Grants and Compliance Officer

Reporting to the Country Programmes Officer, the Grants and Compliance Officer will be required to lead the management of the JRS Uganda BPRM grant with the primary objective of coordinating the development of a grants budget proposal and managing the full implementation of the proposal through monitoring and oversight of all activities related to the grant. However, the Grants and Compliance Officer will not only be limited to the BPRM grant but also oversees the implementation of other JRS Uganda grants as well.

Key Responsibilities:

Grants Related Roles:

Review financial reports according to donor's policies and communicate if there are any discrepancies.
Make sure donor reports are submitted on time.
Review budget versus actual monthly in coordination with finance and programs to ensure donor spending is on track.
Flag any underspending and/or overspending of the grant to the program officer or project director and suggest solutions.
Ensure the inventory and the VAT reports are prepared and submitted for donors who require them.
Review supporting documentation quarterly to ensure the country offices follow donor policies.
Follow up with country office procurement staff for significant procurement progress such as construction, vehicles, generators, etc.
Prepare cash advance (forecast) templates and request cash from donor in time.
Prepare budget revisions or modification when necessary and work closely with the program staff to submit the documents.
Review the proposal budget and budget narrative against the program narrative in coordination with Finance Officer.
Lead/participate in awarding start kick-off meetings.
Conduct training regarding Grants management for other finance staff.
Participate in award closing procedures in coordination with finance.
Provide leadership to ensure that all grants’ reports are discussed with the project team and passed to the donor and support office within the required time schedules.
Manage the Grants Tracking Sheet, BVAs and provide timely financial analysis across the portfolio of the grants to Operations Team to ensure the effective and solid implementation of the project.
Ensure spending is within the budget limit to control under/overspending within the project and ensure correct allocation of expenses across grants and budget lines.
Risk Management and Compliance:

Ensure that donor regulations are complied with in all grant’s transactions and processes: keep the Country Finance Office Team informed on all major compliance issues/challenges while taking the necessary corrective steps.
Observe and monitor all internal control issues around the grant.
Using a risk-based approach, evaluate internal controls and business processes and advise relevant JRS management on best course of action to improve efficiency, mitigate risks and comply with internal policies, laws, and regulations.
Based on data from relevant grants and compliance reports, identify training needs related to grants and compliance, internal controls, and develop and/or deliver training on internal controls, compliance, ethics, and anti-fraud measures.
In close collaboration with the Country Finance Officer, conduct and document internal control assessments annually and develop action plans to address weaknesses within a reasonable time. Ensure that there is an adequate segregation of duties among cash receipt, cash disbursement, bank reconciliation and financial database maintenance functions.
Develops, initiates, maintains, and revises policies and procedures to prevent illegal, unethical, or improper conduct.
Actively engage with internal and external audit team and ensure findings related to financial management are closed within the prescribed deadlines and relevant lessons learned drawn from the audits.
The focal point person for all organizational compliance and legal registration matters like Financial Integrity Authority among others.
People Management and Development

Implement a capacity development plan and create an environment of experience sharing and promote best practices.
Carry out grants kick off meeting with all staff ensuring compliance issues and deadlines are communicated.
Train and provide mentoring to all grants implementing staff on matters related to grants Monitoring and Management.
Develop a communication plan ensuring key information is shared with staff in a timely manner.
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Qualifications and Experience:

Education

A university degree in accounting, finance or equivalent or a full Professional.
Accounting qualification; ACCA, ICMA, CPA, CA, CIA, CFE or its equivalent.
Knowledge of major donor regulations such as US Government, EU, and UN funding streams is a must. • Three (3) years of experience at a senior-level
Proficiency in Microsoft Office 365 required.
Practical knowledge of financial systems, internal financial controls & procedures, and staff management skills.
Donor/Grant accounting experience within Consortiums and/or complex grants is preferred.
Significant experience in using Financial Management Information Systems (Navision-Microsoft Dynamics, accounting package is an added advantage).
Broad working knowledge of Budgeting and budgetary control, financial analysis, Donor financial