JOB DESCRIPTION

Category B Consultants: Tangible and measurable outputs of the work assignment

The Local Grants Administration Consultants will assist prospective grantees throughout the oblast in identifying potential vendors, preparing necessary documentation, collecting vendor information, and submitting all required documents in full compliance with IOM’s procurement and financial procedures. Payments for equipment and goods specified in each grantee’s business plan will be made directly by IOM to the vendors.

1.    Vendor Documentation Collection and Review

The Local Grants Administration Consultants shall collect the following mandatory documents for each vendor/grantee and send them to the Lead Grants Administration Consultant for further verification:

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.    Fully comply with the revisions and comments provided by the Lead Grants Administration Consultant after review of all documentation collected by the Local Grants Administration Consultants before submission to IOM.
b.    Ensure completeness, accuracy, and compliance with IOM procurement procedures.

5.    Verification of 50% Personal Contribution by Grantees
a.     Prepare and collect all necessary supporting documentation to evidence that the 50% personal contribution (in-kind or financial, as stipulated in the grant agreement) has been made. Prepare Asset Inventory Forms and photo documentation in compliance with IOM and FCDO standards. The template will be provided by IOM RMU.
a.    Collect photographic evidence of each grantee with the equipment received (minimum 2–3 photos per grantee) to demonstrate transparent delivery and proper use of the assets.

Deliverables
a.    Provide a weekly update to the Lead Grants Administration Consultant and IOM Project and RMU teams 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 grantees, vendors, and Lead 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.
• Knowledge of procurement processes and vendor management. 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 Kyrgyz (spoken and written); knowledge of English is an advantage; basic understanding of Russian (oral).