Grants and Compliance Officer
Location | Mbale, Uganda |
Date Posted | July 18, 2025 |
Category | Management NGO |
Job Type | Contract |
Currency | UGX |
Description

Job Summary
The Grants and Compliance Officer will play a key role in ensuring effective grants management and donor compliance throughout the project lifecycle from grant start-up to closure. This role will focus on maintaining accurate grant tracking systems, monitoring partner budgets and expenditures, and ensuring adherence to donor guidelines and statutory regulations. The officer will provide technical support to sub-grantees, including financial reporting reviews, capacity building, risk monitoring, and compliance assessments. The role also involves overseeing cost share management, supporting internal and donor audits, and ensuring timely and accurate reporting to management and project teams. The position requires strong analytical, financial, and communication skills to support efficient and transparent grant administration within Baylor Uganda’s donor-funded programs.
Overall Responsibilities
Receive and review CSOs monthly reports against the organization checklist requirements
- Review Subgrantees financial reports, accountabilities and check for accuracy, reasonableness, allowability and allocability of the cost.
- Review bank reconciliation statements and mobile money reconciliations for the subawards for accuracy.
- Provide feedback to partners after the review of the accounts received, and advise management on compliance issues.
- Prepare monthly cash request and ensure timely disbursements of funds to partners.
Support in the preparation /review of partners budgets
- Support the development of budgets as part of acquisition/business development, review partner budgets in line with submitted proposals to ensure they match.
- Monitor expenditure against the budget.
- Prepare monthly and quarterly reports to monitor expenditure against budgets and disseminate this information to management and project teams
- Interpret Donor financial guidelines to partner organizations.
- Receive; check the accuracy and completeness of partners budgets
Cost Share Management and tracking.
- Review a sub-grantee budgets to ensure that cost share has been budgeted as per donor requirement.
- Track all donor cost share as reported.
- Verify and file cost share documentation as reported.
- Liaise and work with the program team to ascertain cost share areas, activities and Items.
- Monitor cost share expenditure against budgets.
- Maintain and update proper files on cost share.
Subaward management
- Carry out tailored capacity building of partner finance personnel on a regular basis depending on the financial assessment needs.
- Follow up with partners in respect to areas of improvement identified during audits and work closely with the partners in closing the issues.
- Conduct trainings for partners on the donor rules and regulations.
- Support the grants and contract specialist in coordination of partners audit and follow up with partners in respect to areas of improvement identified during audits and work closely with the partners in closing the issues.
- Ensure Compliance with all donor requirements, and provide regular reports to Grants and Contracts specialist on subwardee’s compliance status.
- Maintain proper documentations and filing of all subaward documents.
Compliance and Risk Monitoring.
- Work closely with the sub grantees to develop the risk register for all the sub grantees and develop a monitoring tool and provide recommendations for a mechanism to mitigate risk.
- Ensure that the project activities and employees adhere to policies, regulations and guidelines, donor requirements and statutory compliance in relation to financial, operational, administrative and programmatic aspects of the project as well as any ethical issues by communicating with staff on their roles on compliance, visiting sites to ensure that agreed policies, guidelines are being implemented.
- Review all sub grantee payments, compliance and audit queries and provide technical support for possible close out of any arising issues.
- Periodically review the operational compliance aspect of the project relating to Finance, Operations and Programs through document and system reviews to ensure value for money for effective and efficient program delivery.
- Organize monthly compliance meetings to review partners’ performance, monitoring support visits to implementing partners to identify areas of improvement through adaptive management.
- Respond to ad hoc issues in post-contract management and support project managers in addressing any compliance and financial issues relating to the grant portfolio
- Liaising with staff, facilities and sub grantees to ensure that corrective action on gaps, risks, findings and recommendations from donors, auditors, assessors is undertaken by the concerned staff within the acceptable timelines and to regularly provide feedback to management on progress being made to address the gaps.
- Develop and maintain an updated Project risk register and Compliance log to be monitored and reviewed biannually.
Required Qualification, Experience and Competencies:
- · A Degree in business administration or finance, with exceptional spreadsheet construction skills. · The candidate must have at least two years of experience in grants/ finance administration from a reputable organization.
- · Professional accounting qualification (CPA/ACCA) is an added advantage
- 2 Years Relevant Experience
NOTE:
Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references, and academic documents
Please note only shortlisted candidates will be contacted.
Interested?
We look forward to hearing from you! Please apply directly using the apply button below. In case you have any further questions about the role, contact us on careers@baylor-uganda.org