ThaiNGO

TERMS OF REFERENCE (TOR)

Background

Mekong Institute (MI) is an intergovernmental organization owned by the six countries of the Greater Mekong Subregion. It focuses on human resource development and capacity-building initiatives to promote sustainable development. With over two decades of experience in project management, training, and research, MI is recognized for fostering regional cooperation and advancing development across the region. 

The Mekong Children's Heart Care (MCHC) Project, jointly implemented by MI, Fuwai Hospital, and the Ministries of Health of Cambodia and Lao PDR, aims to improve the diagnosis and treatment of congenital heart disease (CHD) among children in these countries. The project emphasizes minimally invasive procedures, strengthens local healthcare capacity, and establishes regional cooperation mechanisms to enhance child health outcomes.

Purpose

The Grants and Compliance Officer ensures adherence to donor regulations, compliance standards, and financial tracking for both partners and MI. This role focuses on maintaining grant compliance, produce donor financial reporting and support for other donor reports as requested, managing financial aspects of project implementation, review and consolidating project financial reports from implementing partners and field teams, conduct field monitoring and financial review and coordinate for project audits and build capacity for project and partner finance staff on all matters related to financial management, control and compliance. The Officer collaborates with MI’s finance team, donor counterparts, project implementing partners, national staff, and the project’s main office to ensure all financial and compliance documentation aligns with donor and institutional standards.

Main Responsibilities

A. Grant Compliance

• Ensure project expenditure comply with donor regulations and MI’s internal policies.
• Interpret and apply donor financial rules to operational and planning purposes.
• Review and verify financial and grant-related documents for eligibility, accuracy, and completeness.
• Maintain updated schedules and timelines for grant reporting and submissions to donor
• Support the Project Manager in aligning financial data with narrative reports, ensuring consistency with donor requirements.

B. Grant and Partner Financial Management

Ensure key project staff are aware of budgetary resources and have a tool to monitor budget, expenditure respectively.

 - Produce the donor financial report and update it in donor system.

• Monitor financial performance, ensure the spending occurs as planned, and that variances are anticipated, noted and corrected, advising on budget adjustments,  or corrective actions.
• Ensure project work plans align with budget milestones and available resources.
• Track procurement, disbursements, and financial transactions to maintain budget control.
• Consolidate, review, and prepare financial reports submitted by project implementing partners to ensure completeness, accuracy and reports are submitted on time
• Coordinate with finance and field teams to ensure timely and accurate fund transfers and documentation.
• Conduct financial monitoring and visit to partners to identify gaps and risk for improvement of financial management and other concerned financial practices and report to Program Director. 
• Develop the partner monitoring report and present it to Program Director and Project Manager. 
• Develop a plan of action to improve the identified weakness of project financial management and partner financial system. 

C. Systems Maintenance and Capacity Development

• Maintain, review and update project financial guidelines, field staff guidelines, and report templates for effective grant and financial management.
• Build capacity of project   staff and subgrant partners to understand  donor rules, financial documentation procedures, and compliance requirements.
• Standardize reporting practices to ensure consistent, audit-ready documentation.

D. Monitoring and Evaluation (M&E) Support

• Verify M&E data and maintain accurate records for audits, donor reviews, and evaluations.
• Link financial data with project outputs to track progress and ensure accountability.

E. Cross-Functional and Field Coordination

• Collaborate with field teams to ensure timely and accurate documentation, reporting, and financial management.
• Attend donor and stakeholder meetings as required, providing updates on compliance, financial status, and project progress. 
• Prepare financial briefings and summary reports for donor visits and monitoring missions. 

F. Implementation Support

• Support grant compliance and financial tracking systems to monitor timely project delivery.
• Work with the team to resolve bottlenecks related to budget use, procurement, or compliance.
• Align disbursements with activity schedules to ensure resource availability.
• Use financial and M&E data to identify risks and recommend corrective actions to maintain progress.
• Support internal reviews to assess project delivery against targets and grant conditions.

Expected Deliverables

1. Timely and accurate contributions to donor financial reporting and other donor report, ensuring compliance with grant conditions.
2. Regularly updated budget tracking and financial monitoring tools aligned with project deliverables.
3. Operational grant and financial management systems and standard procedures to ensure consistent compliance and reporting.
4. Field staff trained on compliance, financial documentation, and reporting processes.
5. Consolidated and validated financial reports from implementing partners and field teams for internal and external use.
6. Clear and consistent communication materials for donors and stakeholders, ensuring alignment with project goals.
7. Efficient grant compliance and financial management processes that ensure timely use of project resources in line with donor requirements.
8. Conduct financial monitoring visit, produce the monitoring report and present it to partners, Project Director and Project Manager. 
9. Develop the action plan for partner’s weakness improvement. 

Qualifications

• Bachelor’s degree or equivalent in Finance, Accounting, Public Administration, Development Studies, or a related field.
• Strong financial literacy and education, with experience in budgeting, financial management, donor financial reporting and subgrant management.
• Minimum 3 years of relevant experience in grants, compliance,  financial management and subgrant management.
• Familiarity with donor compliance, audit preparation, and reporting procedures.
• Experience supporting M&E and working with field teams, particularly in regional projects. 
• Proficiency in financial tracking systems and reporting tools.
• Excellent written and verbal communication skills in English.
• Able to work independently and collaborate in multicultural environments.
• Willingness to travel within the region as needed.

Salary and Benefits

• Competitive monthly salary ranging from 1,300 – 1,600 USD, commensurate with qualifications and relevant experience.
• Health Insurance: Comprehensive medical coverage for employee.
• Annual Leave: 20 days of paid vacation per year, plus Thai public holidays.
• Sick Leave: 30 days of paid sick leave annually.
• Relocation Assistance: Round trip relocation allowance for candidates relocating to Khon Kaen.
• Assignment allowance after staff onboarding

Applications reviewed on a rolling basis, early applications encouraged.

Application Link: Welcome to the Mekong Institute Recruitment Process