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We Are Looking for Documentation and Grants Compliance Officer

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Job Title: Documentation and Grants Compliance Officer

Location: Addis Ababa, Ethiopia

Reports To: Finance Administrator (Primary Financial Reporting Line) & Project Coordinator (Primary Programmatic Collaboration Line)

Role Type: Mid-Level Expert

Role Purpose: The Documentation and Grants Compliance Officer is responsible for ensuring the meticulous documentation of all financial and project-related activities, guaranteeing strict adherence to donor regulations, local Ethiopian laws, and organizational policies. This role serves as a crucial link between finance and program teams, enabling transparent financial reporting, financial verification preparedness, and effective resource utilization across all projects.

Key Responsibilities & Tasks:

I. Documentation Management & Audit Preparedness (40%):

  • Centralized Documentation System: Establish, maintain, and continuously improve a comprehensive, user-friendly, and accessible documentation system (both digital and physical) for all financial transactions, grant agreements, project activity reports, procurement records, HR-related financial documents, and audit trails.
  • Record Keeping Accuracy: Ensure all financial records, invoices, receipts, payment vouchers, and supporting documents are accurately filed, cross-referenced, and readily retrievable to meet audit requirements and donor expectations.
  • Compliance Checklists: Develop and implement documentation checklists specific to each donor’s requirements and internal policies, ensuring all necessary paperwork is complete and correct before filing or reporting.
  • Audit Facilitation: Assist the finance administrator during internal and external audits, including donor-specific audits. Prepare and present requested documentation efficiently, explain financial processes, and respond to auditor queries related to documentation and compliance. 
  • Data Archiving & Retention: Implement systematic archiving and data retention protocols in line with organizational policy and legal requirements (e.g., Ethiopian tax laws, CSO Proclamation). 

II. Grants Compliance & Financial Reporting (40%):

  • Donor Guideline Mastery: Develop and maintain an in-depth understanding of financial compliance requirements for all active grants from various donors (e.g., USAID, EU, UN agencies, private foundations, local government grants), including specific budget lines, allowable costs, reporting templates, and procurement rules.
  • Financial Report Preparation: Prepare timely, accurate, and high-quality financial reports for submission to donors, ensuring alignment with project progress, budget expenditures, and contractual obligations.
  • Budget vs. Actual Monitoring: In collaboration with the Project Coordinator and Finance Administrator, regularly monitor project expenditures against approved grant budgets, highlighting potential variances or non-compliance issues early.
  • Sub-Grantee Financial Oversight: For projects involving sub-grantees, support the monitoring of their financial reporting and documentation to ensure compliance with prime grant agreements and organizational standards.
  • Donor Communication Support: Assist the Finance Administrator and Project Coordinator in drafting responses to donor queries related to financial reporting and compliance matters.

III. Project Support & Cross-Functional Collaboration (20%):

  • Activity Planning & Execution Support: Work closely with the Project Coordinator to understand project activity plans and provide input on associated financial documentation needs, ensuring that financial processes support programmatic goals effectively.
  • Financial-Program Linkage: Facilitate the clear linkage between programmatic activities and financial expenditures in reporting, ensuring consistency and transparency.
  • Policy Implementation: Support the Finance Administrator in implementing and communicating financial policies and procedures across the organization, with a strong emphasis on compliance and documentation aspects.
  • Ad-Hoc Analysis: Conduct specific financial analysis as requested by the Finance Administrator or Project Coordinator to inform decision-making related to project costs, efficiency, and resource allocation.

Qualifications:

  • Bachelor’s degree in Accounting, Finance, Business Administration, or a related field. Professional certifications (e.g., ACCA, CPA, CISA) or a Master’s degree is an advantage.
  • Minimum of 3 years of progressive professional experience in financial management, with a demonstrable focus on grants management, financial reporting, and documentation within the Ethiopian Civil Society sector.
  • In-depth knowledge of Ethiopian financial regulations, tax laws, and the Authority for Civil Society Organizations (ACSO) guidelines is essential.
  • Proven experience working with diverse international and local donor financial regulations (e.g., USAID, EU, UN agencies, private foundations).
  • Exceptional organizational skills with a meticulous attention to detail and accuracy in documentation.
  • Strong analytical skills, with proficiency in using financial software and advanced Excel for data analysis and reporting.
  • Excellent written and verbal communication skills in English and Amharic are mandatory, with the ability to articulate complex financial and compliance information clearly to both finance and non-finance audiences.
  • Ability to work independently, prioritize tasks effectively, and manage multiple deadlines in a dynamic environment.
  • High level of integrity, ethical conduct, and commitment to the NGO’s mission.

How to Apply:

Send your resume to contact@ppeth.org. 

Subject Line: Application, Documentation and Grant Compliant Officer

Deadline: August 04, 2025

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