Grant and Compliance Manager - Tshikapa, Kasai Province, DRC

Tags: finance English translation Environment
  • Added Date: Tuesday, 28 November 2023
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The Program / Department Summary

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of around 400 people working in Eastern DRC, with the overall country goal being to support vulnerable communities through crises, while fostering programs that build resilience and promote long-term change. Mercy Corpsโ€™ national office is in Goma with sub-field offices in North Kivu, South Kivu and Ituri. Mercy Corps DRCโ€™s key programming areas include a combination of longer-term development and immediate humanitarian response programs to 1) Improve water service delivery and ensuring equitable access to Water, Sanitation and Hygiene services, in urban and rural areas; 2) Improve food security and nutrition; 3) Promote diversified livelihoods, economic recovery and development; 4) Support peacebuilding and local governance. Mercy Corps DRCโ€™s humanitarian programs aim specifically to assist populations affected by the conflict and crisis in Eastern Congo.

In September of 2023, Mercy Corps signed an agreement with the Bureau for Humanitarian Assistance (BHA-USAID) for the implementation of the Graduating to sustainable Agriculture, Income, Nutrition, and food Security (GAINS) Program. The overarching goal of this 5-year Resilience Food Security Activity (FRSA), with a start date of October 1st, 2023, and an end date of September 30, 2028, is: Food, nutrition and economic security is sustainably improved among vulnerable households.

Mercy Corps is seeking a Grant and Compliance Manager to make sure the allocation is aligned with the Activity goals, grant manual, timeline, targeted participants and USAID regulations and that reports offer qualitative explanation of the programโ€™s progress, impact, challenges faced, success stories, and lessons learned.

The Position

The Grant and Compliance Manager plays a pivotal role in the management and oversight of our BHA-funded program, being responsible for the comprehensive administration of the grant and for reporting, ensuring strict adherence to BHA and Mercy Corps guidelines, regulations, and compliance standards throughout the grant lifecycle.

The Grant and Compliance Manager, part of the GAINS Program and Quality (PaQ) Unit, will work under the supervision of the Program Performance Director and in close collaboration with the Local Partnership Manager to (1) ensure financial management and compliance to ensure that financial resources are used efficiently and effectively and to (2) ensure high quality and timely reporting to BHA or as per Mercy Corps procedures including, but not limited to, bi-weekly program updates, monthly sector reviews, and quarterly, annual, and final program reports.

The Grant and Compliance Manager will also be responsible for collating and updating the program tools that will align with Mercy Corpsโ€™ program management minimum standards (PM@MC) including program filing, program documentation and program performance.

Essential Responsibilities

GRANT MANAGEMENT

  • Ensure GAINS has sufficient systems in place to meet program management standards and comply with donor regulations and good practices, including a dashboard for reporting.
  • Provide ongoing capacity-strengthening to program teams, MEL team and local partners in grant management, as needed.
  • Work with the Local Partnerships Manager to ensure that partnership documents such as subgrant agreements, MoUs, required supporting documentation for partner related activities are in line with Mercy Corps compliance requirements and are properly archived.
  • When requested by the Local Partnership Manager, liaise with local partners as well as sub-grantees to verify their systems and that they understand and follow all appropriate procedures.
  • Provide additional technical assistance to partners as necessary to maintain grant compliance standards.

    REPORTING

    • Lead the coordination, review, approval and submission of Program and MEL reports in adherence to the grant agreement and timelines. Create and maintain effective systems ensuring timely and informative reporting. Ensure FR-ENG / ENG-FR translation of key document, including reports, as needed.
    • Oversee the development of quality narrative reports, reflecting the progress and status of the program in a transparent, timely and professional manner, in liaison with program managers, the Program Performance Director and finance, which will contribute ultimately to steady cash inflow.
    • Liaise with the finance and operations teams when preparing reports, esp. with finance to ensure greater coherence between financial and narrative reports by cross checking the matching of data in the narrative and financial reports.
    • Work in close relation with the MEL team to incorporate MEL data (incl. data on outputs, outcomes and impact indicators, lessons learnt and best practices) in reports.
    • Contribute to the design and drafting of communications material (annual report, social media, talking points, program updates, newsletters, success stories, etc).
    • Provide capacity strengthening of program staff for reporting, to support developing high quality communication and reporting products.
    • Work closely and in coordination with Mercy Corps offices in the US and in the Africa region, establishing a strong working relationship with HQ program officers to support the program implementation.
    • Ensure program information shared with stakeholders is presented in languages, formats, and media that are appropriate for, accessible to, and can be understood by target population.

      PROGRAM MANAGEMENT

      • Organize with GAINS Finance Manager and coordinate monthly โ€œBudget versus Actualsโ€ (BVA) to review spendings and projections with COP, DCOP, Purpose Leads and other partnersโ€™ leadership teams.
      • Work with Program Managers and Program Performance Director to maintain effective systems ensuring timely and informative reporting in line with donor and Mercy Corps policies and procedures.
      • Collect and organize key project management tools and documents and manage grant administration, including overseeing electronic filing systems for key program documents (donor agreements, proposals, approved budget, work plans, etc.) ensuring it meets PM@MC standards and sending reminders when needed.
      • Ensure compliance with donor regulations and inform program staff of key compliance requirements for program implementation.

        DONOR REQUESTS COORDINATION

        • Draft and review program updates and respond to information requests for donors and other key stakeholders.
        • Organize and conduct site-visits to the program sites and host visitors and donors, as needed.
        • Act as day-to-day representative of Mercy Corps to organizations as requested by the Program Performance Director including attending key internal and external meetings.

          Supervisory Responsibility

          None.

          Accountability

          Reports Directly To: Program Performance Director

          Works Directly With: DCOP, Technical Leads, M&E and Learning teams, HQ Technical Support Unit, Local Partnership Manager

          Accountability to Participants and Stakeholders

          Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

          Minimum Qualifications & Transferable Skills

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