Job
Title: Grants Officer I
Title: Grants Officer I
Organisation: Management
Sciences for Health (MSH)
Sciences for Health (MSH)
Duty
Station: Mbale, Uganda
Station: Mbale, Uganda
Reports
to: Finance and Administration Manager
to: Finance and Administration Manager
Job
ID: 13-8794
ID: 13-8794
About
US:
US:
Management
Sciences for Health (MSH) is an international non-profit health organization
composed of nearly 2500 people from more than 74 nationalities working in over
50 countries. Our mission is to save lives and improve the health of the
world’s poorest and most vulnerable people by closing the gap between knowledge
and action in public health. Together with our partners, we are helping
managers and leaders in developing countries to create stronger management
systems that improve health services for the greatest health impact.
Sciences for Health (MSH) is an international non-profit health organization
composed of nearly 2500 people from more than 74 nationalities working in over
50 countries. Our mission is to save lives and improve the health of the
world’s poorest and most vulnerable people by closing the gap between knowledge
and action in public health. Together with our partners, we are helping
managers and leaders in developing countries to create stronger management
systems that improve health services for the greatest health impact.
Job
Summary: The Grants Officer will take the
overall responsibility for establishing and managing grants management systems,
including but not limited to completing RFAs, working with Head Office on
contracts, monitoring performance and compliance; help prepare RFAs and work
with the procurement team to advertise procurements; plan and manage proposal
review processes, through to awardee selection; draft and review notice of
awards and support the contracts negotiations process; work with technical team
to plan and execute compliance visits to awardees; manage and control grantee
budgets through receiving and reviewing budgets to actual reports; provide
technical advice to staff and partners on compliance; manage the compliance
unit staff, plan assignments, review and compile reports; design compliance
monitoring tools and train staff in their use; report and discuss compliance
findings with management and concerned stakeholders; and on a quarterly basis,
prepare summary of compliance findings for discussion with project staff, as
part of risk reduction. The Senior Grants and Compliance Officer will work
closely with the STAR-E Project Finance Director, Compliance Associates,
Procurement Officer, M&E team, Capacity Building Specialists and Technical
Advisors plus partners including district teams and sub-grantees.
Summary: The Grants Officer will take the
overall responsibility for establishing and managing grants management systems,
including but not limited to completing RFAs, working with Head Office on
contracts, monitoring performance and compliance; help prepare RFAs and work
with the procurement team to advertise procurements; plan and manage proposal
review processes, through to awardee selection; draft and review notice of
awards and support the contracts negotiations process; work with technical team
to plan and execute compliance visits to awardees; manage and control grantee
budgets through receiving and reviewing budgets to actual reports; provide
technical advice to staff and partners on compliance; manage the compliance
unit staff, plan assignments, review and compile reports; design compliance
monitoring tools and train staff in their use; report and discuss compliance
findings with management and concerned stakeholders; and on a quarterly basis,
prepare summary of compliance findings for discussion with project staff, as
part of risk reduction. The Senior Grants and Compliance Officer will work
closely with the STAR-E Project Finance Director, Compliance Associates,
Procurement Officer, M&E team, Capacity Building Specialists and Technical
Advisors plus partners including district teams and sub-grantees.
Key
Duties and Responsibilities:
Duties and Responsibilities:
·
The job holder will design systems to manage
compliance, sub-grants as well as other financial relationships with partners
that reflect on donor and organizational policies and procedures
The job holder will design systems to manage
compliance, sub-grants as well as other financial relationships with partners
that reflect on donor and organizational policies and procedures
·
Develop and implement system that allow for
implementing partner s to easily manage and track budgets and deliverables,
strengthen staff and implementing partner capacity for budgeting
Develop and implement system that allow for
implementing partner s to easily manage and track budgets and deliverables,
strengthen staff and implementing partner capacity for budgeting
·
Ensure that implementing partners submit all the
documents and reports needed in a timely manner
Ensure that implementing partners submit all the
documents and reports needed in a timely manner
·
Regularly communicate regularly to the Finance
Director, Project Managers and partners to keep them up-to-date on project
successes and challenges at the grants and compliance level
Regularly communicate regularly to the Finance
Director, Project Managers and partners to keep them up-to-date on project
successes and challenges at the grants and compliance level
·
Work directly with sub-grantees to build capacity
in grants management, financial management and compliance needs
Work directly with sub-grantees to build capacity
in grants management, financial management and compliance needs
·
Provide recommendations for improvements in terms
of grantee systems including compliance, effectiveness and efficiency in grant
administration /finance system and their link to the program implementation
Provide recommendations for improvements in terms
of grantee systems including compliance, effectiveness and efficiency in grant
administration /finance system and their link to the program implementation
·
Support the Finance Director in the preparation
for audits and in resolving audit issues
Support the Finance Director in the preparation
for audits and in resolving audit issues
·
Render support in documenting or disseminate
financial policies as well as sharing lessons learned from audits and
grants/compliance activities
Render support in documenting or disseminate
financial policies as well as sharing lessons learned from audits and
grants/compliance activities
·
Maintain contracts/grants and compliance files
including copies of proposals, awards, modifications, financial &
compliance reports, and other relevant correspondences
Maintain contracts/grants and compliance files
including copies of proposals, awards, modifications, financial &
compliance reports, and other relevant correspondences
·
Prepare budget projections for the Grants and
compliance unit to support overall organizational projections
Prepare budget projections for the Grants and
compliance unit to support overall organizational projections
·
Offer technical direction in issuing, designing
and managing grants/contracts
Offer technical direction in issuing, designing
and managing grants/contracts
·
In charge of the design and/or enhance compliance
monitoring tools
In charge of the design and/or enhance compliance
monitoring tools
·
Plan for and deploy staff to manage training
activities, to ensure participants are properly registered and paid
Plan for and deploy staff to manage training
activities, to ensure participants are properly registered and paid
·
Receive activity reports from compliance staff and
compile summary reports for management
Receive activity reports from compliance staff and
compile summary reports for management
·
Conclusively follow up compliance findings
including investigating pointer to potential fraud
Conclusively follow up compliance findings
including investigating pointer to potential fraud
Qualifications,
Skills and Experience:
Skills and Experience:
·
The ideal candidate should preferably hold a bachelor’s
degree in Accounting or related field and extensive experience in use of
computerized accounting packages
The ideal candidate should preferably hold a bachelor’s
degree in Accounting or related field and extensive experience in use of
computerized accounting packages
·
A minimum of eight years of relevant experience
A minimum of eight years of relevant experience
·
A minimum of three years’ experience in managing
USAID awards
A minimum of three years’ experience in managing
USAID awards
·
Prior experience with USAID in managing grants and
compliance issues in a large program
Prior experience with USAID in managing grants and
compliance issues in a large program
·
Proven management experience and ability to manage
complex and demanding workloads
Proven management experience and ability to manage
complex and demanding workloads
·
Previous experience in managing and developing a
team and ability to lead and motivate others
Previous experience in managing and developing a
team and ability to lead and motivate others
·
Excellent interpersonal, communication, writing
and presentation skills
Excellent interpersonal, communication, writing
and presentation skills
·
Previous experience of and commitment to
participatory management and to the capacity building of staff and partners
Previous experience of and commitment to
participatory management and to the capacity building of staff and partners
·
Ability to plan and execute assignments and
effectively lead a team
Ability to plan and execute assignments and
effectively lead a team
·
Solid understanding of US Government Regulations
and ability to build the capacity of others on the same
Solid understanding of US Government Regulations
and ability to build the capacity of others on the same
·
Effective grants/contracts administration
Effective grants/contracts administration
·
Budget management and compliance monitoring for
sub-grantees
Budget management and compliance monitoring for
sub-grantees
·
Sustaining meaningful and productive relationship
with partners
Sustaining meaningful and productive relationship
with partners
·
Realizing and sustaining results
Realizing and sustaining results
·
Ability to analyze information, evaluate option
and to think and plan strategically
Ability to analyze information, evaluate option
and to think and plan strategically
·
Previous experience in negotiation and
administration of grants, cooperative agreements and interagency agreements
Previous experience in negotiation and
administration of grants, cooperative agreements and interagency agreements
·
Excellent project design skills
Excellent project design skills
·
Excellent communication and writing skills
Excellent communication and writing skills
·
Proven ability to analyze grants and contracts
budgets
Proven ability to analyze grants and contracts
budgets
·
Familiarity with other regulations governing
contracting and grants
Familiarity with other regulations governing
contracting and grants
·
Strong experience with USAID financial management
procedures
Strong experience with USAID financial management
procedures
·
Computer literacy i.e. Proficiency in basic
Microsoft Office (including Word, Excel, PowerPoint, and access)
Computer literacy i.e. Proficiency in basic
Microsoft Office (including Word, Excel, PowerPoint, and access)
·
Self-driven, and able to work with minimal
supervision
Self-driven, and able to work with minimal
supervision
·
Ability to build excellent interpersonal
relationships
Ability to build excellent interpersonal
relationships
·
Strong work ethics and excellent attention to
detail
Strong work ethics and excellent attention to
detail
·
Flexible and able to work after office hours if
the situation demands
Flexible and able to work after office hours if
the situation demands
·
Ability to multi-task in fast paced environment
Ability to multi-task in fast paced environment
·
Ability to influence and manage change
Ability to influence and manage change
·
Ability to training staff and partners on grants
management and compliance related topics
Ability to training staff and partners on grants
management and compliance related topics
·
Honest, ethical and pleasant manner with positive,
can-do attitude
Honest, ethical and pleasant manner with positive,
can-do attitude
·
60% of staff time in a busy office environment
with tight deadlines, interruptions, emails and calls. 40% staff time
throughout the project area
60% of staff time in a busy office environment
with tight deadlines, interruptions, emails and calls. 40% staff time
throughout the project area
How
to Apply:
to Apply:
All suitably
qualified and interested candidates who wish to join the Management Sciences
for Health in the aforementioned capacity are encouraged to Apply Online by
clicking on the link below.
qualified and interested candidates who wish to join the Management Sciences
for Health in the aforementioned capacity are encouraged to Apply Online by
clicking on the link below.
Deadline:
22nd January, 2016
22nd January, 2016
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