Grants Compliance Officer at PLAN HAITI

Description du poste:

JOB PURPOSE
In order to continue and increase Plan Haiti’s programs and services for children, young people and communities and to fulfill Plan’s obligations to donors, The Grants compliance Officer will provide administrative analysis, post award services, and oversight to ensure compliance with grant requirements; serve as resource and point of contact for finance staff and project managers of grants funded programs on all grants compliance; develop data collection and training materials; ensure that grant information in the system’s databases are accurate and complete and perform related duties as required and assigned.

KEY RESPONSABILITIES
1- Work closely with the Grants-Management Coordinator on maintaining accurate all grants files and documentations as required by the NO/Donors and based on the Grant document checklist
2- Ensure the responsibility of the internal grant tracking data base
3- Ensure the monthly GAD maintenance before GL closure.

4- Conduct spots check to ensure that that grant are being tracked correctly in the GL and GTS (PO, Output Code etc…)
5- Work with the grant accountants to ensure that all PO modifications are in line with the GAD document and ensure proper follow up with other Grant staff for amendment of the GAD when it is necessary.
6- Ensure that all the Donor reporting requirements at the moment of preparing the reports are met in order to mitigate the risk of disallowed costs
7- Analyze, interpret and apply policies, rules and regulations
8- Review performance activities with regard to grant compliance and ensure that all implementing Grants project meets theirs donor’s requirements
9- Ensure that all grant materials purchase and request of quotations are done according to PLAN and the donor requirement
10- Work closely with the Grants-Management coordinator in providing program oversight to ensure compliance with grant requirement
11- Assist the grant team in the collection of data & gather information to support reporting commitments and requirement, both narrative and financial: assist with preparation of quality, timely reports as appropriate.
12- Ensure that all grants documentation are disseminate to the relevant parties including the field staff and the implementing partners
13- Assist in the Update, maintain and disseminate GAD/Grant files & filing systems (both electronic and hard copies).
14- Attend all start up workshop for all new grants
15- Assist in the Development and maintenance of Donors Database of key information, rules and regulations (USAID, EU, World Bank, CIDA, SIDA, Global Fund etc…)
16- Ensure that all expenses incurred are within the approved budgets and that prior approvals from the donor are requested when stipulated.
17- Endorse the responsibility gathering, collecting, maintaining and updating the grants files (both electronic and paper copies), and ensuring that project documentation are in place and easily accessible (approved budgets and proposals, approved modifications, timesheets, reports, etc.)
18- Review all grant-funded Projects Outlines (POs) in order to ensure consistency with approved proposal activities and alignment with approved grants budgets before PO’s approval by the CD or his delegate
OTHER RESPONSIBILITIES:
1. Contribute to the over-all smooth operations of Plan Haiti, including country office meetings and activities attendance as appropriate;
2. Share information, work with other colleagues to achieve key tasks and contributing to the building and maintaining of an effective team work environment;
3. Work collegially, cooperatively, and supportively with colleagues from Plan Haiti
4. Ensure that all activities undertaken on behalf of Plan Haiti, externally or internally, are executed in accordance with the over-all aims of the organization and in line with Plan’s policies and procedures.
5. Perform any other duties as assigned by the Country Director, immediate supervisor or their delegate

Qualifications requises:

MINIMUM REQUIREMENTS
o Bachelor’s Degree in Accounting, Management, or any other relevant field;
o 5 years of project administrative and financial management experience.
o Knowledge and experience of bilateral and multilateral donors’ Rules and Regulations for Grants and Cooperative Agreements, global fund and other - a plus
o Excellent writing, computer, and organizational skills.
o Excellence in English and French.
o Communicates in a clear, articulate way in both speech and writing, and in English and French
o Demonstrate strong interpersonal skills
LOCATION AND TRAVEL

The post will be based at Plan Haiti country office with occasional travel to the field.

Plan is an equal opportunities employer, committed to the protection of children and gender equity and our recruitment procedure reflect this.
Female candidates are encouraged