DIANA AWUOR ADEGA

Audit, Risk, and Compliance

• Facilitation of Audit processes for the organization and Sub-grantees, ensuring all recommendations and findings are addressed.
• Perform regular compliance checks for Sub grantees to ensure they comply with applicable CFRs such as 2 CFR 200, 45 CFR 75, 22 CFR 228, FAR, and AIDAR among others.
• Maintain up-to-date knowledge of current and emerging compliance regulations.
• Respond to employee inquiries regarding compliance regulations and procedures.
• Develop and maintain compliance database, tracking all compliance activities and documents.
• Manage relationships with regulators, maintaining open lines of communication to ensure transparent operations.
• Identify, investigate, and document compliance violations. Recommend and implement corrective action plans.
• Assist with internal and external audits to confirm compliance with applicable laws and regulations.
• Review, revise, and update compliance policies and procedures to confirm continual compliance with applicable laws.
• Promote culture of continuous improvement through ongoing evaluation and refinement of compliance program elements.
• Investigate and document all violations of compliance regulations to determine necessary improvements.
• Collaborate with cross-functional teams to address compliance concerns, fostering a culture of shared responsibility.
• Enhance regulatory compliance by developing and implementing comprehensive policies and procedures.
• Reduce the risk of financial penalties by conducting thorough internal audits regularly.
• Evaluate new regulations for potential impact on business operations, taking proactive measures to ensure readiness for implementation.
• Demonstrate adaptability in response to evolving industry standards, maintaining best practices in a dynamic regulatory environment.
• Provide expert guidance on complex regulatory matters, enabling informed decision-making within the organization.
• Mitigate risks by proactively identifying gaps in existing policies and recommending improvements.
• Prepared and submitted regulatory filings in a timely manner.
• Assist with the development of compliance objectives and strategies.
• Ensure timely identification of potential issues by establishing robust monitoring systems and controls.
• Design risk assessment frameworks to evaluate organizational vulnerabilities and prioritize areas requiring attention.
• Advise senior management on strategic planning initiatives, incorporating compliance considerations into decision-making processes.
• Assist in negotiating contracts with external partners, ensuring adherence to relevant regulatory requirements throughout the partnership lifecycle.
• Develop comprehensive training programs to increase employee awareness of compliance requirements and expectations.

Sub-Grantee Reporting

• Timely review of the Sub grantees’ expenditure to ensure completeness and conformity with the cost principles.
• Facilitation of timely Sub grantees’ disbursements upon expenditure review to ensure smooth implementation.
• Ensuring monthly Sub awardees’ GLs are reconciled as well as ensuring proper budget controls are in place.
• Regular and timely preparation of the Sub awardees' quarterly performance reports for the management.
• Prepare variance analysis reports for Sub grantees to help monitor progress for appropriate action.

Award and Sub-Award Management

• Ensuring assessments of Organizational Capacity and due diligence for potential sub-grantees are conducted per the Sub agreement management policy.
• Support in the Award and sub-award setup process within the prescribed timeframe by the donor.
• Timely preparation of the relevant contractual documents such as sub-agreements for execution by parties.
• Documentation of all the award pre-engagement records and processes.
• Participating in the joint project review meetings with the program teams to provide feedback on the Sub grantee’s performance.
• Assess training and development needs of partners for the necessary capacity building and training.
• Review of Sub grantee agreement and regular tracking for potential modifications and ensuring they are accurately and timely done in line with the donor provisions.
• Maintaining a Sub Grants Tracker for funds disbursed and any liquidations or refunds received.
• Conducting both Desk reviews and Physical site visits to ensure the sites are adequately capacity-built.
• Support the project managers in preparing for the grant close-out processes and tracking the processes.
• Ensuring all the reports and processes are adequately documented such as close-out notices, projects’ success stories, financial and programmatic reports, Final Audits, Assets disposition.
• Review project commitments to ensure accruals are paid before the closure of the project.

Procurement Duties

• Chairing procurement committees to ensure procurements are in line with organizational policies.
• Participate in the annual supplier prequalification exercise for the organization.
• Maintaining vendor database and ensuring vendor details captured in the system are accurate.
• Review Local Purchase Orders to ensure adherence to organization policies and donor guidelines.

Finance

• Preparation of Financial Reports and Presentations: Experienced in meticulous preparation of monthly and quarterly financial reports and presentations for management and donors, ensuring alignment with Enterprise Resource Planning system data.
• Expenditure and Vendor Management: Proficient in managing payment vouchers, and vendor payments, and resolving vendor inquiries promptly.
• Workshop and Travel Advances Processing: Skilled in processing Workshop and Travel Advances for staff and program participants, focusing on accurate expenditure tracking.
• Reconciliation Tasks: Proficient in managing liquidation of workshop and travel advances to ensure precise expenditure tracking and accurate fund accounting.
• Adept at conducting Bank and Mpesa reconciliations monthly, along with quarterly accounts payable and receivable reconciliations to optimize fund management.
• Strategic Financial Planning: Participate in annual budget development and ongoing monitoring in collaboration with program teams to ensure financial stability and alignment with organizational goals.
• Audit Facilitation: Supported annual organizational and project audits by meticulously preparing financial statements and accompanying documentation, ensuring compliance and transparency.
• Treasury Management Expertise: Proficiently managed Treasury operations through the Payment Management System (PMS), optimizing cash flow and financial efficiency.
• ERP User Training: Provided comprehensive user support and training on Microsoft Dynamics Navision ERP within the organization, enhancing operational proficiency.
• Project Closure Proficiency: Led project closeout by preparing comprehensive final reports for donors, showcasing accountability and successful project completion.
• Document Management: Implemented proper filing and storage protocols for project documents, ensuring easy retrieval for future reference and audit purposes.
• Financial Liaison: Acted as a key point of contact for other departments on financial and accounting inquiries, fostering cross-departmental collaboration and clarity.
• Operational Support: Assisted the Operations department in Procurement Committees and Supplier Prequalification Exercises, streamlining procurement processes and vendor selection.

Grants

• Collaborated closely with finance department staff members when developing budget projections associated with new funding proposals or ongoing awards received from external sources.
• Conducted comprehensive reviews of existing grants portfolio, identifying areas for improvement in alignment with organizational priorities.
• Successfully managed multiple grant projects concurrently, ensuring timely completion and accurate reporting.
• Developed compelling narratives for grant proposals, accurately reflecting the organization's mission and impact on beneficiaries.
• Ensured compliance with all funder requirements through diligent record-keeping and documentation procedures.
• Supported colleagues by providing timely feedback on proposal drafts before submission deadlines approached.

Project Implementation

• Prepare and participate in ERP systems testing for generic solutions in consultation with the ICT and Finance department including systems performance, problem execution, and resolution.
• Developed comprehensive training materials and conducted workshops for users, ensuring successful adoption of new systems.
• Conducted detailed requirements gathering sessions with stakeholders, enabling accurate scoping of projects and faster delivery times.
• Managed complex projects from inception through completion, consistently delivering results on time and within budget constraints.
• Conduct data formatting, importation, and or migration of data.
• Provided expert guidance to clients on best practices, resulting in improved business performance and cost savings.
• Resolved critical issues impacting project timelines through proactive risk identification and mitigation strategies.
• Enhanced client satisfaction by identifying and addressing functional gaps in business processes.
• Leveraged deep understanding of industry trends to inform solution development, positioning clients for future success.
• Designed innovative solutions to address unique client challenges, resulting in increased customer satisfaction levels and repeat business engagements.
• Championed data-driven decision-making by implementing robust reporting capabilities for key stakeholder groups.
• Delivered measurable improvements in system performance by optimizing configurations based on user feedback and industry benchmarks.
• Maintained up-to-date knowledge of emerging technologies and methodologies, ensuring continued delivery of cutting-edge solutions to clients.
• Collaborated with cross-functional teams to deliver high-quality project outcomes within tight deadlines.
• Optimized business workflows by conducting thorough analysis of existing systems and developing strategic recommendations.
• Contributed to expansion of the company's client base by participating in business development initiatives and leveraging professional networks.