Grants and Compliance Officer
Position Summary Expectations - Duties, Responsibilities
Department: Sustainable Energy and Environment (SEE)
Project Responsibility: Mekong Children’s Heart Care Project
Report to: Program Director of SEE
Working location: Mekong Institute, Khon Kaen, Thailand
Purpose:
The Grants and Compliance Officer ensures adherence to donor regulations, compliance standards, and financial tracking. This role focuses on maintaining grant compliance, supporting donor reporting, and assisting with monitoring and evaluation (M&E). The Officer collaborates with MI’s finance team, donor counterparts, national field teams, and the project’s main office to ensure that all financial documentation aligns with donor and institutional standards.
Salary and benefit
- Competitive monthly salary ranging from 1,300 – 1,600 USD, commensurate with qualifications and relevant experience
- Health Insurance: Comprehensive medical coverage for employee
- Annual Leave: 20 days of paid vacation per year, plus Thai public holidays
- Sick Leave: 30 days of paid sick leave annually
- Relocation Assistance: Round trip relocation allowance for candidates relocating to Khon Kaen
- Grant Compliance
- Ensure project activities comply with donor regulations and MI’s internal policies.
- Interpret and apply donor financial rules to operational and planning purposes.
- Review and verify financial documents for eligibility, accuracy, and completeness.
- Maintain updated schedules and timelines for grant reporting and submissions.
- Support the Project Manager in aligning financial data with narrative reports, ensuring consistency with donor requirements.
- Grant and Budget Tracking
- Develop and maintain tools to track spending, budgets, and deliverables.
- Monitor financial performance, advising on budget adjustments or reallocations.
- Ensure project work plans align with budget milestones.
- Track procurement and disbursement processes to maintain budget control.
- Systems and Capacity Development
- Establish internal systems, SOPs, and compliance templates for effective grant management.
- Train field staff on donor rules, documentation procedures, and financial compliance.
- Standardize reporting practices to ensure consistent and audit-ready documentation.
- Monitoring and Evaluation (M&E) Support
- Assist in developing M&E frameworks and data collection tools.
- Verify M&E data and maintain accurate records for audits, donor reviews, and evaluations.
- Link financial data with project outputs to track progress and ensure accountability.
- Cross-Functional and Field Coordination
- Collaborate with field teams to ensure timely and accurate documentation and reporting.
- Attend donor and stakeholder meetings as required, providing updates on grant compliance and project progress.
- Prepare financial briefings and summary reports for donor visits and monitoring missions.
- Implementation Support
- Support grant compliance and financial tracking systems to monitor timely project delivery.
- Work with the Project Manager and field teams to resolve delivery bottlenecks related to budget use, procurement, or compliance.
- Align disbursements with activity schedules to ensure resource availability.
- Use financial and M&E data to identify risks and recommend corrective actions to maintain progress.
- Support internal reviews to assess project delivery against targets and grant conditions.
- Expected Deliverables
- Timely and accurate contributions to donor reporting, ensuring compliance with grant conditions.
- Regularly updated budget tracking and financial monitoring tools aligned with project deliverables.
- Operational grant management systems and standard procedures to ensure consistent compliance and reporting.
- Field staff trained on compliance, financial documentation, and reporting processes.
- Validated financial and M&E data for internal and external use, ensuring accuracy and consistency.
- Clear and consistent communication materials for donors and stakeholders, ensuring alignment with project goals.
- Efficient grant compliance and financial management processes that ensure timely use of project resources in line with donor requirements.
- Bachelor's degree or equivalent in Public Administration, Finance, Development Studies, or a related field.
- Minimum 3 years of relevant experience in grants, compliance, or financial management.
- Familiarity with donor compliance, audit preparation, and reporting procedures.
- Experience supporting M&E and working with field teams, particularly in regional projects.
- Strong financial analysis skills and proficiency in financial tracking systems and reporting tools.
- Excellent written and verbal communication skills in English.
- Able to work independently and collaborate in multicultural environments.
- Willingness to travel within the region as needed.
Project Assistant
Position Summary Expectations - Duties, Responsibilities
Organization: Mekong Institute
Department: Sustainable Energy and Environment (SEE)
Project Responsibility: Mekong Children’s Heart Care Project
Report to: Country Program Coordinator (Cambodia)
Working location: Phnom Penh, Cambodia
Purpose:
The Project Assistant will provide logistical and administrative support to the Project Coordinator and assist in the day-to-day management of project activities in Cambodia.
Salary and Benefits:
- Competitive monthly salary ranging from USD 800–1,000, based on qualifications and relevant experience.
- Health Insurance: Comprehensive medical coverage for the employee.
- Annual Leave: 20 days of paid vacation per year, plus Thai public holidays.
- Sick Leave: 30 days of paid sick leave annually.
- Relocation Assistance: Round-trip relocation allowance for candidates moving to Phnom Penh (applicable if the candidate resides outside Phnom Penh).
- Main Responsibilities:
- Project Coordination & Administration
- Help schedule field screenings, trainings, and meetings with hospitals, local communities, and partners.
- Keep project documents organized (e.g., consent forms, beneficiary lists, approvals).
- Assist the national coordinator in updating work plans, activity trackers, and timelines.
- Help with beneficiary name clearance and documentation with the main office team.
- Logistics & Event Support
- Organize travel, accommodations, and transport for staff, medical teams, and beneficiaries.
- Assist in organizing logistics for field screenings, treatment, and training sessions.
- Prepare materials, equipment, and venues for project activities.
- Assist with post-event tasks such as collecting attendance and feedback forms.
- Financial & Procurement Support
- Support procurement (get quotes, contact vendors) following MI and donor rules.
- Manage petty cash for field operations and submit clear records and reconciliations.
- Keep financial records of field expenses and reimbursement forms.
- Coordinate with the main office on simple budget tracking and compliance matters.
- Communication & Stakeholder Coordination
- Act as a liaison between the national coordinator, hospitals, government partners, and local communities.
- Draft simple meeting minutes and project-related emails or letters.
- Keep stakeholder contact lists and communication logs updated.
- Monitoring, Data & Reporting
- Collect and enter data from screenings and keep beneficiary records updated.
- Maintain databases (e.g., patient lists, activity records).
- Organize digital and physical files for reporting and audits.
- Cross-Team & Regional Collaboration
- Coordinate with the main office team on approvals, reports, and budget-related tasks.
- Collaborate with the main office and Lao teams during joint project activities.
- Expected Deliverables:
- Clear and complete records of field activities, beneficiary lists, and approvals.
- Efficient travel and event logistics for project activities.
- Timely and accurate financial documentation (petty cash, procurement, expenses).
- Updated contact lists and documented meeting minutes.
- Regular data entry and contributions to monitoring and reporting.
- Well-organized archives for audits and reporting.
- Ongoing communication and coordination with the main office and Lao teams.
- Bachelor's degree or equivalent in Public Health, Social Work, Development Studies, Social Sciences, or a related field.
- Minimum 1-2 years of relevant experience in administrative or project support roles.
- Experience in procurement or finance is an asset.
- Experience with development or health projects preferred.
- Working knowledge of English and Khmer; knowledge of Thai is an advantage.
- Effective communication and interpersonal abilities.
- Willingness to travel often and work in field or rural locations.
- Proficient in Microsoft Word, Excel, Teams, zoom; familiarity with Canva is a plus.
