JOB DESCRIPTION

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.

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).