Brief Background of CHAK and UJTP
Christian Health Association of Kenya (CHAK) is a leading national Faith Based Organization (FBO) of Protestant churches’ health facilities and programmes in Kenya established in 1946, with a goal of promoting access to quality health care for all. CHAK Kenya is seeking for a Director, Grants and Compliance, for the USAID-Funded Jamii Tekelezi Project (UJTP), which support HIV prevention, Care, and treatment, OVC and health Systems strengthening in the counties of Meru, Tharaka Nithi, Embu and Nyandarua. The UJTP is a five (5) year project what just started its Fourth year of implementation.
Director grants and compliance reports to the Chief of Party and is a senior, Key position essential for the performance of the program. The position holder shall be a member of the senior project management team with the responsibility for the oversight of the Grants and Compliance function in accordance with the USAID and CHAK internal policies and regulations, and the Laws of Kenya.
Key Roles and 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 of the plan within the stipulated timelines
- 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 attenuate/ameliorate program and fiscal risks in conformity and compliance with CHAK and USAID/USG policies, Standards, and the applicable rules and regulation.
- 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 assessment.
- 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 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; human resources for health staffing; budgeting; travel and advances.
- 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 and confidentiality.
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/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.
Required skills and Qualifications
- First Degree in fields such as Bachelor of Commerce (Accounting or Finance Options)
- Certified Public Accountant (CPA-K) or ACCA or any internationally recognized accounting qualifications
- Master’s degree in business administration, Project Management, Economics or Development Studies
- Partial certifications in legal or Fraud or risk management fields will be an added Advantage e.g., Certified Public Secretaries (CPS-K) or Certified Fraud Examiners (CFE) or Certified Risk Managers (CRM).
- 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), USAID Acquisition Regulations (AIDAR) and USG Code of Federal Regulations (CFR)
- Outstanding communication skills including interpersonal communications, problem solving, strong writing skills and fluency in English.
- Excellent organizational, planning, problem solving and analytical skills.
- Political savviness to be able to engage external stakeholders, including donors, government officials and staff in various engagements.
- Advanced Knowledge of Excel, Word, Outlook, Business World, Salesforce, and other Microsoft Office products highly desirable.
Key Competencies required
- Partnership
- Accountability
- Stewardship
- Integrity
- Communication
How to apply
Qualified and interested candidates are advised to send their CV and application letter briefly describing their motivation for the position and highlight relevant experience to The General Secretary, CHAK on or before 31st July 2024. Only qualified shortlisted candidates will be contacted for interview. Applicants must quote the Position on application Subject.
Applications should be submitted through CHAK online job application system using the following link https://recruitment.chak.kinetics.services/ and in case of any difficulties the alternative is to submit applications and CV through the following Email: hr@chak.or.ke. You can also visit www.chak.or.ke careers section to apply.
*Disclaimer: CHAK does not charge money nor engage an agent at any point of the recruitment process**
NB: By applying for this position, I hereby consent CHAK to collect, store and process my information. I understand that I may withdraw my consent by withdrawing my application.