Director- Grants and Compliance, USAID Jamii Tekelezi Program (UJTP) at Christian Health Association of Kenya (CHAK)

Job Responsibilities

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. 
• Reviews Jamii Tekelezi Program transactions and operations including grants, procurement, Finance, IT, HR to determine the risk level and puts in place and supports the program to attend ameliorate program and fiscal risks in conformity /compliance. 
• Work with the program teams to ensure compliance with any other donor requirements 
• 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. 
• Providing expert advice on all the applicable of US Government rules and regulations and support the establishment of a strong compliance systems. 

Sub Grants Management. 

• Lead in Pre-award assessments/due diligence checks for potential partners onboarding, including NUPAS assessments and recommendations thereof and track and monitor the Organizational Capacity Action Plan implementation developed out of the NUPAS  
• Induct and guide sub grantees on USAID rules and regulations and other compliance related matters. 
• Review monthly financial reports from the sub-grantees for compliance, accuracy and completeness and approve the same for admission by CHAK. 
• 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. 
• 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 the 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 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. 
• 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 
• Lead compliance visits to the Sub Awardees including monitoring of spends in line with standard cost-allowability procedures 

Internal Control function 

• 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;  
• Give guidance on compliance with Human Resource policies and labor laws in deployment of Human Resources for health and short-term hires or casual laborers 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. 

Reporting and Communication 

• Prepare concise reports detailing finding, risk and recommendations for internal audit assignments and compliance reviews and offer appropriate management comments and recommendation. 
• 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 
• Support Institutional learning, capacity building and strengthening risk management and compliance 
• Offer expertise on programmatic, fiscal, and regulatory 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 or updates. 
• Periodically, carry out sensitization session on compliance to prime award requirements and summarize key mandatory 

Risk Management 

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

Job Requirements

• First Degree in fields such as Bachelor of Commerce (Accounting or Finance Options)
• Master’s degree in Business Administration, Project Management, Economics or Development Studies
• Certified Public Accountant (CPA-K) or ACCA or any internationally recognized accounting qualifications
• Partial Certifications in Legal or Fraud /Risk Management field wil be an added advantage- Certified Public Secretaries or Certified Fraud Examiners or Certified Risk Managers
• Prior work experience with USAID Award Instruments (Grants, Cooperative Agreements and Contracts)
• Demonstrated ability to apply and implement Federal Contracting systems, regulations, contract terms and conditions, and processes.
• Demonstrated ability to draft supporting sub-contracts including IDIQ, Cost Reimbursement, Fixed Price in compliance with FAR, AIDAR, 2 CFR, 22 CFR 228.
• Minimum seven (7) years of experience with demonstrable 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), Acquisition Regulations (AIDAR) and USG Code of Federal Regulations (CFR)

Mandatory Documents

• Relevant professional certificates
• Cover Letter
• Curriculum Vitae