Job Description

Title: Grants & Partnership Manager

Company Name: Concern Worldwide

Vacancy: 1

Job Location: Dhaka

Employment Status: Contractual

Educational Requirements:
∎ Post-Graduate qualification in Accounting, Business or Finance and CA CC with part (application level) qualified Chartered Accountants or equivalent from a recognised professional accounting qualification.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Type of Contract: Fixed term contract from 01 April 2023 to 30 April 2028, Five (05) years contract with potential for renewal
∎ Duty Station: Head Office, Dhaka
∎ Job Purpose:
∎ S/he will be responsible for overall grant and partnership (sub grant) management of the Concern Bangladesh. S/he will be responsible for overseeing the financial management and performance of the sub grantee to implement the project. S/he will finalize proper due diligence of the sub grantee, contract signing, risk analysis, monitor and develop the capacity of partners (sub grantee) staff and organization. S/he will ensure the grant compliance, grant reporting and grant management. S/he will develop the capacity of the budget holders and finance staff on grant management and overall financial management. This position will serve as the primary point of contact on financial and grant payment related issues for all grants. S/he will liaise and coordinate with the other consortium, field finance and local implementing partners to ensure pre-agreed key deliverables are achieved on target and on budget. S/he will be responsible for the development new project budget, orient the staff about the compliance requirement of the organization, and also ensure the proper donor budgeting and its reporting. This position will be responsible for FD-6 and FD-4 management from finance and also implement audit observation. S/he will review the grant contract with donor and ensure the risk management and organizational compliance. S/he will work support to the donor auditor to complete the audit in time. This position is accountable to the Country Financial Controller. Feedback from budget holders, colleagues, internal and external auditors, partners and Dublin Overseas Finance team are the main means of assessing performance.

Job Responsibilities:
∎ Partnership Due diligence Assessment, Monitoring and Documentation:
∎ Prepare the due diligence and monitoring plan in advance with allocation of proper resource before starting of the year.
∎ Ensure proper due diligence for all consortium members, partner organization following Concern format and plan and take approval from the management. Ensure all safeguarding issue in the assessment format.
∎ Prepare an effective action plan based on the assessment and follow up on regular basis.
∎ Engage different team to conduct the due diligence and ensure proper documents of all the documents received from the partners and consortium members.
∎ This position may frequently field visit on an average 10 days in a month to ensure the partners financial monitoring and compliance.
∎ All programme partners must by visited by the team two times or more in a year depending on the risk status of partner.
∎ Ensure all scanned document form the partner organization on monthly basis so that the organization can ensure the desk based monitoring and it is readily available as and when required by the management, auditor and organization.
∎ Keep align all partnership documents in soft and hard copy and update key members information of partners and consortium member on regular basis to conduct Counter Terrorist (CT) checking.
∎ Finalize the partner monitoring report and share with the management of partner and Concern and budget holders of respective programme
∎ Introduce a tool so that it can be properly follow up the implementation of partner's financial monitoring observation with proper deadline.
∎ Improvement of partner's selection system for the organisation for new project so that it is complied with other policies.
∎ Financial monitoring report, template, and guideline will be updated on regular basis so that it is cover the risk of the organization.
∎ Maintain proper communication, database and other file with proper document so that it can be used by the organization for specific purpose.
∎ Keep liaison with the respective programme focal about the due diligence, monitoring and risk management
∎ Ensure the risk based monitoring for the partners and provide advance information to the management so that management can take decision in advance to protect the organization.
∎ Partners Contract Management, Budgeting:
∎ Ensure sub grantee contract are signed by the respective authorised person as per delegation of authority before start of the year
∎ Ensure correct format for the grant , annexure and other relevant policy for the organization
∎ Regularly update Concern policy applicable for partners following donor guideline to minimize the risk for the organization.
∎ Ensure proper timesheet and translated documents at the sub grantee level
∎ Ensure the detailed budgeting at the partner level so that it is easier to track the expenditure
∎ Ensure the budget revision of partner in time engaging budget holder
∎ Identify and allocate the correct resource at the partner level to ensure the project delivery
∎ Proactively ensuring the preparation of a periodic development and support plan using suitable tools to identify partner support and development needs
∎ Manage the close-out of completed grants
∎ Update the process flow, step-by-step process for contract management.
∎ Assist County Financial Controller in preparation of Organization Annual Budgets and subsequent periodic revisions.
∎ Consult with Project Coordinators to ensure that budget adjustments are made in accordance with program changes.
∎ Scrutiny partners' budgets and submit recommendations for the approval or disapproval of funds requests. Review operating budgets to analyze trends affecting budget needs.
∎ Ensuring the implementation of policies uniformly throughout the organisation and PNGOs.
∎ Ensuring development of clear and effective templates for partner support and financial monitoring
∎ Ensuring clear understanding on the partnership policy and reporting framework
∎ Ensure development of an efficient payment process to the PNGOs
∎ Conduct spot checks on documentary evidence which supports project deliverables to ensure quality assurance and to deter fraud.
∎ Assist CFC to Introduce local grant accounting management system, co-funding strategy development and prepare advance analysis for the organization
∎ Partner's Fund Management, Financial Accounting and Reporting:
∎ Develop a tracking system for the flow of funds to consortium partners and local partner organisations
∎ Ensure the fund are available to the organization and disburse in time following the policy of fund disbursement
∎ Review pre-financing/payment requests from implementing partners
∎ Ensure the correct format of fund request and approval from the authorised person as per DOA
∎ Ensure the proper adjustment of disallowed cost of partner organization by donor or Concern
∎ Tracking the budget variance on monthly basis and collect explanation from the partner for the disbursement of next quarter of fund.
∎ All Partners' Funds are released following the right format and register in time as per agreement and acknowledgement of fund receipts is ensured for every transfer.
∎ Partner's financial report is collected within 5 working days of next following month and accounted for in the Concern system by 8 of next following month.
∎ Partners balance is reconciled with the GP within 8 days of next following month and step taken to collect the dues of closed partnership contract within the following month.
∎ Capacity Development of Partners Organization and Concern Staff on Budget and Grant Management:
∎ Collaborate with the Country Financial Controller and other staff members to identify best practice models of the partner programs and assist with plans to document these models and share with the management team.
∎ Conduct need base training for each partner based on the monitoring findings and assessment report or bilateral meeting. Organize an annual refresher workshop project cycle management for all partners.
∎ Participate in the planning and delivery of technical assistance for grant program start-ups and administrative closeouts of sub-grant programs by providing the necessary tools, templates, procedures, and training.
∎ Orient partner about the partnership policy, guideline, unallowable cost and respective donor policy as well prior to start of the grant.
∎ Orient staff to develop the detailed budget so that it is helpful for writing the narrative and easily understandable to the donor and management.
∎ Provide some technical training such as excel, software, scanning system so that it helps to reduce their time to monitor their own work.
∎ Orient internal policy, Donor policy and grant compliance for the budget holders and grant and partnership specialist to develop their capacity.
∎ Train budget holders on risk register, fraud management and NGOAB financial management
∎ Bring best learning from peer organization on emerging and compliance issue and update the staff time to time.
∎ Focus on capacity development of partners through hands on training based on the respective partner's capacity so that they can manage the grant effectively.
∎ Donor Fund Management and Proposal Development and Ensuring Compliance:
∎ Prepare income-tracking system and submit the invoice to realize the fund from donor in time.
∎ Review income FPL and provide the feedback to Dublin on time and account for accordingly.
∎ Develop documented processes for tracking and monitoring the various project milestones for sign off.
∎ Conduct regular support visits to consortium agencies and implementing partners. Agree capacity-building targets.
∎ Ensure pre teaming agreement and teaming agreement prior to develop the proposal
∎ Orient the guideline of new proposal and financial format to the proposal development team
∎ Review the internal guideline to ensure the development of new project budget
∎ Ensure COA mapping for each new project proposal so that it is in line with Concern policy.
∎ Providing assistance to establish a standard financial record keeping and documentation system to ensure a complete audit trail for transparency and accountability.
∎ Participation in kick off meeting for the new projects and timely review meeting minutes for the grants with the budget holders. Keep the meeting minutes on the grant file.
∎ Assist CFC to issue an approval procedure of the grant expenditure prior to join of new team for new project.
∎ Particulate monthly grant review meeting and to play active role by providing analysis and compliance statement for each grant.
∎ Ensure the effective grant management system as lead of the Consortium. Ensure the grant reporting and documentation of Consortium complying with the concern and donor policy.
∎ Visit programme activities to observe implementation approach, value for money consideration during implementation and identify control and delivery risk to guide management to respond appropriately.
∎ Grant Reporting and Financial Management:
∎ Ensure timely submission of each donor report after reviewing by Budget holders, CFC and RA
∎ Contribute to updates of the risk register of the project level and organizational level
∎ Update the grant tracker on regular basis and give advance information to the budget holders
∎ Prepare the budget variance analysis for each grant and advice to the management for taking the right action on this.
∎ Attend the joint grant review meeting and give the analysis and take corrective action after the meeting and keep proper meeting minutes. Introduce internal checking system of each grant documents prior to audit
∎ Complete monthly Budget verses Actual analysis. Ensure timely follow up with consortium agencies on variance and burn rate anomalies.
∎ Conduct monthly monitoring of foreign exchange rate fluctuations. Provide guidance to consortium agencies on such matters when required.
∎ Review all project payment requests (to consultants, consortium partners, local partners etc.) to ensure completeness and accuracy of paperwork.
∎ Ensure filing of core documents and sub-agreements is always up to date and inspection ready
∎ Ensure the effective implementation and oversight of Concern World wide's policies and procedures on consortium management.
∎ Monitor project progress against payment by result criteria and in conjunction with the Project Manager ensure payment triggers are realistic and on target.
∎ Complete quarterly forecasting to gauge performance and pre-financing requirements.
∎ Monitor cash holdings and pre-financing instalments issued in line with pending invoices on deliverables.
∎ Lead on the development and consolidation of contract budget revisions and payment triggers as required between specific project phases.
∎ Facilitate negotiations on sharing financial and operational risk between partners where necessary.
∎ Ensure Value for Money principles are adhered to throughout the project and produce progress reports as required against pre-determined VfM criteria.
∎ Ensure all donor requirements are met and adhered to in relation to the procurement of Fixed Assets. Inspect and verify partner's registers as appropriate.
∎ Assist CFC to develop the SOP of Emergency response and develop Country Financial Manual. Finalize year end documentation/statement for each partners and grant for submitting to the Head Quarter. Provide support to CFC to finalize the FRP and variance analysis as and when required.
∎ Audit, Tax and NGOAB Financial Management:
∎ Appointment of Auditor is completed before three month of the accounting year end.
∎ Finalize the budget for submission of FD-6, FD-7 and FD-2 for project approval and approval for utilising foreign donations.
∎ Provide up to date information to the programme and NGO Affairs Bureau as and when required.
∎ Finalize the FD-4 with the cooperation from all within 2 moths or required days as per NGOAB guideline
∎ Liaison with NGO Affairs Bureau regularly and effectively to facilitate timely approval of applications and acceptance of reports including audit report.
∎ Facilitate the donor audit, internal audit and orient other staff so that all documents and clarification is provided to the auditor in time.
∎ Finalize the audited financial statement for the donor and NGOAB
∎ Keep proper audit trail for the NGOAB audit, external audit, internal audit and RA monitoring.
∎ Draft the management response and submit to CFC related to grant and partnership observation from auditors
∎ Implement the agreed response as per timeline mentioned in the management letter.
∎ Facilitate external audits and donor evaluations of sub grants and sub grantees.
∎ Yearly tax and Vat information is collected from each partners by project for NGAOB report
∎ Ensure all documentation of partners are ready at the Concern office for donor audit like ECHO and other donor.
∎ Ensuring efficient and timely consolidation of monthly field office timely positing to the accounting system based on authority documentary supporting evidence.
∎ Ensuring a complete audit trail for each financial transactions, allocation, reallocations etc. and comprehensive filing system for all transactions.
∎ Ensuring timely closing for month and year end closing following guideline issued by Head Office.
∎ Ensure accurate expenses allocation to donors following donor funding conditions, guidelines, period and currency, as well as other factors.
∎ Assist country management to complete the external audits of respective project.
∎ Implementation of Core Humanitarian Standard (CHS): Ensure that the CHS of accountability is conceptualized and implemented by the project and partners
∎ Orientating partner NGOs and other stakeholders on the CHS standards and the Complaints Response Mechanism (CRM) established for the project.
∎ Ensure that the CRM is implemented within the project(s) and by the partner NGO(s).
∎ Continually improve Programme quality by using the learnings from M&E of the project.
∎ Other:
∎ Document all lessons learned on an on-going basis.
∎ Be active and involved in meetings and contribute to the decision making process.
∎ Any other duties as specified by the Consortium Director.Promote and ensure compliance with the requirements of Concern's HR policies, Concern's Code of Conduct and its associated policies and Core Humanitarians Standards to ensure maximum protection to programme beneficiaries
∎ Work with Finance Department, Admin and HR to meet Concern's compliance and requirement.
∎ Support finance team without compromising DFID delivery as and when required
∎ Support CFC to ensure timely and accurate preparation of financial reports for Concern's Head Office (Financial Reporting Pack (i.e. FRP)
∎ Accountability:
∎ In line with Concern's commitments under the Core Humanitarian Standard (CHS):
∎ Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
∎ Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
∎ Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Additional Requirements:
∎ At least 5 years' experience in managerial level with total 10 year experience at least in finance and grant management role with an international NGO.
∎ Knowledge of the operational and compliance requirements of different donor EU, ECHO, DFID, USAID, UN, Irish Aid.
∎ Experience in financial risk management.
∎ Experience of management supporting /monitoring /capacity building NGOs and private sector.
∎ Proven experience of developing and facilitating training workshops for finance and non-finance managers.
∎ Effective organisation and analytical skills.
∎ Strong coordination, negotiation and communication skills.
∎ Key competencies:
∎ Strong leadership and people management
∎ Excellent communication and presentation skills
∎ Ability to manage change effectively
∎ Flexibility, reliability, cultural sensitivity, resilience and resourcefulness
∎ Excellent computer and internet skills

Salary: Tk. 156972 - 176572 (Monthly)

Compensation & Other Benefits:
∎ Festival allowance (02), Baisakhi allowance, Provident Fund, Gratuity, Group Life and Hospitalisation Insurance coverages, OPD coverage, Mobile ceiling and other admissible benefits as per organisational policy.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 25 Feb 2023

Company Information:
∎ 9 Feb 2023
∎ Concern Worldwide
∎ Business : Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world`s poorest countries. With its head quarter in Ireland, Concern has been working in Bangladesh since 1972.

Category: NGO/Development