Job Detail

Job Description

The College of Medicine has received grant funding from the United States Government through its National Institutes of Health (NIH); Grant Ref: 1 R25 TW 011455 – 01 to support capacity building, education and training of health professionals in Malawi. The College will implement this grant through its Project CHEER.



Position: Assistant Grants Compliance Officer



Overall Job Purpose

To provide technical support to principal investigators and university administrators in ensuring their compliance with University and funders’ policies, as well as reporting requirements from inception to contract closure in accordance with grant agreements and other appropriate protocols.


Essential Duties & Responsibilities

Grants Management

• Provide technical support during proposal development stage and in the development of work-plans and budgets to be followed during the award contract period;
• Review work-plans and budget from partners to ensure compliance with University’s planning, monitoring and evaluation (PME) policy guidelines;
• Provide support in managing online grant submission platforms
• Ensure implementation of donor reporting by partners;
• Facilitate and process grant payment to partners, obtain and record grant payment receipts in accordance with PME guidelines;
• Receive and assess financial reports from partners ensuring compliance with PME hand book requirement on proper reporting of expenditures, invoicing, procurement and asset management;
• Receive and assess audited financial reports, including management letter related to grants.
• Follow up on issues raised by auditors and ensure resolution;
• Upload and track processes in relation to disbursement receipts, financial reports, completed assessment tools and audited financial statements to university systems.
• Provide guidance and facilitate partner institutional capacity strengthening plans, ensuring partner organizations implement programmes effectively, efficiently and sustainably.
• Participate in assessment and induction of new partners on financial management;
• Prepare grant financial reports in relation to the allocated programme.
• Monitor adherence and compliance to financial control systems, policies and procedures.
• Support the coordination, planning, and execution of annual audit of grant funded projects.

Monitoring, Evaluation and Learning

• Track partner grants disbursement and expenditure and provide internal reporting schedules.
• Monitor partner compliance, conduct field office site visits to ensure consistency with grant terms and conditions, timelines, budgets, and performance measures.
• Conduct financial assessment of granted projects, identify and mitigate risks in situations where contractual obligations may not be met.
• Establish and maintain electronic and hard copy files for each grant-funded project to be used for tracking and reporting purposes.
• Ensure monitoring log for the respective partner organization is updated in respect to financial information.
• Review and assess partner procurement processes to ensure purchases comply with policy guidelines.
• Review funding records and archiving system to ensure compliance with policy guidelines.

Financial Management

• Ensure strict adherence and compliance to financial control systems, policies and procedures.
• Post financial data into the ledger and maintain custody of scanned payment vouchers monthly.
• Maintain up to date assets register including undertaking annual asset inventory;
• Maintain a monitoring log in respect of financial information due from funding organizations.
• Review and verify that partners maintain proper books of accounts, including an up-to-date register of assets as well as proper filing and archiving of financial documents.
• Support the coordination, planning, and execution of grants.

Procurement and Logistics

• Review partner procurement processes and ensure that purchases comply with policy guidelines.
• Liaise with procurement unit to provide sound advice on procurement actions;
• Review partner records and archiving system to ensure compliance with policy guidelines.
• Perform other related duties and functions as requested

Education, Training & Professional Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Commerce, Economics or equivalent

Competencies & Experience Competencies

• High level of attention to detail and accuracy;
• Analytical, report writing and communication skills;
• Demonstrates consistency in upholding integrity and ethics;
• Proficiency in Microsoft Word, Excel and accounting software;
• Effective communication and interpersonal skills;

How to apply

Indicate the name of the research project as CHEER HEPI on the envelope for hard copy applications or in the subject line of email for electronic submissions. Applications including detailed curriculum vitae, copies of certificates and names and emails of three traceable referees should be submitted via email to:


Email: hr@medcol.mw


OR

The Registrar

College of Medicine

Private Bag 360

Chichiri,

Blantyre 3, Malawi

The closing date for receiving applications is 16th February, 2021. Only shortlisted candidates will be contacted.

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Skills Required

• Accounting
• Analytical Skills
• Computer skills
• Attention to Detail
• Interpersonal skills
• Integrity
• MS Excel
• Report Writing
• Accuracy
• Communication skills
• Ethical

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