receipt schedules, alert relevant project/grant staff of due payments/liquidations, and maintain appropriate communication and follow-up to facilitate timeliness of financial resource management and compliance with set deadlines
  • Assess, evaluate and monitor subrecipient financial management processes in accordance with policy and strengthen capacity of partner in financial accounting and transactions
  • Review and implement award/subaward management associated procedures and assist to ensure data integrity of awards in the financial management system
  • Develop and support donor proposal budgeting, budget revisions, and contract/award objectives and scope of work
  • Provide information to project/award staff, subrecipients, and partners on policies and procedural compliance issues and deliver training and lead in technical capacity building of staff on SRFMP

Qualifications:

  • Bachelor’s degree in Accountancy, Business Administration with courses in accounting, or a full qualification in accounting (CPA/ACCA/CIMA or equivalent)
  • Paid up Membership to the Zambia Institute of Chartered Accountants (ZICA).
  • Six (6) years’ experience in a position with similar responsibilities, preferably with an international NGO, Community Based Organizations (CBOs) and related implementing agencies active in Zambia, particularly at the level of field operations
  • Experience in working with international donor-funded projects and/or international donor agencies in award management
  • Knowledge of USG donor funding regulations and reporting standards.
  • Knowledge of the relevant donor regulations and international donor-funded projects and/or international donor agencies such as USAID/CDC.
  • Knowledge of International Financial Reporting Standards and General Accounting Principles
  • Proficient in MS Office packages (Excel, Word, PowerPoint, Visio) and other accounting information management systems such as Pastel.

Personal Skills:

  • Communication (oral and written) skills
  • Relationship management skills
  • Analytical and organizational skills
  • Ability to make sound judgment
  • Ethical conduct in accordance with recognized professional and organisational codes of ethics
  • Proactive, resourceful and results-oriented

Travel Required: 20%

Key Working Relationships

Supervisory: None

Internal: Country Representative, Project Director, Project Officers, MEAL Officer, Head of Programs, Finance Manager, Head of Operations.

External: FASTER Partners, donor, government stakeholders, and peer organizations and projects

Agency-wide Competencies: These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

  • Trusting Relationships
  • Professional Growth
  • Partnership
  • Accountability

CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

How to Apply

Applicants Instructions: Please email a cover letter, and curriculum vitae which should include three references to the email below: Please include the position you are applying for in the subject line.

Only shortlisted candidates will be contacted for an interview.

Application deadline
31 May 15:00
Email applications to
crszambiajobs@crs.org
Catholic Relief Services Zambia
Catholic Relief Services Zambia
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Founded by the US Conference of Catholic Bishops in 1943, Catholic Relief Services (CRS) has expert experience in managing complex, multi-year relief and development projects. The organisation has been operating in Zambia since 2000, with programs in 8 Zambian provinces, dealing with health, nutrition, agriculture, microfinance and capacity building.
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