Grants Compliance Coordinator

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Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

The  Grant Compliance Coordinator the position holder will be responsible to support the efficient and effective implementation of Programs by ensuring; Program resources are utilized for the intended purposes, Financial reports are accurate, reflecting the reality of transactions incurred at all times, Projects are effectively implemented according to donor requirements, and Development and maintenance of systems within the grants portfolio.

Accountabilities and MAIN WORK ACTIVITIES

  • Grant Management (40%):
    •    Prepare FAD Package document (Donor Track Sheet, Budget Holder Delegation letter, reporting template, reporting schedule, Approved proposal and budget with funded/sponsored, remittance schedule, ToRs for audit, baseline and evaluation, RACI and Risk analysis) and share on timely manner to the respective;
    •    To contribute to the successful management of Plan Ethiopia’s Grants Portfolio by offering timely and appropriate support to respective grants projects such that high standards of compliance are maintained.
    •    Up-load the approved grant  in the SAP system;
    •    Follow-up timely remittance  are released;
    •    To develop and maintain systems for tracking and promoting compliance across all relevant departments and staff involved in the grant management cycle.
    •    To coordinate with other departments and staff to ensure donor compliance, (including compliance with implementation timeframes, and implementation requirements such as procurement conditions, expenditure eligibility conditions, reporting requirements, budget amendments, cost or no cost extensions, and so on).
    •    Handle Grant Management Meeting proceedings and project reports to donors for consistency and compliance to donor requirements – before submission to National Offices / donors.
    •    Prepare reporting schedule; and share with relevant staff and review the report from compliance perspective;
    •    Ensure donor requirements are complied with before closure of projects.
    •    Keep the grant document in soft for all grants as well as hard copies for specific documents
    Compliance and Monitoring (40%)
    •    Attend project start-up workshops and ensure that compliance matters are brought to the attention of all relevant staff.
    •    Monitor the budget utilization per each budget in the agreement and give the timely advice to the programme team about the budget status.
    •    Coordinate with PAs and CO staff to ensure donor compliance are maintained;
    •    Track grant budget portfolio.  Identify challenges or potential delays in implementation/management early, and escalate as required to ensure timely achievement of project goals
    •    Work closely with the Program, Business Development and finance to develop Grant, guidelines, tools and templates as needed to ensure optimal implementation of donor compliance requirements.
    •    Assess current contracts, systems, and procedures against donor requirements and develop donor compliance track sheet  to support contract readiness and compliance adherence;
    •    Support or lead negotiations with NOs/donor, as needed.
    Partner and PA (10%)
    •    Identify the capacity building need and give technical and on job support to plan Finance Coordinators, Finance officers at PA and Sub grant finance staff.
    •    Advise both program and finance stakeholders of any changes made to donor compliance regulations and assess their impact on PIC programs.
    •    Engage with PAs as needed to provide input and develop solutions on major donor compliance matters.
    Grant closure and Auditing (10%)
    •    Ensure grant remittance are done on timely basis,
    •    Ensure donor requirements are complied with before closure of projects;

    Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
    •    Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
    •    Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
    •    Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
    •    Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
    LEADERSHIP ANDBUSINESS MANAGEMENT COMPETENCIES
    LEADERSHIP COMPETENCIES
    •    Courageous in taking a lead, focussed on Plan International’s purpose and making the most effective contribution within my own work context.
    •    Behaves in line with our values and safeguarding practices, inside and outside work.
    •    Challenges own attitudes, unconscious bias and behaviour and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
    •    Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
    •    Honest and efficient in use of resources, including own time.
    •    Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
    •    Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyse issues and improve things.
    •    Good team player, communicating effectively and being open and supportive towards those around them.
    BUSINESS MANAGEMENT COMPETENCIES
    •    Are aware of the values and the global strategy and understands why Plan International’s purpose is so important in advancing children’s rights and equality for girls globally.  Understands and applies the principles of safeguarding and protection of the vulnerable populations with which Plan International works.
    •    Are aware of the processes, institutions and organisations that shape the development and humanitarian context. Understands their local operating environment, demonstrating political, social and cultural awareness.
    •    Are aware of the different structural and governing elements, including national organisations, global hub, regional hubs, country offices, liaison offices, members assembly, international board, and the leadership team. Are aware of Plan International’s main sources of funding and knows where to find company information.
    •    Applies the Code of Conduct principles to their work activities.
    •    Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
    •    Knows the resources required for their role. Manages their own workload, avoiding under or overcommitting to delivery activities.
    •    Understands the planning procedures relevant to their role and contributes to annual planning where possible.
    TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
    QUALIFICATIONS AND EXPERIENCE REQUIREMENTS
    Qualifications/ experience essential:
    •    Education at First Degree in fields such as Accounting and Finance
    •    At least 5+ Years of relevant experience out of which 3 years on a senior level experience (not necessarily gained in an NGO or INGO) or demonstrated equivalent combination.
    •    Experience of International NGO grant management systems and financial regulations
    •    Knowledge of Grants Administration especially system management and donor compliance in reporting of diverse institutional donors (EU, USAID, ECHO, UNICEF, GFFO, DFID etc.)
    Qualifications/ experience desirable:
    •    Demonstrated knowledge in grant management and compliance is preferable.
    Languages required
    •    Fluency in English language is essential

Location:Addis Ababa

Type of Role: Coordinator 

Reports to: Grants Manager

Grade: D1

Closing Date:September 2, 2021

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

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