Grants Manager

POSITION: Grants Manager

REPORTS TO: Capacity Development and Operations Director

DUTY STATION: Addis Ababa

MINIMUM HOURS OF WORK: 40 hours per week

DUTIES AND RESPONSIBILITIES

JOB SUMMARY

Under the direct supervision of the Capacity Development and Operations Director, the Grants Manager is responsible for planning, budgeting, ensuring financial and grants compliance and supervision and mentoring of sub-awardee local partners under the USAID Empowered Communities Activity (ECA) and other PH activities involving sub-partners. Primarily, s/he will be responsible for ensuring all sub-awardees are compliant with the donor requirements (USAID Standard and Mandatory Provisions and other specific donor requirements) and the sub-award agreement terms and conditions (which include but not limited to adherence to cost principles, financial reporting procedures and documentation, cost share reporting requirements, VAT reporting requirements, audit requirements (both statutory and federal audit in accordance with 2 CFR 200.501). S/he will be responsible to conduct due diligence and compliance requirements for all potential sub-recipients irrespective of the method of selection to determine eligibility for sub-award. S/he is also responsible for the regular financial and grant monitoring of the sub-awardees to ensure the above requirements are adhered at all times. Detail essential functions are discussed below.

SPECIFIC RESPONSIBILITIES

• Review sub-awardees financial invoices on monthly basis in accordance with cost principles and ensure the transactions are timely settled (with all necessary supporting documents).
• Assist the Finance & Operations Director in monthly budget monitoring and BVA for the ECA and other project leadership/ management and pertinent staff to inform timely decision making.
• Work closely with the Finance and Operations Director and in consultation with pertinent ECA staff, s/he will be responsible to develop monthly projections per PH template related to sub-award financial performance (and attend monthly projections calls as necessary).
• Ensure sub-awardees submit financial reports, cash requests and receive timely cash advances based on their cash projections and liquidations.
• Lead the preparation of budget modifications and re-alignments for all ECA sub-awardees as applicable.
• Review budgets and proposals of sub-awardees in accordance with donor specific standards and Project HOPE guidelines.
• Prepare monthly expenditure summary reports and submit to finance department as per the timeline (for timely posting in the PH financial system).
• Support the finance department for donor and government related financial audits and closeouts (as applicable); and implement audit findings and recommendations specific to ECA.
• Support the finance department to develop internal control structures that ensure compliance to Project HOPE, donor and government policies and procedures.
• Ensure timely submission and review of VAT refund requests, cost share reports and other deliverables submitted by sub-awardees.
• Assist sub-awardees in identifying, documenting and reporting cost share expected by ECA as per the sub-agreements.
• Ensure sub-awardees grant files are established and maintained at Project HOPE, in both hard and electronic copies for easy reference during audit and related procedures. S/he also serves as the custodian of these grant files.
• Develop partner specificgrant and financial monitoring plan based on risk leveland conduct on site regular monitoring and supportive supervision to enhance the capacity of sub-awardees to enhance to effective and efficient utilization of funds provided.
• Develop grant management manuals and tools and provide capacity strengthening support to the sub-awardee staff responsible for grant and financial management of the activity.
• Provide training and orientations on USAID standard and mandatory provisions and pre-award risk assessment findings/gaps.
• Mentor all sub-awardees on regular basis and provide the required technical guidance (virtual, in person).
• Involve in periodic ECA team meetings and as appropriate in other team meetings organized centrally by PH.
• Assist the finance department in the monthly and fiscal year financial closing.
• Implement other activities tasked by the immediate supervisor and ECA leadership/ management.

MINIMUM EDUCATION AND EXPERIENCE REQUIRED:

• Higher level university degree is requirement (MBA, MA or other equivalent degrees)
• Professional work experience of over 10 years in the field relevant for the position At least 5 years of higher level technical or programmatic oversight and supervision responsibility

Skills Required

• In-depth knowledge of USAID grant and contract management.
• Demonstrated experience leading sub partners, sub-contractors, and/or grants under contract.
• Understanding of systems audit and articulating clear practical recommendations.
• Negotiation, communication and interpersonal skills.
• Proficient in the Microsoft suite of office product.
• Fluency in written and spoken English.
• Good personal organizational skills.
• Ability to work within a multicultural setting.
• Willing to travel extensively within and outside the region.