World Vision
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JOB DESCRIPTION
Job Summary
Position: Lead Grants Administration Consultant
Duty station: Bishkek, Kyrgyzstan
Duration of consultancy: October 1, 2025 – December 30, 2025
The Lead Grant Administration Consultant will be based in Bishkek, with regular travel to Osh as needed, and will work closely with IOM’s National Project Team and Resource Management Unit. This role will operate under the overall supervision of the IOM Head of Office.
Key Responsibilities
Category B Consultants: Tangible and measurable outputs of the work assignment
The Lead Grants Administration Consultant, supported by two Local Grants Administration Consultants, will ensure full compliance with IOM procurement and financial requirements for the Matching Grants Programme. Tasks include:
1. Vendor Documentation Collection and Review
The Lead Consultant will oversee the Local Grants Administration Consultants in collecting and verifying the following mandatory documents for each vendor/grantee:
a. Signed Vendor Information Sheet (VIS)
b. Certificate of Registration / Private Entrepreneur (PE) Certificate
c. Copy of ID (for Private Entrepreneurs only)
d. Signed UN Code of Conduct (CoC)
e. Bank account details with official bank stamp
f. Signed Declaration of Conformity
2. Grant Documentation for Programme Reporting
a. Grant agreement between implementing partner and the grantee (or other applicable form as required).
b. Ensure documents are properly archived and ready for submission to IOM for programme monitoring and reporting.
3. Procurement and Payment Documentation
a. Electronic Invoice (ЭСФ) for all goods and services.
b. E-waybill (ЭТТН) for goods, and Act of Acceptance for services between IOM and vendors..
c. Ensure that no advance payments are requested or processed. Payments will only be made after delivery of all goods and/or completion of services, in line with IOM’s policies.
4. Compliance Control and Oversight
a. Review all documentation collected by Local Grants Administration Consultants prior to submission to IOM. completeness, accuracy, and compliance with IOM procurement procedures.
b. Submit verified payment packages to the IOM Project Assistant for processing.
5. Verification of 50% Personal Contribution by Grantees
a. Review, verify, and certify that documentation meets IOM and donor (FCDO) requirements before submission.
b. Review and verify Asset Inventory Forms, using templates provided by IOM’s Resource Management Unit (RMU).
c. Certify completeness of Asset Inventory Forms and photo documentation in compliance with IOM and FCDO standards.
Deliverables
a. Provide bi-weekly updates to IOM on the status of documentation collection and verification.
b. Submit a final consultancy report summarizing the number of grants administered, goods/services delivered, challenges faced, and recommendations.
Performance indicators for the evaluation of results
- Timely submission of complete and accurate documentation.
- Compliance with IOM procurement and financial policies.
- Feedback from Local Grants Administration Consultants and IOM staff.
- On-time completion of all tasks and delivery of final report.
Required Qualifications
Education, Experience and/or skills required
- University degree in Business Administration, Economics, Finance, Development Studies, or a related field.
- Minimum of 3 years’ experience in project/grant administration, finance, and/or procurement. Experience with the IOM procurement policies and processes is highly desirable and considered a strong asset.
- Experience working with international organizations or donor-funded projects is an advantage.
- Strong organizational and interpersonal skills.
- Fluency in Russian (spoken and written); knowledge of English is an advantage; basic understanding of Kyrgyz (oral).
- Travel to Osh might be required. All related travel costs will be covered by IOM.
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
- Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- IOM covers Consultants against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the consultancy. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Consultants are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
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