Lead Grants Administration Consultant

The Lead Grants Administration Consultant will coordinate and supervise a team of Local Grant Administration Consultants supporting the implementation of the 1+1 Matching Grants Programme in Kyrgyzstan under the Safe Migration Central Asia project. The role involves ensuring timely and complete administration of grants in compliance with IOM procurement and financial procedures, coordinating procurement and payment documentation, and providing consolidated reporting.

Responsibilities

• Coordinate and supervise the work of three Local Grants Administration Consultants assigned to Osh, Jalal-Abad, and Batken oblasts.
• Guide Local Consultants on procurement documentation, vendor engagement, beneficiary communication, and delivery verification.
• Maintain regular communication with Local Consultants and monitor the status of assigned grants and outstanding actions.
• Oversee the collection and initial review of required vendor documentation by Local Grants Administration Consultants.
• Review documentation submitted by Local Consultants for completeness and accuracy and request corrections or additional information where required.
• Ensure that complete documentation packages are submitted to the relevant IOM teams for further processing.
• Maintain an organized record of vendor documentation and follow up on outstanding documents.
• Oversee the collection and submission of required procurement and payment documentation, including Electronic Invoices, E-waybills for goods, and Acts of Acceptance for services between IOM and vendors.
• Coordinate with IOM RMU and the Project Team to ensure timely processing of complete documentation for procurement processing.
• 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.
• Follow up on outstanding documentation and procurement-related issues and promptly escalate delays or bottlenecks to the relevant IOM focal points.
• Maintain an overall tracker of procurement cases across the three oblasts.
• Review documentation submitted by Local Grants Administration Consultants to ensure completeness, accuracy, and consistency with IOM procurement and financial procedures.
• Submit verified payment packages to the IOM Project Assistant for processing and ensure that grant and procurement documentation is properly organized and maintained for programme monitoring, reporting and audit purposes.
• Oversee the collection and verification of supporting documentation confirming the 50% personal contribution of grantees, financial or in-kind, as stipulated in the grant agreement.
• Review Asset Inventory Forms and supporting documentation prepared by Local Grants Administration Consultants in accordance with IOM and FCDO requirements.
• Oversee the verification of delivery of procured goods and/or services to grant recipients.
• Review photographic evidence of delivery and use of assets, including a minimum of 2-3 photographs per grant recipient, where applicable.
• Provide bi-weekly consolidated updates to the IOM Project and RMU teams on the status of documentation collection, procurement, delivery, and outstanding issues across all three oblasts.
• Consolidate information and documentation submitted by the Local Grants Administration Consultants for programme monitoring and reporting.
• Promptly report significant procurement, documentation or delivery-related challenges and coordinate follow-up actions with the relevant IOM teams.
• Submit a final consultancy report summarizing the overall number of grants administered, procurement and delivery status, challenges faced, actions taken and recommendations.

Requirements

• University degree in Business Administration, Economics, Finance, Development Studies, or a related field.
• Minimum of 5 years’ experience in project/grant administration, finance, and/or procurement, vendor management, or related functions.
• Experience coordinating or supervising field-based staff or consultants.
• 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.
• Experience working directly with small businesses, entrepreneurs, grantees or local suppliers is an advantage.
• Strong organizational and interpersonal skills, with the ability to manage multiple activities and deadlines simultaneously.
• Fluency in Kyrgyz and Russian; knowledge of English is an advantage.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Skills

• Project Grant Management
• Grant Management
• Finance Management
• UN Procurement Policies
• Vendor Management
• Team Supervision
• Field Work Coordination
• IOM Procurement Rules
• Donor-funded Project Experience
• Small Business Engagement
• Local Supplier Coordination
• Financial Reporting
• Payment Documentation
• Organizational Skills
• Interpersonal Skills

Languages

Kyrgyz, Russian, English