INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
Terms of reference
Job Title: Grants Control and Compliance Officer
Code: SR-00-1592
Duty station: Rome HQ with regular visits in the country and field offices
Starting date: 01/11/2020
Contract duration: 12 months
Reporting to: Head of Grants Control and Compliance Unit
General purpose of the position
S/he contributes to ensure high quality and on-going compliance with regards to adherence to Strategic donor’s guidelines according to Grants Control and Compliance Unit action plan.
The Grants Control and Compliance officer is responsible for reviewing and submitting all proposal and reports related to strategic donor’s awards, for communicating with donor field offices and donor HQ’s technical officers.
S/He is required to be a point of contact for donor field offices and agreement officer representatives for the identified donor.
Main responsibilities and tasks
COMPLIANCE
- Provide, with study and analysis, support and expertise on strategic donors identified each year according to the Unit Action Plan, with the aim to contribute to INTERSOS compliance and accountability.
- Ensure day to day support and continued monitoring to the USAID/BPRM project management, acting as the primary point of contact and resource for USAID/BPRM related issues.
- Work in coordination with technical experts, operation and finance team to develop, write and submit proposal narratives and budgets.
- Responsible for the complete and accurate follow up with OFDA/BPRM requests (support on proposal development and negotiation, Pre-award phase, award start-up, award provisions, award close-out, post-award requirements, etc.) as well as timely and proper feedback to projects management requests for clarifications.
- Manage the access to the donor’s portal at proposal, implementation and reporting stage.
- Review and summarize the donor awards, memorandums of understanding, sub agreements, contracts, and donor request letters.
- Facilitate USAID/BPRM audit (Annual Recipient Contracted Audit) in coordination with other departments.
- Provide support and follow up of the USAID/BPRM-NGO meetings in preparing answers, notes, reports and surveys on donors procedures.
- Provide support, in development and adopting new management tools in order to be compliant with USAID and BPRM requirements.
REPORTING
- Verify before submission that OFDA/BPRM financial and programme reports, adhere to donor standards and requirements in terms of forms, templates and coherence;
- Provide internal reports for the Head of Unit/Secretary General on quality of reporting to donors.
- S/He is required to submit all financial, programmatic and other reports set forth in OFDA and BPRM portals: Award Results Tracking (ART) website (https://art.ofda.gov), BPRM: https://mygrants.service-now.com/grants), www.grants.gov and https://pms.psc.gov.
TRAINING AND INDUCTION
- Support in drafting memos and other guidance documents related to USAID/BPRM new guidelines and new requirements.
- Collaborate with Human Resources Dep. in ensuring that relevant staff of all departments are informed of OFDA/BPRM requirements.
- Support in providing new hires recruited under projects funded by USAID/BPRM with on boarding and induction sessions. S/he prepares grant regulation briefs and donor profiles and adjusts as necessary.
- Conduct regular visits to field offices and project sites with the purpose of developing staff and providing guidance and technical advice on OFDA/BPRM new policies and guidelines.
- Prepare briefs of donor regulation and provide it on the field to the other stakeholders.
Required profile and experience
Education
· Bachelor’s Degree
Professional Experience
- Minimum 3 years relevant working experience in humanitarian sector with NGOs
- Prior experience in working in grant management and compliance management, as Project or Grant Manager
- Experience with remote work and in giving remote support to staff based in the field
- Experience with monitoring and accountability tools and systems.
Professional Requirements
- Ability to deliver on reporting requirements related to this position.
- Attention to detail and structured way of approaching tasks
- Good knowledge of MS Office (Word, Excel, Outlook, powerpoint).
- Readiness to commit and adhere to the values, mission and vision of INTERSOS
- Experience with donor regulations and in ensuring that project implementation is in accordance with donor regulations; preference will be given to candidate with solid experience with BPRM/USAID or/and European Commission or other relevant institutional donor (GAC, SIDA, DFID)
- Be familiar with donor portals and project cycle management through portals.
Languages
- High level skills in written standard English and ability to transform documents and reports;
- Fluency in Italian
- Fluency in French and Spanish will be considered an asset
Personal Requirements
- Strong team spirit, comfortable in a multi-cultural environment
- Excellent analytical skills, observation and analysis capacity
- Attention to detail and structured way of approaching tasks
- Ability to plan ahead and output oriented
- Able to ensure quick quality delivery in stressful environment
- Ability to adhere to deadlines and respect line management
- Availability to frequent field visit