Position Title: Grants and Compliance Assistant

Reports to: Grants and Compliance Officer

Department: Finance

Work Location: Maryland

Employment Type: Full Time

Position Overview:

PIH Liberia Grants Management’s goal is to enhance efficiency, effectiveness, and transparency in grants management, by strengthening internal controls, and by prioritizing accountability to PIH and donors.

Therefore, the Grants and Compliance Assistant will fully support the grants and compliance team to ensure PIH’s financial and grants management processes and procedures are achieved by collecting, reviewing, and filing grants’ financial accountability documents, training and interpreting policies in line with donor rules and regulations and as well as PIH’s internal policies and procedures.

Essential Duties and Responsibilities:

Grants Management:

• Supports the grants and compliance officer to review rolling activity terms of reference (TOR) from project team;
• Coordinates with the TOR and payment requestor or budget manager in time to address potential compliance issues and resolve the issues;
• Coordinates with the cashiers in Harper to counter-review petty cash requests, and liquidation documents;
• Ensures all grants petty cash and cash advance voucher has complete and accurate accountability liquidation documents (cash receipt, distribution log, attendance sheet, event report, etc);
• Supports the grants and compliance officer to perform compliance review of grants-related procurement documents in compliance with PIH’s internal policies, procedures and donor regulations (PR, Quotes, Bid Analysis, Sole Source, IPC, PO, Invoice, Delivery, GRN, etc);
• Coordinates with the HR team in Harper to collect grants allocated employees timesheets, payslips, employment contract(s), and etc;
• Ensures accurate and standard filing of grant documents per award from pre to post award stages in soft and hard copies respectively;
• Coordinates with the Fuel Cell staff in Harper to review and collect grants related fuel and gasoline consumption documents (slips, vehicle and motorbike logs, daily generator log) monthly;
• Accurately scans and photocopies grants documents (financial procurement, HR, project, etc);
• Supports audit readiness functions by gathering and consolidating documents;
• Performs job related tasks as requested by the supervisor, and management of PIH;

Deliverables and Reporting:

1. Accurate filing of grants documents per each grant file in line with set filing standards
2. Complete and quality grants documents (Finance, HR, Procurement, Warehouse, Project/Program, etc)
3. Ensures complete and accurate financial documents for restricted and unrestricted funds
4. Supports the grants coordinator to develop monthly BVAs
5. Submits monthly work progress report to the grants and compliance officer
6. Perform other job-related tasks as may be assigned by supervisor or team lead.

Qualifications:

Required:

• The potential applicant must hold undergraduate degree in any of these disciplines;Accounting, Management, Publication Administration;
• Must be computer literate and proficient in Microsoft Excel, Microsoft Word, PowerPoint, etc;
• 1 year of professional experience;
• Previous experience working in similar role with national or international NGOs is an added advantage;
• Speaks and writes English fluently;
• Females are highly encouraged to apply;

Success Factor

Preferred:

• Willing to work in rural county and communities
• Attention to details
• Good understanding of donors reporting requirements
• Ability to work in excel.
• Ability to be coachable.
• Ability to work in teams and under pressure.

Organizational Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Liberia and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Liberia:

Partners In Health (PIH) began supporting the government of Liberia in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health (MOH), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Liberia, from the community level to the health center and to referral hospitals.

Prevention of Sexual Exploitation and Abuse:

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members –as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner In Health’s PSEAH policy. Partners In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.