Grant Compliance Officer - The Partnership to Accelerate Stunting Reduction in Indonesia (PASTI) Project - Papua

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WVI - World Vision International

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Application deadline 6 days ago: Wednesday 12 Jun 2024 at 23:59 UTC

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Wahana Visi Indonesia is a Christian humanitarian organization dedicated to work and collaborate to empower the most vulnerable children, family and community through community development, advocacy, and emergency response for sustainable transformation regardless of religion, race, ethnic or gender.

Since 1998, Wahana Visi Indonesia has carried out various community development programs focusing on children. Hundred thousands of children in Indonesia have been benefited from WVI’s accompaniment program. Wahana Visi Indonesia is a trusted partner of World Vision International.

Key Responsibilities:

This position will be responsible for overseeing the compliance of the grant. She/he will ensure that all grant and contract compliance requirements are met, in coordination with project staff in the field and all relevant departments in the National Office.

Post- Award Grant & Contract Management

  • Prepare various post-award specific approval/deviation/ waiver requests for Grant & Contract Acquisition Head’s and Senior Program Manager’s signature.
  • Prepare and disseminate Award At-A-Glance readings for assigned grant & contract awards.
  • Lead the communication and coordination with Support Offices, Donors and Partners regarding progress and delay. Correspond as necessary with donor contracting officers and/or prime contractors regarding compliance of assigned grant & contract awards.
  • Ensure grant & contract documents are submitted on time and meet minimum quality standards (being accurate, comprehensive and credible).
  • Coordinate preparation and timely submission of narrative/ technical and financial reports and analysis for all assigned grant & contract portfolio.
  • Monitor deliverables against agreed measures and indicators, track implementation and completion of activities, outputs and deliverables, monitor outcome level results reached.
  • Monitor monthly spending against budget and compliance including cost estimates, allowable costs and cost sharing.
  • Participate in team/project meetings as required for assigned portfolio of awards. Report on award deliverables in meetings. Ensure a strong understanding of what issues need to be escalated. Facilitate a strong communication flow from the field to the management, and vice versa, regarding problems and solutions.
  • Monitors sub-contractors/sub-awardees for deliverables, invoices, compliance with regulations, as well as terms and conditions.

Grant & Contract Compliance

  • Act as focal point for all major compliance matters related to assigned grant & contract portfolio.
  • Advise all internal stakeholders of any changes made to donor compliance regulations in a timely and user-friendly manner. Assess impact the changes on assigned grant & contract portfolio.
  • Provide donor compliance training and advice to relevant internal stakeholders to improve their understanding of the terms and conditions of the assigned grant & contract portfolio, and ensure delivery with minimized compliance risk.
  • Assess current policies/systems/processes/tools against donor compliance requirement. Coordinate relevant internal stakeholders to update/develop policies/ systems/processes/tools to support grant & contract readiness and compliance.
  • Set up project systems and tools to monitor compliance with award terms and conditions.
  • Develop/review and oversee standard terms and conditions for sub-award letters, agreements and contracts.
  • Develop/review memoranda of understandings, teaming agreements, sub-agreements, and approval letters.
  • Write up award/agreement/contract modification. Advise management of risk involved and take the lead in disputes concerning contractual issues.
  • Maintain documentation of all assigned grant & contract portfolio in coordination with other departments. Conduct file audits as necessary.

Pre-Award Grant & Contract Management

  • Provide technical assistance to identify compliance requirements and risks associated with new projects.
  • Participate in proposal development meetings and address compliance issues.
  • Review Cost Proposals for Compliance with NICRA, RFP/RFA requirements and Technical Volume.
  • Prepare, clear and execute Teaming Agreements; prepare Procurement/Grant Files for Teaming Partners, verify eligibility, obtain Cost Data, negotiate rates.
  • Provide first review of assigned grant & contract Award documents. Coordinate negotiation and clearance by Grant & Contract Acquisition Head

Networking & Coordination:

  • Learnings with PASTI’s (other provinces) dedicated Grant & Contract Compliance Specialist through their coordination under the Grant & Contract Acquisition Management unit in the National Office.
  • Coordinate with zone and national grant management to ensure coordinated and effective program implementation.
  • Coordinate with Grants – RDC NOs to ensure regular monitoring visits to grant-funded projects
  • Develop robust networks and excellent relationships with stakeholders in support of key program messages to increase understanding and support for WVI’s cause and ministry.
  • Flag and escalate grant implementation risks to Senior Program Manager and Zone Program Manager Indonesia Timur
  • Ensure Finance(s) are maintaining up-to-date grant financial and risk monitoring data

Management & Leadership****:

  • Submit periodical/monthly accomplishment report.
  • Regularly update Orange, Horizon, PBAS and PIH with key documents, according to agreed timeframe and RACI.
  • Updates organizational structure and systems to strengthen acquisition rates as well as accountability to donors.
  • Contribute to the knowledge management of the Grant & Contract Acquisition & Management team
  • Create an enabling and positive team environment where staff are able to develop their talents and grow in their development sector skills, knowledge and professionalism
  • Model a biblical view of leadership
  • Facilitate and lead spiritual nurture activities for team members according to WV core documents.
  • Facilitate effective teamwork, coordination and work planning among coordinators, officers, facilitators, and administrative staff to ensure program implementation as standard.

Required Professional Experience

  • At least 3 years of progressive work experience in proposal development and project management (USAID / EU / DFAT Australia contract and financial assistance award administration with one or more major contractors and/or I/NGOs.).
  • Experienced in data collection and reporting.

Required Education, training, license, registration, and certification

  • Bachelor’s degree in Business, Finance, Economics, Political Science, Law or related field

Preferred Knowledge and Qualifications

  • Excellent communication skills in English, both written and verbal.
  • Strong skills and knowledge of public donor requirements and regulations, particularly contracts.
  • Good knowledge in proposal preparation and program management especially related to USAID, DFAT Australia or EU funded program.
  • Strong working knowledge of donor regulations including RFA, DFID, MCC and World Bank.
  • Ability to work independently and under pressure.
  • Ability to collaborate with others within and outside their team.
  • Goal-oriented with effective time management, priority setting, and planning skills.
  • Ability to coordinate complex activities, meet deadlines, and exercise good judgment.
  • Excellent time management skills and resourcefulness with great attention to detail.
  • Proficiency in MS Office software required (Word, Excel, PowerPoint, Sharepoints...).
  • Excellent communication skills (written and oral) in English.

Applicant Types Accepted:

Local Applicants Only

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