Compliance Manager – Pakachere Institute of Health and Development Communication

Job Description

Pakachere Institute of Health and Development Communication is one of the leading local health and development communication NGO in Malawi. Pakachere exists to empower Malawians, particularly the vulnerable, to choose and sustain healthy behaviours, through service delivery, evidence-based health and development communication, community mobilization, advocacy and networking. Pakachere invites suitably qualified candidates to fill the following position:

Position: Compliance Manager
Reporting to: Executive Director
Project: Local
Key Relationships: Head of Finance Director of Finance & Administration, Chief of Party, Project Leads
Salary: Competitive consummate with experience and professional attainment
Working hours: 40 hours
Contract: Full time, 1 year contract – renewable
Location: Blantyre Head Office
Grade: B2

Job Summary

The Compliance Manager (CM) will provide overall leadership on all donor compliance requirements including management of subgrants. S/he will be responsible for ensuring compliance with USAID and other donor rules and regulations, and legal and regulatory requirements goveming the award. The CM will oversee the overall compliance in the activity implementation from the development of work plans and budgets, reporting, sub granting, and budget administration. The CM will oversee compliance in activity implementation from workplan development, reporting, sub granting, and budget administration as assigned by the Project leads. 5/he will analyze financial reports against donor reporting requirements, tracking grant expenditure monthly and utilize financial and program data for management decisions. S/he will provide management information on key risks, contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance. The incumbent will ensure strict adherence to deadlines and ensure quality standards of reports.

Key Responsibilities

Compliance

• Developing an annual compliance work plan that supports monitoring compliance within the organization’s donor and legal requirements based on a risk prioritization which include partners’ areas of operations and sub-awardees.
• Reviewing the reliability and integrity of the reported data through reviews of automated systems and enforcement of maintenance of complete and authentic documentation – in conformance with available policies and procedures.
• Using the organization’s operating environment, review its policies, donor, and legal compliance (Government Laws and regulations) and providing guidance on policy and other regulatory compliance matters.
• Ensuring that new employees and Management are oriented and are conversant with core values operating ervironment including general compliance aspects with internal communication procedures.
• Advance the idea of implementing all known policies by staff and ensure action is always taken for those violating important policy provisions. Conduct special reviews to identify any faulty or inefficient processes. Initiate change for policies that do not add value as risk mitigation measures.
• Identify compliance weaknesses and areas of actual or potential non-compliance with organization and donor requirements and summarize these in report, containing observations and recommendations for improvement. Support management with Risk Assessment ideas, including identification and mitigating measures, at least once a year for the entire organization and as needed for the projects.
• Monitor the implementation status of compliance recommendations made internally and also recommendations made by external observers as applicable.
• Perform initial investigations into suspected frauds areas in line with established policies of the organization. Lead in gathering details for reporting to the donor.
• Other assignments as assigned by supervisor and Management from time to time.

Sub-grant Management and compliance

• Ensure grants or contracts are well administered and that program and support teams are fully informed of relevant donor compliance regulations and organizations procedures to support on-track, on-time, and on-budget implementation.
• Provide technical support and mentoring to grantees unaccustomed with the complexity and restrictions of USAID funding to build the capacity of grantees to effectively manage their grants; interface with grantees and vendors to ensure grantee understanding and compliance with all Pakachere IHDC and USAID rules and regulations.
• Review all grant/procurement activities for compliance with program policies and USAID regulations.
• Monitor grant activities during their implementation to ensure on-time and high-quality delivery of goods and services; provide continuous assessments of grantee performance against project objectives.
• Support sub-partners on sub grant management and assist in reviewing sub-grants agreements.
• Support sub-partners on sub grant management and assist in reviewing sub grants agreements.
• Involved in developing and embedding best practices to comply with donor financial rules.
• Supporting donor proposal budgeting, analysis of institutional income, donor contract expenditure tracking.
• Monitoring and providing management information on key risks.
• Contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance.
• Coordinate regular grant monitoring, using appropriate grant management tools and through facilitation and support of regular and timely Grant Review, Opening, and Closing Meetings

Partner organization risk and compliance

• Working closely with the relevant program staff (especially Senior Project leads), oversee the ‘cascading’ of Pakachere IHDC’s safeguarding and other operational policies, to local partner organizations.
• Keep under review Pakachere IHDC’s Due Diligence process and documentation for partner organizations.
• Update the process and documentation on a periodic basis as relevant to changing regulations and requirements.
• Assist and advise in the planning and implementation of partner due diligence. Ensure that systems are in place to follow-up on any partner’s due diligence recommendations.
• Seek to ensure that partners are regularly implementing staff training to ensure proper compliance with Pakachere IHDC’s and their own safeguarding and operational policies.
• Review partner contracts as required to ensure safeguarding and other policies are being properly incorporated.

Minimum qualifications/specifications required for the position:

• Bachelor’s degree in accounting /finance or any of its equivalent. Along with computer literacy for spreadsheets and word processing, preferably advance excel spread sheets.
• With a minimum of 3 years of audit working experience in a donor funded entity.
• Good experience and understanding of the working environment of the cooperating partners, health public sector, NGOs, and private sector.
• Good understanding of the NGORA requirements and major Donor Rules and Regulations, including those for USAID.
• Excellent oral and written communication skills at all levels
• Clear understanding of the Governance, Risk and Compliance requirements of an NGO entity.
• Innovative ways of handling upcoming issues
• Be self-starter, effective team player and demonstrated verifiable result-oriented track record.

Applications should contain a letter of application, curriculum vitae, and copies of academic certificates and be sent to the following address to be received on or before 5:00 pm Monday, 05th August 2024.

Applications must be sent to:

The Human Resource Manager
Pakachere Institute of Health and Development Communication,
Smythe Road, Opposite the Story Workshop, Old Goal Malawi Office Sunnyside,
P.O Box 30248,
Blantyre 3, Malawi
Email: pakacherevacancies@gmail.com