Fresh Openings at Refugee Consortium of Kenya

KEY RESPONSIBILITIES:
Grant Management and Compliance:

• Ensure grants or contracts are well administered and that all teams are fully informed of relevant donor compliance regulations.
• Ensure donor contractual documents, reports, and key correspondences are consistently and frequently filed.
• Maintain a broad and deep understanding of relevant donor policies, regulations, and procedures.
• Proactively identify compliance risks throughout the portfolio and advise programs, support teams, and senior management on necessary actions.
• Collaborate with financial analysis, planning, and program teams to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance, and reporting management processes.

Budget Management:

• Ensure compliance with approved program/project budgets and spending policies, and initiate improved policies and systems regarding spending guidelines, cost allocation, and annual planning.
• Monitor budget expenditure and flag out any overruns and under expenditure.
• Ensures grants and contract budgets are aligned with institutional budgets and forecasts.

Process Review:

• Check and Review organizations payments to ensure that they comply with donor requirements and organizations policies and procedures.
• Regularly assess the efficiency of control systems and recommend effective improvements.
• Monitor systems to track control effectiveness, compliance and policy breaches

Reporting:

• Manage all external reporting to ensure timely delivery of high-quality reports which meet donor and RCK requirements, coordinating closely with program and finance staff
• Ensure quality information management related to reporting by overseeing the regular maintenance of grant files and updated reporting forms and tools.
• Working closely with the finance team, assist program technical leads and operations staff with understanding the reporting and other compliance requirements on their grants.

Sub-award management and Administration:

• Development, maintenance, and updates to the Grant and Contracts manual, tools, templates, policies, SOPs, and guidance documents for sub-award management and administration
• Oversee sub-award due diligence and monitoring procedures to ensure donor compliance in line with RCK internal policies and donor regulations.
• Reviews sub-award modifications and provide expert advice to Program/Project staff on sub-award-related matters.
• Collaborate with Program/Project staff on sub-recipient/subcontract monitoring of deliverables, invoices, compliance with regulations, as well as terms and conditions.
• Advises program/project staff on matters related to preparation, administration, and closeout of grants and sub-awards.
• Oversees maintenance and timeline updates to the program sub-award tracker and regulatory reporting requirements.
• Participate in the assessment and induction of new partners/sub-awardees.
• Facilitate partner/sub-awardee institutional capacity strengthening plans to ensure effective, efficient implementation of projects.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree in business management, Finance, Accounting, or a related field with at least 4 years of relevant work. Accounting professional i.e.
• At least 4 years of relevant experience in a related field;
• Experience of donor relations and grants management (e.g., with institutional humanitarian and development donors);
• Good understanding of donor rules and regulations;
• Good communication and interpersonal skills;
• Proven skills and experience in report and proposal development and working with multiple donors;
• Grants management experience within NGOs.

To submit your application, send a cover letter along with a detailed Curriculum Vitae indicating expected salary, 3 professional referees including your last supervisor and their email contacts. Send your application to:

The Recruitment Committee,
Subject Line: “Application for Compliance Officer”
“Email: careers@rckkenya.org” by COB Friday 10th August 2023

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OBJECTIVES

The main objective of the consultancy is to develop RCK’s general sub-granting policies, procedures and processes. Specifically, it will-

1. Review the current RCK financial systems in view of managing large funds including sub-granting to other organizations.
2. Develop sub-grantee management systems in line with the RCK financial management. The sub-grantee management system shall include;
3. Process of soliciting sub-grantee that ensure that due diligence is carried out
4. Sub-grantee engagement and contracting
5. Sub-grantee reporting and monitoring
6. Sub-grantee close out and project evaluations.
7. Integrate sub-grantee management into the organizational Office Dynamics ERP system.
8. Train staff on the developed sub-grantee systems

SCOPE OF THE CONSULTANCY

The operational scope of this consultancy service will include:

1. A scoping study of best practices in sub-grantee management
2. Interview RCK staff and partners including auditors on areas that need to be improved in finance management with respect to sub-granting
3. In close collaboration with RCK’s IT department and consultants, incorporate sub-granting management in the ERP system
4. Develop draft sub-grantee manual for management to review
5. Submit final sub-grantee manual

DESCRIPTION OF TASKS

The process will be led by an independent consultancy firm or individual consultant(s) skilled in the field of finance management for large multi-grants with provision for sub-granting. The consultant will be guided by RCK Finance and Administration Officer, Executive Director with support from staff and RCK Board of Directors.

EXPECTED DELIVARABLES

The shortlisted consultant(s) is therefore expected to provide the following deliverables:

Deliverable 1: Summary of interpretation of the TOR and work plan.
Deliverable 2: A succinct RCK organizational sub-granting policy together with a general sub-granting Agreement template. Both the policy and Agreement template MUST demonstrate the key principles of sub-granting including transparency, equal treatment, co-financing (where applicable) and non-retroactivity.
Deliverable 3: Capacity-build RCK relevant staff on the newly developed sub-granting manual
Deliverable 4: Integrate sub-granting components into RCK’s ERP system

CONSULTANCY TIME FRAME

The consultancy is expected to start on 17th August 2023. Final documents are expected to be delivered to RCK by 6th October 2023.

REQUIREMENTS OF THE CONSULTANCY

1. A registered firm with citable experience in delivering similar work for not less than 3 years.
2. Registered firm with the required set skills for the assignment.
3. Knowledge of IKEA Foundation and RCK operations and environment and Office Dynamics Business Central ERP will be an added advantage.

Interested candidates should submit a concept note regarding this consultancy which should include the following:

1. Description of company/organization/personal profile.
2. Previous relevant experience – listing previous work relating to manuals and standard operating procedures. Attach 3 copies of similar work done/ contracts/ LPOs.
3. CVs of person(s) to carry out the assignment and their contact details. The staff should members of the relevant professional body.
4. Current contact details of three referees. Preferably, referees who can attest to previous manuals developed.
5. Proposed methodology and proposed consultancy work plans.
6. Proposed cumulative consultancy fee.

ROLE OF RCK

To facilitate the consultancy work, RCK will:

• Prepare a consultancy contract with the consultant.
• Make financial consultancy payments directly to the consultant(s) in accordance with the contract.
• Inform, and mobilize its Finance and Admin Officer, Executive Director, staff and key stakeholders to participate in the various stages of this exercise.
• Provide all relevant background documents or reference materials including, current manuals and working partner policies etc. to assist in the implementation of the consultancy assignment.
• Organize internal validation meetings of the review exercise and other meetings as agreed upon with the Consultant.
• Organize travel logistics (where necessary) for the Consultant to its beneficiaries and stakeholders

Interested consultants are expected to submit two sets of proposals, one Technical and another Financial, clearly marked as such, and sent to: tenders@rckkenya.org on or before 8th August 2023.