Compliance Support Officer (Casual)

Jhpiego Inc.; Baltimore (MD); Sur place; USD 65 000 - 90 000; Plein temps

Résumé du poste

Jhpiego Inc. is seeking a Compliance Support Officer to strengthen the Contracts Management and Compliance Division (CMCD) across the organization.

This role focuses on PHFFA policy, risk assessment, and knowledge management rather than adjudicating compliance. You will maintain risk registers, curate CMCD resources in Teams and SharePoint, and support training calendars, dashboards, and periodic compliance reporting.

Qualifications

• Experience in international development or related field with USG/PHFFA context.
• Strong document control and records management skills.
• Proven ability to organize Teams, SharePoint, and knowledge resources.
• Experience building trackers, dashboards, and reports for leadership.
• Ability to translate complex regulatory guidance into plain language.

Responsabilités

• Review risk and compliance related to PHFFA and USG award requirements.
• Maintain risk registers and track mitigation actions to closure.
• Organize CMCD Teams and SharePoint environments for easy access.
• Support development and tracking of compliance training materials.
• Monitor regulatory changes and summarize implications for Jhpiego.
• Support sub-recipient due diligence and certification workflows.
• Prepare routine compliance reporting for leadership and audits.

Connaissances

Document control

Knowledge management

Microsoft Teams

SharePoint

Training coordination

Communication

Dashboarding

Reporting

Formation

Relevant degree or equivalent experience in international development or related field

Outils

Microsoft 365

Excel

Word

PowerPoint

Description du poste

Overview

The Contracts Management and Compliance Division (CMCD) requires dedicated support to review risk and compliance to DOS’ Promoting Human Flourishing in Foreign Assistance (PHFFA) Policy . This position is organization-wide and is not tied to any single project, award, or country program The Compliance Support Officer will provide, documentation, and knowledge management support to CMCD in implementing and sustaining Jhpiego's compliance program, with particular emphasis on PHFFA and other USG award requirements. The role is coordinating and enabling rather than adjudicating: the Compliance Support Officer supports CMCD staff and legal counsel in the exercise of their compliance judgment and does not render legal or compliance determinations independently.

Core responsibilities include maintaining the risk assessment inventory and tracking mitigation actions to closure; organizing and curating CMCD's internal Teams and SharePoint environments so that current, authoritative compliance resources are easy to find and outdated material is retired; supporting the development, scheduling, delivery, and completion tracking of compliance training; monitoring U.S. Government sources for regulatory and guidance changes and summarizing their practical implications for Jhpiego; supporting sub-recipient due diligence and certification workflows; and preparing routine compliance reporting for leadership and for audit and monitoring readiness.

Responsibilities

Risk Assessment Tracking and Documentation

• Maintain the organization-wide compliance risk register, including the country- and award-level risk tiering that underpins the PHFFA risk analysis (funding source composition, applicable legal context, and resulting risk classification).
• Track the completion status of risk assessments across hubs, country offices, and USG-funded programs; follow up with responsible parties on outstanding assessments and flag overdue items to CMCD leadership.
• Log identified risks, assigned mitigation actions, action owners, and due dates; monitor progress and escal...
• Maintain the data underlying risk classification (e.g., funding-source mapping and country-level legal status), reconcile discrepancies against source records, and flag ambiguous or incomplete entries for CMCD review rather than resolving them unilaterally.
• Support scheduled re-assessment of risk following operational changes — new awards and cost amendments, new sub-recipients, changes in donor mix, changes in local law, or new Department guidance.
• Maintain the log of upcoming contractual actions expected to trigger PHFFA standard provisions, so that compliance preparation can be sequenced ahead of award signature.
• Assemble inputs for the periodic compliance status, sub-recipient monitoring, and leadership briefing reports set out in the framework's reporting structure.

Knowledge Management and Internal Teams/SharePoint Organization

• Own the structure, organization, and day-to-day upkeep of CMCD's internal Microsoft Teams sites and SharePoint libraries, including channel and folder architecture, naming conventions, permissions, and version control.
• Establish and maintain a single authoritative repository for compliance resources — regulations, standard provisions, Department FAQs and guidance, Jhpiego policies, risk frameworks, templates, checklists, training materials, and FAQs — so staff can reliably locate the current version.
• Apply consistent document control practice: clearly mark effective dates and version numbers, archive superseded materials, and remove or relocate outdated content that could be relied upon in error.
• Maintain a compliance document inventory and retention schedule aligned to records management requirements for foreign assistance program documentation.
• Develop and maintain user-facing navigation aids — landing pages, quick-reference guides, decision trees, and "where to find it" indexes — for country offices, project teams, and functional units.
• Capture and codify practical compliance knowledge: recurring questions, guidance received from Grants Officers, and lessons learned from award negotiations, due diligence reviews, and monitoring exercises, developing these into internal FAQs and guidance notes with CMCD review.
• Support cross-office knowledge exchange on compliance practice (e.g., community-of-practice calls, office hours, or internal knowledge-sharing sessions) between CMCD, hubs, country offices, and project leadership.
• Track usage and gaps in compliance resources and recommend improvements to CMCD.

Compliance Training Support

• Support the development, updating, and version control of compliance training materials and curricula for staff, and for sub-recipients where appropriate.
• Coordinate the training calendar, including scheduling, invitations, logistics, platform setup, facilitation support, and materials distribution across time zones.
• Maintain training completion records by individual, office, and project, generate completion reports, and follow up on outstanding attendance so that training records are inspection-ready.
• Support onboarding of new staff and new sub-recipient personnel into required compliance training, including refresher and re-training cycles triggered by regulatory change.
• Support the audit of training materials, curricula, and educational content used in foreign assistance programs for compliance risk, routing flagged content to CMCD and technical owners for resolution.
• Collect participant feedback and knowledge-check results and summarize them for CMCD to inform future training design.
• Support preparation of staff guidance on appropriate responses to government inquiries, inspections, and unannounced visits, including maintaining the associated protocols and contact points.

Monitoring US Government Compliance Updates

• Track U.S. Government sources for changes relevant to Jhpiego's compliance obligations — Federal Register rulemaking, Department of State implementation guidance and FAQ releases, standard provision updates, 2 CFR and Uniform Guidance changes, and relevant agency notices.
• Flag changes that require updates to Jhpiego's risk framework, policies, templates, sub-award language, or training content, and track those updates through to completion.
• Maintain reference materials on the waiver process and affirmative duty exemption, including the current submission pathway, required content, status of pending requests, and outcomes, so country teams facing local-law conflicts can be supported quickly.

Compliance Reporting, Communications, and Monitoring Readiness

• Prepare recurring internal compliance reports and dashboards drawn from the risk register, training records, and due diligence trackers.
• Support preparation of briefing materials for senior leadership, hub and country directors, and USG project directors.
• Support drafting of internal communications that explain compliance requirements in clear, accessible language for non-specialist audiences.
• Maintain inspection-ready documentation packages, including compliance policies, training records, due diligence files, and separation evidence.
• Support periodic internal mock inspections and readiness checks, and track resulting action items to closure.
• Support documentation of compliance progress within regular award reporting cycles — for example, staff trained or re‑trained, sub‑award agreements updated, due diligence activities completed, and open questions — so that evidence of good‑faith compliance is on record in advance of any formal monitoring.

Required Qualifications

• Relevant degree or equivalent experience in international development, public administration, law, business administration, knowledge management, or a related field.
• 3- 4 years experience supporting compliance, grants and contracts administration, risk management, audit, or a comparable function, ideally with USG-funded awards.
• Familiarity with U.S. Government assistance requirements (e.g., 2 CFR 200 Uniform Guidance, standard provisions, sub-recipient monitoring and flow-down obligations); familiarity with Department of State foreign assistance requirements is an advantage.
• Strong document control and information management skills, including demonstrated experience organizing and administering Microsoft Teams and SharePoint sites (site structure, permissions, metadata, version control).
• Experience building and maintaining trackers, registers, and dashboards, and following up with dispersed stakeholders to bring items to closure.
• Ability to read regulatory and guidance material accurately and translate it into clear, plain-language summaries for non‑specialist audiences.
• Strong writing and editing skills; high attention to detail and accuracy in handling documentation of record.
• Proficiency in Microsoft 365 (Teams, SharePoint, Excel, Word, PowerPoint); familiarity with grants or contracts management systems is an advantage.