Junior Compliance Officer at TB HIV Care

Purpose of the position:

The purpose of the Junior Compliance Officer (JCO) is to assist, coordinate, implement and manage policies and procedures pertaining to the implementation and reporting of grant-funded projects including but not limited to pre-award and post award assessments, review, analysis and reporting on budgets, monthly expenditure, VAT and closeout. The JCO is also responsible for managing the relationship with sub-recipients and community-based organisations (CBO) as well as internal reporting and communication to the finance department.

Minimum Requirements    

• Degree in finance or accounting; or Diploma in finance or compliance together with relevant experience
• Minimum of 2-year experience in similar role
• Experience in funder reporting
• Experience with both local and US federal funding requirements
• Previous exposure within NGO/NPO environment
• Knowledge of federal, state, local Government, and private funders’ statutes, rules, and regulations is advantageous
• Previous exposure to PEPFAR, Global Fund and NDOH rules and regulations
• Proficiency in Microsoft packages

Duties and Responsibilities    
Financial Reporting

• Work directly with the Grants and Compliance Manager to coordinate reporting, audit responses, and other grant-related activities
• Provide direct assistance to the Grants and Compliance Manager in the formulation and implementation of relevant organisational policies and procedures
• Develop and update appropriate templates to assist sub-awardees reporting
• Complete compliance checklist on sub-awardees reporting
• Prepare payment requisitions linked to sub-awardees
• Compile and analyse sub-awardees expenditure on a monthly basis
• Prepare the management pack for sub-awardees on a monthly basis for review
• Prepare and review journal entries linked to sub-awardees
• Ensure reconciliation of sub-awardee theoretical cash reconciliation balance to the underlying accounting system performed on a monthly basis

Budgeting

• Serve as a resource during the annual budget processes including support to ensure the finance system is updated
• Assist with review sub-awardees budgets for compliance
• Initiate and process redirections and prior approvals linked to sub-awardee budgets

Contracts and Grant Management      

• Assist with analysing, interpreting and applying federal, state, local government, and private funders’ statutes, rules, and regulations regarding grant administration and implements related organisational processes
• Serve as a resource for programmatic staff during the project development process focusing on allowable expenditures and the project budget
• Summarise key areas of contracts and grants and updates the deliverables calendar
• Prepare contracts and contract amendments relating to modifications for sub-awardees as required

Compliance Monitoring and Support

• Conduct detailed monthly reviews and audits of sub-awardees progress against contracted requirements and financial documents
• Document and produce reports and letters relating to sub-awardee performances
• Perform site visits and conducts ad hoc verification on sub-awardees
• Provide capacity building and support to sub-awardees as required
• Stay up to date with funder rules and regulations and monitors compliance with the rules
• Initiate and administer the close out process when applicable
• Support the development and maintenance of policies and procedures

Administration

• Ensure compliance with funder requirements regarding disbarred vendors, purchasing regulations, equipment inventory, and closing documents
• Oversee the filing system for retention of manual records as well the electronic filing system on SharePoint
• Ensures that budgets, reports, forecasts or presentations are prepared in the required templates and are quality controlled
• Ensures that rules and regulations are appropriately incorporated into budgets and that adherence is maintained within the organisation
• Perform other duties as assigned

Stakeholder engagement

• Builds and maintains relationships with external stakeholders (funders, auditors, sub-awardees etc.)
• Maintains and builds productive relationships with internal stakeholders

People Management

• Planning, assigning, and directing work, where applicable
• Ensure staff timesheet and leave is managed, where applicable
• Engage in the performance review process and provide performance feedback, where applicable
• Ensure that employees are adequately rewarded and disciplined, where applicable
• Ensure timeous resolution complaints and resolving problems

Skills and Competencies    

• Proficient in Word, PowerPoint, and Excel (formulas, pivots, charts)
• Good understanding of statutory laws of South Africa
• Excellent ability to compile detailed reports
• Must be able to manage sensitive documents and function effectively in a fast-paced environment.
• Good level of written and oral communication skills
• Very good ability to work independently and as a team player
• Good problem-solving, negotiation, and conflict handling skills
• Efficient self-motivated team player and ability to work under pressure and meet deadlines

Closing Date: 12th, May 2022