Grant and Contract Compliance Specialist

3 months ago

Jakarta, Indonesia World Vision International Full time

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories

Key Responsibilities:

- Post
- Award Grant & Contract Management
- Prepare various post-award specific approval/deviation/ waiver requests for Grant & Contract Acquisition Head’s and Chief of Party 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 - RDC Department.

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.
- Facilitate in the practice of spiritual discernment and prayer.

Required Professional Experience
- 3 years of experience in USAID / EU / AUSAid contract and financial assistance award administration with one or more major contractors and/or NGOs.
- Had working experience in TD, Advocacy, HEA program

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 skill, both written and verbal, and relationship building.
- Good knowledge in

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