The Grants Management and Compliance Officer is a member of the grants management and compliance team of the US as well as the global institutional funding teams, and is primarily responsible for compliance and management of grants and contracts awarded to HI from US donors (Department of State, USAID, private Foundations, universities, partner organizations and other private funds). The roles and responsibilities of the Grants Management and Compliance Officer are organized around the three major pillars listed below. This position reports directly to the U.S. Director for Grants Management and Compliance and will collaborate closely with staff in the US, at the HI Federation headquarters in Lyon, France, and globally-based technical and program staff.
Major Areas of Responsibility
Pillar 1: Donor Compliance You are responsible for guaranteeing HI compliance with donor rules and regulations including through increasing internal understanding of donors and grant regulations in your portfolio and supporting donor compliance.
For this, your role includes:
• Gathering, monitoring and communicating on donor rules and regulations (from donors’ website, NGO networks, emails and meetings) including during grant proposal kick-off meetings (narrative and budget)
• Creating training and information content to provide guidance on donor rules and regulations to all relevant HI stakeholders including field offices; organizing training sessions and updating internal platforms.
• Registration of HI on donor’s platforms.
• Ensuring donor rules are manageable for the HI network by defining acceptable standards (as per donors' requirements) in coordination with the advisor on IF compliance; assess non-compliance risks and advising on risk mitigation.
• Liaising with donors to solve compliance issues with adequate problem-solving skills and adequate corrective actions in accordance with donor expectations.
Pillar 2 : Grants Management
You are responsible for monitoring grants from US Government and other US donors in your portfolio. This implies being the bridge between donors and implementing field offices to maintain a healthy relationship and highlight the quality of the results achieved by HI projects teams. Humanity & Inclusion Terms of Reference For this mission, you are responsible for:
• Providing assistance to the Business Development team proposal revision, more specifically to verify proposal compliance and offer advice in light of the Grants Management of Compliance team’s knowledge and past experience with the donor.
• Taking the lead on grant awards/contract signature by coordinating the internal review and approval process; disseminating contract to the relevant field and HQ teams; compiling comments; exchanging with members of the Institutional funding team members; organizing kick off meetings with project teams; preparing the Joint Implementation Agreements with the HI Federation.
• Creating and maintaining grant files; preparing and sharing contract sheets; verifying the Program Control Checklist (PCC); disseminating grant documents; entering data in internal databases and other specific tools, verifying the donor codes in HI’s CRM.
• Monitoring the grant award including liaising with implementing country offices for grant award amendments and modifications (including but not limited to no-cost and cost extensions, reallocation of funds); conducting occasional field visits to monitor project implementation.
• Overseeing the reporting process by reviewing narrative and financial reports; Ensuring budget narratives are conform to budgets; updating the reporting tracker; submitting reports to donor’s and to donor’s platforms in a timely manner; communicating with implementing field offices on deadlines; Monitor proper application of NICRA rates.
• Contributing to the grants closeout process by sharing information on internal and external closeout processes for the donors in your portfolio; updating information in PMS and following other closeout guidelines and processes as required.
• Contributing to audits by updating grant files and providing feedback to audit questions and requests; ensure files are complete and compliant: bank statements, PCC, JIA, reports). Pillar 3 : Institutional Relationships and Collaboration • Building and maintaining a relationship based on trust and transparency with HI’s US donors.
• Developing a strong expertise on HI’s US donors. • Familiarizing yourself with HI’s Mission, Vision and objectives.
• Sharing your experience of grant management and compliance to contribute to HI’s Operations Strategy, Institutional funding workshops and the US NA’s 3-year plan.
• Develop a functional and close work relationship with the HI US Business Development team, the HI US Financial Management team and the HI Federation teams.
• Develop a relationship with HI’s primes and sub-awardees and negotiation of award conditions
• Participate in formal and informal networks.
• Other duties as assigned
HI seeks a thoughtful, detailed-oriented and team-player candidate with exceptional communication skills and demonstrated prior knowledge and experience implementing and/or managing US donor funded projects such as the US Agency for International Development (USAID), the Bureau of Populations, Refugees and Migration Office (PRM), the Office of Weapon Removal and Abatement (WRA) and/or the Bureau for Humanitarian Affairs (BHA).
• Bachelor’s Degree in international development/policy/relations, or a related technical field with 2-5 years of relevant experience or 5+ years of professional experience in management of US Government awards.
• Strong working knowledge of US government foreign assistance funding mechanisms, rules and regulations (2 CFR 200) and US donor policies • Sub-grant management
• Experience implementing US grants in developing countries will be considered as an additional asset • Excellent organizational and analytical skills with high attention to detail
• Respectful of deadlines
• Good interpersonal and cross-cultural skills
• Strong written and oral communication skills, including presentation skills
• Training and internal knowledge building skills • Understanding of the humanitarian and international development context preferred
• French strongly preferred
• Ability and permission to work in the United States or in France
· Five (5) weeks paid vacation; 18 days of paid sick leave per year
· All Federal holidays (except Veterans Day) off. The day after Thanksgiving is also an official HI US holiday
· Health, dental and vision insurance, fully paid for employee and family. Please note that the health insurance policy coverage begins on the first day of the month after hire.
· Short- and long-term disability insurance paid by HI US
· Life insurance paid for by HI US, 1.5 times annual salary to a maximum of $200,000
· Access to a Flexible Spending Account (FSA), a tax advantaged financial account for medical, dependent, and transportation expenses.
· Access to a 403(b) retirement plan administered by TIAA-CREF, with a base discretionary contribution by HI US of $2,400 per year. Employees may also elect to contribute up to the maximum allowable under IRS guidelines and all such contributions will be matched by HI US up to three (3) percent of the employee’s salary. Employees become eligible to participate after 90 days of service.
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