Grants and Compliance Manager at Malaria Consortium

Job purpose

As the Grants and Compliance Manager at MC, the position holder will hold a pivotal role in the oversight and management of grant processes. His/her primary objective is to ensure strict adherence to donor regulations under (including SARMAAN-2, Global Fund, BMGF, etc.), compliance with MC policies and procedures, and the efficient management of grant funds. This role encompasses comprehensive grant management, vigilant monitoring of compliance with donor requirements, and the strategic implementation of measures to minimize risks while maximizing the impact of grant-funded programs. The holder’s responsibilities include recommending corrective actions to enhance overall operations, refine implementation quality (including technical aspects), strengthen internal controls, and identify opportunities for cost reduction. He/she will actively identify and evaluate risks, provide advice on anticipated risks, and propose feasible mitigation actions.

Scope of work

The Grants and Compliance Manager holds the responsibility of ensuring compliance with MC and various donors' regulations (including SARMAAN-2, Global Fund, FCDO, BMGF, Give Well philanthropic funds, World Bank etc.) as well as internal processes and procedures. This role extends beyond overseeing internal compliance; it involves managing risks related to country office projects both internally and externally, ensuring that partners are also actively engaged in identifying and managing risks. The primary objective is to conduct a comprehensive compliance check, providing quality assurance to support management in adopting realistic solutions that address the root causes of major identified risks.

Key working relationships

The Grants and Compliance Manager will report directly to the Programmes Compliance Manager. In this role, close collaboration is essential with the Senior Management Team, including the Country Finance Manager, Finance Managers, Country Operations Manager, Country HR Manager, the Senior Compliance Officer, the Documentalist and Data Protection Manager and the Programme Managers. Regular interactions will focus on ensuring full compliance with MC and project policies and procedures within their respective thematic areas (Technical, Finance, Operations, HR, & Programmes). He/She will actively engage with donors of current MC Programs especially BMGF funded SARMAAN-2(REACH project), aiming to understand and align with donor rules and regulations.

Key accountabilities

Grant Management (60%)

• Oversee the end-to-end grant management process, from implementation to closeout.
• Ensure sub-awards are managed per Malaria Consortiums’ Sub-Award Manual.
• Participate in the design of new initiatives that require partnership strategies and manage the relationships with prospective partners.
• Administer competitive processes per the sub-award management policy that clearly defines and communicates steps for selecting, negotiating, and awarding sub-awards.
• Responsible for the review of sub-award applicants’ budgets and budget narratives for completeness, reasonable cost, and compliance with budget requirements.
• Responsible for pre-award financial review and other due diligence before grant award using the Subaward Assessment Tool (SAT).
• Coordinate with Program Managers and other stakeholders to ensure timely submission of high-quality grant reports.
• Maintain a comprehensive understanding of donor guidelines, rules, and regulations.
• Develop and implement systems for tracking grant deliverables, deadlines, and compliance requirements.
• Collaborate with program teams to develop realistic budgets aligned with project goals and donor guidelines.
• Conduct regular reviews of grant budgets, ensuring alignment with program activities and organizational financial policies.
• Monitor grant expenditures and ensure accurate financial reporting.
• In cooperation with finance and program, ensures that project partners have the necessary cash flow to implement activities and that requests for funds are processed in an accurate and timely manner.
• Establish a system for grant monitoring through the project life cycle.
• Document the processes by which organizations are selected for sub-awards and notify applicants and other stakeholders of awards granted.
• Refine organizational development tools and recommend best approaches for partner capacity development based on existing organizational knowledge and experience.
• Support the development and review of finance and other  management systems and tools.
• Draft sub-award pre-teaming agreement, sub-award agreement and modifications on a need basis.
• Responsible for sub-award close-outs, including ensuring that all requirements of the sub-award agreement have been met and that sub-award funds have been properly settled.
• Conduct periodic reviews of subawards using the Subawards Review Tool (SRT) of the Malaria Consortium.

Compliance Oversight (25%)

• Working with the compliance function, conduct regular compliance assessments to ensure adherence to donor regulations and organizational policies.
• Collaborate with the function (finance, operations, technical, HR and programs) teams to ensure compliance with grants requirements.
• Develop and implement compliance monitoring tools and processes.
• Follow up on all sub-award compliance issues, audits and document resolutions.
• Ensure that sub-awards are executed in alignment with the prime award of the donor agreement and malaria consortium’s sub-award management manual, staying abreast of changes in the regulatory environment related to donor/grant compliance.
• Review procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met.
• Provide regular compliance guidance and consultations to sub-recipients on a demand-driven basis.
• Provide guidance and training to staff on donor compliance and reporting requirements.
• Stay informed about changes in donor regulations and communicate updates to relevant stakeholders.
• Work closely with Program Managers to address and resolve compliance issues promptly.

Risk Management (10%)

• Identify potential risks associated with grant implementation and compliance.
• Develop and implement risk mitigation strategies in collaboration with program and finance teams.
• Proactively address emerging issues that may impact grant compliance and performance.
• Identify and communicate compliance risks associated with program implementation.
• Work with program teams to ensure that program activities are designed to be compliant, while facilitating the achievement of the program objectives.

Capacity Building and Training: (5%)

• Develop and deliver training sessions on grant management and compliance for staff involved in grant activities.
• Develop and conduct sub-recipient financial and compliance training workshops.
• Support peer-to-peer knowledge sharing and peer mentorship opportunities, including field site visits and learning events.
• Foster a culture of compliance awareness and understanding within the organization.
• Provide ongoing support and guidance to staff to enhance their capacity in grant management.

Person specification

Qualifications and experience:

Essential

• Bachelor's degree in a relevant field (Business Administration, International Development, Finance, etc.).
• Minimum of 5 years of experience in grants management within the NGO sector.
• Strong understanding of donor rules and regulations, particularly with government agencies, foundations, and international organizations.
• Relevant professional qualification such as ACA, ACCA etc

Desirable

• Knowledge of the NGO sector
• Experience of working in an international context
• Knowledge of BMGF funding rules and regulation including the financial and technical reporting requirements
• Certification in Governance Risk & Compliance preferred.

Work-based skills:

Essential

• Experience working in a compliance environment
• Excellent computer skills with high proficiency in Microsoft Excel
• A proven ability to work independently and prioritise and manage your workload to complete assessments and deliver timely reports
• Strong analytical and problem-solving skills with a readiness to take initiative to resolve issues
• An ability to work with management to identify the root cause of issues
• Attention to detail to deliver accurate and credible results and objective assurance
• Good interpersonal skills with a persuasive, diplomatic and confident manner while also demonstrating the tenacity to effectively challenge management. An ability to build effective working relationships and provide advice at all levels
• Fluent English with effective communication and listening skills. The ability to prepare and deliver impactful oral and written reports
• Proven track record of integrity
• Committed to the organisational mission and values

Desirable

• Working knowledge of accounting software
• Confident being a role model for others
• Willing to travel to the field at short notice
• Team player