DIRECTOR- GRANTS AND COMPLIANCE, USAID JAMII TEKELEZI PROGRAM (UJTP)

Christian Health Association of Kenya (CHAK)is a leading national Faith Based Organization (FBO) of Protestant churches’ health facilities and programmes from all over Kenya. Established in 1946, with a goal of promoting access to quality health care. CHAK in Kenya is looking to recruit a Director, Grants and Compliance. This is a Senior Position forming part of Core Project Management Team while providing end to end oversight for entire portfolio of Grants and Compliance for a 5 -year USAID funded program covering the counties of Embu, Meru, Tharaka Nithi and Nyandarua.

Key Roles and Responsibilities

1. Compliance Oversight Functions.

• Works with the Chief of Party (COP) and CHAK Management Team to develop a targeted, risk-based, and coherent annual compliance review plan, disseminates the plan to management and core operations teams and ensures strict adherence/implementation of the plan within the stipulated timelines
• Reviews various areas of Jamii Tekelezi Program transactions and operations including grants, procurement, Finance, IT, HR as determined by the risk assessment and for conformity and compliance with policies, US Government Auditing Standards and USAID rules and regulations generally accepted accounting principles, as applicable.
• Work with the program teams to ensure compliance with any other donor requirements e.g. Family Planning compliance, Environment compliance and reporting requirements.
• Participate in co-creation of joint county and JTP workplans and Country Operating Plans (COP) budgets
• Support Finance Team in annual COP Expenditure Reporting (ER) in line with PEPFAR guidelines
• Work with Management Team and program team to draft and prepare official correspondence on USAID donor requests for approvals.
• Provide expert advice and timely guidance/analysis on USAID rules and regulations, applicable various grants, Cooperative agreement clauses, etc.
• Ensures that all audit/compliance findings are tracked and is responsible for monitoring implementation status by the various managers, and will report on implementation status on a regular basis

2. Sub Grants Management.

• Provide oversight to the (Senior) Grants and Compliance Officer in his/her functions
• Induct all sub grantees on USAID rules and regulations and other compliance related matters.
• Carry out periodic spot checks on a sample of sub awards for compliance with sub award agreements, financial reporting, and internal controls and recommend improvements as needed.
• Lead in Pre-award assessments/due diligence checks for potential partners onboarding, including NUPAS assessments and recommendations thereof.
• Coordinate and lead partner meetings to discuss compliance issues surrounding eligibility of costs, de-minimis calculations, cost share requirements etc. and resources on program activities run by sub grants.
• Carry out end of project audits for a sub awards.
• In conjunction with Finance department, participate in the process of external audits and assist with follow-up and closure of audit findings.
• Work with the Grants and Compliance Officer in finalizing the RFA’s, detailed workplans and onboarding process of new Local Implementing Partners
• Work with the COP in seeking the various Agreement Officer’s (AO) approvals for various programmatic requests including Procurement of Equipment’s, Special waiver requests and any special requests that require prior approvals.
• Lead the Grants Selection Process and approve all the necessary documentations for sharing with CHAK Management Team
• Lead the Monitoring of the sub grantees on their implementation and periodically review their compliance status to primes cooperative Agreement expectations.
• Review and develop documentation for seeking approvals for extension or increased funding for all sub grantees where necessary
• Plan for supervision and monitoring of all the sub grants on the compliance issues including management, close out, termination, etc.
• Provide oversight of sub-grant annual performance assessment and reporting
• With the COP and DCOP, reviews the SOW of all the Sub grants at the time of extension or termination of the sub grants.
• Lead compliance visits to the Sub grants, including monitoring of spends in line with standard cost-allowability procedures

3. Internal Control Testing

• Review the adequacy and provide recommendations on the internal control system with regards to procurement; management of supplies and equipment; fixed assets; advances; cash and bank controls; Information technology; participant training; human resources for health staffing; budgeting; travel and advances.
• Give guidance on compliance with Human Resource policies and labor laws in deployment of Human Resources for health and short-term hires or casual laborer’s across program interventions with a view to operate in a risk-mitigated environment.
• Review accounting records for adequacy of documentation, safety and ease of availability.
• Design and implement an appropriate monitoring schedule to verify the accuracy and validity of planned payees and training participants. Conduct spot checks at training courses, meetings and other payment sessions to confirm that the recorded participants agree with the actual numbers among other audit objectives.
• Ascertain accuracy of financial reports submitted by Jamii Tekelezi Program. Periodically review financial reports submitted for accuracy – both internal (management accounts/reports) and external (donor reports & financial statements)
• In conjunction with the Management Teams conduct investigations related to suspected fraud, ensuring timely completion of investigations and proactive status updates with key stakeholders, while maintaining high standards of professionalism and confidentiality

4. Reporting and Communication

• For all internal audit assignments and compliance reviews carried out, prepare concise reports detailing finding, risk and recommendations. Ensure that there are management comments solicited for every condition and recommendation given.
• Carry out follow-up exercises to ensure that all recommendations made during the internal audit exercises are implemented and if necessary organize for training to fill any gaps

5. Support Institutional learning, capacity building and strengthening risk management and compliance

• Serve as an expert on applicable policies, procedures, rules, and regulations
• Develops an effective compliance training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers.
• Organize and conduct regular internal orientations to staff on CHAK policies e.g. fraud policy, whistle blower policy, conflict of Interest and USAID rules and regulations as well as any policy changes/updates.
• Periodically, carry out sensitization session on compliance to prime award requirements and summarize key mandatory

6. Risk Management

• Develop, update and follow up of the risk matrix for an improved control environment and reduce exposure.

To be successful in this role you require:

• Master’s degree in Business Administration (MBA), Masters in Project Management or Masters in Development Studies
• First Degree in fields such as Bachelor of Commerce (Accounting or Finance Options)
• Certified Public Accountant (CPA-K) or ACCA or any internationally recognized Accounting qualifications
• Partial certifications in legal or Fraud or risk management fields will be an added Advantage e.g. Certified Public Secretaries (CPS-K) or Certified Fraud Examiners (CFE) or Certified Risk Managers (CRM)
• Prior work experience with USAID Award Instruments (Grants, Cooperative Agreements and Contracts)
• 7-10 years of experience demonstrating knowledge of nonprofit grants and contracts management practices.
• Demonstrated experience managing USAID or other USG grants in a local or international context including periodical donor reporting mechanisms.
• Previous experience in the design and implementation of USG compliance programs.
• Knowledge of Federal Acquisition Regulations (FAR), USAID Acquisition Regulations (AIDAR) and USG Code of Federal Regulations (CFR)
• Good Training/Facilitation skills
• Excellent written and oral communications skills
• Political savviness to be able to engage external stakeholders, including donors, government officials and staff in various engagements.