Grants, Finance and Operations Manager, USAID Safe Migration in Central Asia (SMICA), Kyrgyz Republic

POSITION TITLE: Grants, Finance and Operations Manager

LOCATION: Bishkek, Kyrgyz Republic

GROUP: Human Rights, Education, and Empowerment

REPORTS TO: Country Director

GENERAL:

Winrock International is a nonprofit organization that works with people in the United States and around the world to empower the disadvantaged, increase economic opportunities, and sustain natural resources. By linking local individuals and communities with new ideas and technology, Winrock is increasing long-term productivity, equity, and responsible resource management to benefit the poor and disadvantaged of the world.

POSITION SUMMARY:

The Grants, Finance and Operations Manager will support the Country Director in the implementation of projects implemented by the Winrock International Office in the Kyrgyz Republic. This includes the USAID-funded Safe Migration in Central Asia – Kyrgyz Republic project. The goal of the project is to strengthen the mutual accountability of all stakeholders to become more self-reliant in efforts to prevent trafficking in persons (TIP), protect survivors, and promote safe migration processes in the Kyrgyz Republic. The Grants, Finance and Operations Manager will ensure quality financial and operational support to ensure the effective planning, implementation and monitoring of subawards under the project, conduct pre-award due diligence, support review of financial reports from grantees, and strengthen the capacity of grantees to comply with award terms and conditions.

This position is contingent upon receipt of donor funding.

ESSENTIAL RESPONSIBILITIES:

Finance:

• Maintain program accounts in accordance with Winrock policy and procedures; 

• Ensure program expenditures are in accordance with the approved budget, program agreement, and donor policies and cost principles; 

• Ensure correct coding of expenses, and file supporting documents as per the set guidelines; 

• Oversee all financial transactions including grants and procurements; 

• Supervise the Administrative and Procurement Associate to ensure proper organization of administrative and procurement processes; 

• Ensure that monthly financial reports packages are submitted to the Winrock International Regional office by the given deadline; 

• Upload financial vouchers and support documentation in Winrock official project filing site by the given deadline;

• Prepare monthly wire requests of branch office to HO by the given deadline; 

• Maintain bank, cash, and checkbook records in Quickbooks and local 1C accounting software;  

• Implement sound internal control practices in program office in accordance with Winrock policy; 

• Work with the Regional Accountant in the Regional Office to address any concerns with program liabilities, grant reconciliations and other accounting matters; 

• Ensure that all program staff follow Winrock accounting policy (with respect to procurement, timesheets, receipts, etc.); 

• Together with Home Office, develop and manage program budget and pipeline to ensure the program operates within the approved obligation and budget ceiling; 

• Monitor monthly financial performance in relation to budgets and forecasts, obligated funds, commitments, and advances to subcontractors and consultants; 

• Provide detailed analysis of costs, budgets, contract, and funding agency requirements as needed; 

• Facilitate program audits as needed; 

• Ensure that all financial and accounting documentation is compliant in preparation for donor or local authorities audit; 

• Manage and record staff payroll; 

• Review partner accounts periodically to ensure full compliance with local laws and Winrock rules and regulations; 

• Manage working advances to staff and programs as required; 

• Maintain updated and accurate Finance and Administrative filing system;  

• Oversee that all consultants, sub-grants, and other contracts are properly closed before the program ends; 

• Prepare the bank payments for approval;

• Under the guidance of Home Office and Country Director assist in the opening and closing of bank accounts;

• Coordinate with Winrock’s regional accounting officer to hand over any outstanding payments or contracts that need to be addressed at the end of the program. 

• On the advice of the Country Director and with the approval of the Head Office, find solutions to operational, legal, personnel, and other issues related to the functioning of the branch. 

• Work with documentation and reporting of the Branch to the local authorities in accordance with the legislation of Kyrgyz Republic. 

• Assist in developing annual project budgets for the country office;   

• Participate in Finance Community of Practice online meetings.

Grants:

• Support Country Director in developing terms of reference for grant opportunities; 

• Review and organize grants applications, proposals, and responses to solicitations, and communicate with applicants on their applications as directed; 

• Conduct pre-award assessments, coordinate review and document findings to inform the final selection decisions for grantees and sub-contractors;

• Work with selected partners, Country Director, and the HO to develop, as needed, capacity development plans to address any issues identified as part of the pre-award assessment;

• Coordinate preparation of all necessary documents for grants, subawards and subcontracts for review and approval by the HO and the donor;  

• Organize and facilitate portions of post-award orientation for subrecipients;

• Check and review grantees financial reports to assess compliance with the donor and local requirements; 

• Coordinate with program staff on financial and performance reporting and supporting documentation as per Winrock and donor requirements;

• Visit grantees’ offices and project activities as necessary to assess compliance and ensure correct systems and filing are present;

• Provide guidance and advice to grantees and program staff on compliance issues and questions;

• Participate in Winrock International Awards Management Community of Practice.

Human Resource Management:

• Serve as HR contact for all HR matters in the project (timesheet registration, orders, etc.) and ensure compliance of the human resources practices with the local labor legislation and Winrock International Kyrgyz Republic Branch Employee Handbook for staff; 

• With support from the Associate, maintain HR records in accordance with Kyrgyz labor law;

• Coordinate recruitment of employees in collaboration with the Country Director and HO Managers;

• Coordinate onboarding and orientation for new employees;

• Maintain and update the Branch Employee Records Management in the Winrock International Human Resource Information System;

• Assist Country Director and Program Staff in procuring local consultants;

• Enrolment and management of employee benefits;

• Carry out Dayforce HR Project Admin roles;

• Distribute employee policies and ensure that these are signed and kept in employee files accordingly;

• Other tasks as assigned by the Country Director.

QUALIFICATIONS AND BACKGROUND:

• Bachelor’s degree in Business Administration, Finance, or related field;  

• A minimum of six years’ experience in similar position with finance and grants management under USAID or other international project;

• Sound knowledge of donor and local financial and accounting regulations and procedures; 

• Experience with national laws in the Kyrgyz Republic on grants by international organizations;

• Excellent interpersonal skills and ability to be flexible, responsive, and confident in interfacing with staff members and external stakeholders to accomplish tasks;

• Strong problem-solving skills and sense of responsibility in seeing tasks through to completion;

• Excellent working knowledge of office software packages including Microsoft Outlook & Teams, Excel, Word, SharePoint, and Power Point; Working knowledge of QuickBooks, 1C for non-profit highly preferred;

• Excellent attention to detail, ability to organize, and to meet deadlines;

• Good written and oral communication skills in Kyrgyz and English required.

APPLICATIONS:

To apply a candidate should email a current CV and cover letter referencing Kyrgyzstan Grants, Finance and Operations Manager by September 30, 2024 through online application platform: Job Openings - Winrock International

Applications will be reviewed on a rolling basis and Winrock reserves the right to make an offer prior to the closing date for applications. Applicants are thus encouraged to submit their applications at the earliest opportunity.

Winrock is an equal opportunity employer. We are committed to providing equal employment opportunity for all people and value diversity and inclusiveness. Winrock recruits, employs, trains, promotes and compensates regardless of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship, age, physical or mental disability, medical condition, family care status, or any other basis protected by law.

At Winrock we have a clear mission: Empower the disadvantaged, increase economic opportunity and sustain natural resources through unwavering dedication to accountability, equity, innovation, integrity and transformation.

Winrock knows that its success comes from the hard work and steadfast dedication of its diverse workforce. Winrock remains committed to maintaining diversity, inclusion and equity across the entire organization