The Compliance Officer must be proficient in GF policies, processes, and contract requirements. He or she must be able to provide clear, applicable, and actionable interpretations of GF policies, processes contractual requirements within the context of the grant implementation and be able to clearly convey and operationalize the requirements to other members of the GMU and relevant NCDC staffs. He or she will be responsible for providing policy, process and contractual guidance and support to NCDC staffs, subcontractors, and other persons relevant to grant implementation. He or she should be able to advise NCDC staff on GF policies. processes, contractual requirements, client compliance issues, and interphase effectively with the LFA, FA and relevant PR staff. He or she must also have project management, systems, organization and team capacity building skills
The Compliance Officer will also be a proactive champion for promoting policy, process, and contract compliance as he or she works with both technical and support staffs to ensure the execution of all grant activities and meet GF policy, process and contract requirements. The position will require exceptional problem-solving skills, and target driven orientated attitude, excellent communication and organizational skills, and ability to work in a complex, fast-paced, multi-cultural government agency environment with high attention to details.
A. GF Policy, Process, Contract Administration and Compliance
- Provide proposal and concept note development compliance support during all phases of grant implementation, leading the development of compliance-related proposal and concept notes for submission to the PR, as necessary.
- Review terms and conditions of all contract modifications prior to submission to the DG NCDC for approval, ensuring the following:
- Correlation between proposal technical and pricing submissions and resulting modifications.
- Identification of areas for further negotiation, highlighting potential areas of risk.
- Verification of appropriate incorporation of GF policies, processes, and regulations.
- Negotiate award and modification terms and conditions, serving as NCDC point of contact with the PR to ensure terms that are most favourable, mitigating risk to NCDC.
- Drive grant activity implementation review meeting process, initiating, and leading the policy, process and contract compliance orientation and requirements and ensuring ongoing refresher meetings are held periodically as staff join the project.
- Work collaboratively with finance, program management, and technical staff to operationalize GF contract compliance requirements and exhibit a keen understanding of the interrelated nature of compliance with regards to the financial, programmatic, and technical management of the GF grant and execution of grant activities and deliverables on schedule.
- Monitor and advise on contract requirements throughout grant implementation, including timely review and sign-off of all prior approval submissions to the client.
- Participate in Monthly GF grant reviews to stay abreast of current grant activities to proactively flag compliance-related matters.
- Prepare CO prior approval and waiver request packages as may be necessary.
- Establish standards of practice and monitor systems for effective GF policy, process, and contract management, flagging and following up on issues and proffer a follow-up on corrective action.
- Interpret and advise HQ and project staff on Global Fund regulations and guidelines, project specific policies, NCDC policies, Grants & Contracts Department compliance guidance documents and tools reinforcing client requirements and facilitation of comprehension of requirements for in-country staff as needed.
- Develop associated procedures and standards pertaining to the specific requirements of GF grant implementation.
- Work with other grant management unit members to assess and document compliance related issues and ensure correct systems and filing are in place.
- Promotes a project-wide culture of risk management compliance through staff training, ongoing reviews of project systems and procedures, and pro-active identification of potential risk and compliance-related issues.
- Conducts quality assurance (routine reviews and spot checks) of important project documentation, and ensures appropriate systems and procedures are followed and supporting documents are exhaustive and consistent
- Monitor and report on the status of recommendations resulting from verification exercises and internal/external audits
- Liaise with the HR and Finance Department on complex contractual management issues.
- Review prior internal and external GF related audits to identify areas for improvement related to contract management.
B. Risk Management
- Provides expert advice and guidance to the NCDC GF project team to manage risk and ensure full compliance with GF regulations, NCDC policies and national guidance.
- Provides guidance to NCDC-GF team and senior management team to achieve balance between requirement for rapid implementation and minimizing potential financial, reputational and audit risks.
- Leads the development and roll out of compliance tools such as: quick compliance reference guides, check list, and related materials – working with project leadership, managers, and other staff members to better ensure efficiency and reduce compliance risks.
- Plan, design and implement the risk management process for the GF project
C. Subcontract and Procurement Management Support
- Support the preparation of consent to subcontract requests for approval, as may be required.
- Ensure that due diligence is conducted for all subcontractors identified. This includes reviewing and approving risk-based pre-award assessment questionnaires and supporting documentation, selection and negotiation memoranda, risk-based monitoring plans, and drafting subcontracts for review/approval by the Grants & Contracts Department as may be necessary, including special terms and conditions related to the identified level of risk, to be incorporated in subsequent subcontracts.
- Ensure that site visits and ongoing monitoring of NCDC subcontractors as may be required, are conducted, and documented throughout grant implementation.
- Support the finance and procurement unit to review procurement actions, including non-standard vendor agreements, prior to finalization and execution as directed by the Finance & Admin Manager.
- Liaise with other key stakeholders as may be necessary to support prime contract and subcontract requirements.
- Prepare for contract closeout during the beginning stages of grant implementation, ensuring the close out process is followed by NCDC, ensuring that all programmatic and financial deliverables are submitted on time and have been formally received and acknowledged by the PR.
- Verify that all prior approvals are documented and on file.
- Support the review and approval of asset disposition plans for submission to the PR in time for final disposition directives.
- Ensure the same preparation for any subcontracts issued under the contract.
- Conduct periodic compliance and programmatic reviews and closeouts trainings in coordination with the HR, Finance, and grants units through mini workshops, sharing of best practices through webinars, and/or linking NCDC GF team.
- Following organizational guidelines and procedures developed by the Grant Management Unit, evaluate in-country risk and design relevant training plans related to both NCDC and PR subcontractor knowledge.
- Develop clear guidance, tools, templates, and processes for project team members on the requirements for PR and GF approval requests and other contractual requirements and documentation.
- Provide training and continual refresher training on guidance, tools, and processes as well as PR and GF contractual requirements and documentation. Ensure all materials are readily accessible through the grant’s knowledge management unit.
- Serve as a quality control and assurance officer for guidance and outputs to ensure consistently high standards.
- Train grant staff on GF policy, processes, and contractual requirements, required documentation and completion of approval request and waiver packages as needed including through one-on-one mentoring, small group trainings, corporate training programs, and information dissemination.
- Perform other duties and responsibilities as required.
- Required Languages – English fluency required.
- Travel – must be willing and able to travel up to 10%
- Mater degree in Business Administration, Accounting, Finance, Auditing or related field is required.
- At least 7 years or related experience. Equivalent combination of related education and experience may be substituted.
- At least 5 years of experience related to compliance oversight and management.
- At least 1 year of supervisory experience preferred
Certification as a certified Public Accountant, Chartered Accountant, Certified Internal Auditor or equivalent is desirable.
- A minimum of 5 years of progressive responsible experience in financial compliance, audit, internal audit, risk management at the national or international level is required and with a master’s degree;
- Experience with audits of development aid programme or the projects funded by international donors and institutions is desirable;
- Demonstrated experience performing operations reviews and analyses of budget vs actual expenditures is required;
- Demonstrated experience interacting with senior management and leadership in localizing corporate governance and compliance practices;
- Strong overall management acumen and ability to align governance, risk and localization requirements with the realities of the organization’s work environment;
- Knowledge of the Global Fund policies and guidelines is a plus;
- Prior work history adhering to GF policy, processes and procurement processes;
- Ability to write well with attention to detail in order to compose reports, presentations, and emails in an organized, logical, and concise manner, conveying complex compliance requirements and explaining nuances;
- Experience responding to audit inquiries, working closely with external parties to ensure a high degree of compliance;
- Demonstrated project management and organizational skills – especially with time-sensitive work;
- Strong people-focused emotional intelligence, understanding perspectives of internal clients, while maintaining balance of mitigating risk for NCDC;
- Ability to collaborate and participate in teams with a can-do, positive attitude;
- Stellar communication skills and an ability to develop strong partnerships, especially in a diverse, global environment;
- Ability to think logically and analytically, rapidly assess diverse information, and draw make sound judgements;
- Excellent organizational, systems thinking, time management, prioritization skills, and attention to detail are required.
Application Closing Date
Method of Application
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