Job Title: Senior Manager, Sub-Granting
Organisation: Infectious
Diseases Institute (IDI)
Diseases Institute (IDI)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Deputy Head,
Strategic Planning and Development
Strategic Planning and Development
Vacancy Code: SMX1
About Us:
The Infectious Diseases Institute (IDI) is an international non-profit
organization which is a partnership of infectious diseases and public health
specialists. The overall objective of the IDI is to strengthen health systems
with strong emphasis on Infectious Diseases, through Research and Capacity
Development. IDI has five operational areas through which it works to achieve
its mission: Prevention, Care and Treatment; Training, Research and Laboratory
services (provided through a partnership with the Makerere University – John
Hopkins University Core Lab) and Outreach.
organization which is a partnership of infectious diseases and public health
specialists. The overall objective of the IDI is to strengthen health systems
with strong emphasis on Infectious Diseases, through Research and Capacity
Development. IDI has five operational areas through which it works to achieve
its mission: Prevention, Care and Treatment; Training, Research and Laboratory
services (provided through a partnership with the Makerere University – John
Hopkins University Core Lab) and Outreach.
Job Summary: The Senior
manager, Sub-granting (SMS) will oversee a growing Sub grants portfolio,
currently comprising of over 80 sub grants to local and international private
not-for- profit organizations (PNFPs), private for profit organizations (PFPs),
NGOs, CBOs, local governments and health units with a total annual value of
about US$17,000,000. The incumbent will supervise over 20 staff in the
Sub-granting Section which will provide key support to the Head, Strategic
Planning and Development in managing IDI sub-grants to a high standard of
quality and in meeting all the associated objectives and targets
manager, Sub-granting (SMS) will oversee a growing Sub grants portfolio,
currently comprising of over 80 sub grants to local and international private
not-for- profit organizations (PNFPs), private for profit organizations (PFPs),
NGOs, CBOs, local governments and health units with a total annual value of
about US$17,000,000. The incumbent will supervise over 20 staff in the
Sub-granting Section which will provide key support to the Head, Strategic
Planning and Development in managing IDI sub-grants to a high standard of
quality and in meeting all the associated objectives and targets
Key Duties and Responsibilities:
·
The Senior Manager, Sub- Granting will be tasked
with the development and supervision of Systems for Sub-granting: Ongoing
development or improvement of policies, procedures, manuals/SOPs (such as the
IDI Subgrantee Handbook and the sub-granting section of the IDI Grants
Manual)and templates tracking emerging subgrants management and compliance
issues and ensuring that the appropriate policies are routinely introduced or
modified in order to keep such systems relevant and responsive at all times
The Senior Manager, Sub- Granting will be tasked
with the development and supervision of Systems for Sub-granting: Ongoing
development or improvement of policies, procedures, manuals/SOPs (such as the
IDI Subgrantee Handbook and the sub-granting section of the IDI Grants
Manual)and templates tracking emerging subgrants management and compliance
issues and ensuring that the appropriate policies are routinely introduced or
modified in order to keep such systems relevant and responsive at all times
·
Determining and allocating appropriate team
roles and responsibilities related to IDI’s management of sub-grantees to fit
with IDI, funders and partners’ requirements
Determining and allocating appropriate team
roles and responsibilities related to IDI’s management of sub-grantees to fit
with IDI, funders and partners’ requirements
·
Solicitation & Selection of sub-grantees:
Development of justification and scope for partners and managing solicitation,
assessment, pre-award due diligence and selection of the most appropriate
partners; recommending suitable post-award risk management Negotiating subgrant
terms and conditions with appropriate creativity and proactivity to ensure that
contracting terms meet the mutual expectations of IDI, its funders and the
subgrantees and that they are conducive to good subgrantee performance as well
as to compliance with all requirements
Solicitation & Selection of sub-grantees:
Development of justification and scope for partners and managing solicitation,
assessment, pre-award due diligence and selection of the most appropriate
partners; recommending suitable post-award risk management Negotiating subgrant
terms and conditions with appropriate creativity and proactivity to ensure that
contracting terms meet the mutual expectations of IDI, its funders and the
subgrantees and that they are conducive to good subgrantee performance as well
as to compliance with all requirements
·
Monitoring and tracking of sub-grantee
compliance and outputs: Continuously updating and enforcing systems (including
manual and electronic documentation) for regular tracking and follow-up of
partners’ financial and programmatic performance and compliance to IDI and
funder requirements; recommending on-going actions to ensure that IDPs and
funders’ objectives are met. Following up sub-grants audits, reviews and
monitoring reports to ensure that ail arising issues are promptly followed up
and resolved
Monitoring and tracking of sub-grantee
compliance and outputs: Continuously updating and enforcing systems (including
manual and electronic documentation) for regular tracking and follow-up of
partners’ financial and programmatic performance and compliance to IDI and
funder requirements; recommending on-going actions to ensure that IDPs and
funders’ objectives are met. Following up sub-grants audits, reviews and
monitoring reports to ensure that ail arising issues are promptly followed up
and resolved
·
Ensuring timely and accurate payments to
partners and providing constant support remotely or at subgrantee’s sites to
ensure that all bottlenecks to efficient programmatic and financial performance
are promptly dealt with so as to achieve optimum sub-grants performance
Coordinating all other units that support various aspects of sub grantee
management across the subgrants cycle eg audit and finance; developing a
comprehensive calendar of events to manage all this activity in a coherent,
unified manner as well as creating shared electronic and manual tools for
common access to shared information across these teams
Ensuring timely and accurate payments to
partners and providing constant support remotely or at subgrantee’s sites to
ensure that all bottlenecks to efficient programmatic and financial performance
are promptly dealt with so as to achieve optimum sub-grants performance
Coordinating all other units that support various aspects of sub grantee
management across the subgrants cycle eg audit and finance; developing a
comprehensive calendar of events to manage all this activity in a coherent,
unified manner as well as creating shared electronic and manual tools for
common access to shared information across these teams
·
Documentation: Leading continuous updates to
standard IDI documentation per IDI policy for the entire sub-granting cycle
including solicitation, contracting (including amendments) and ensuring that
all documentation requirements are consistently met, are of a good quality and serve IDl’s and stakeholders’ best
interests.
Documentation: Leading continuous updates to
standard IDI documentation per IDI policy for the entire sub-granting cycle
including solicitation, contracting (including amendments) and ensuring that
all documentation requirements are consistently met, are of a good quality and serve IDl’s and stakeholders’ best
interests.
·
Training & Capacity Building: Continuously
identifying partner training and capacity building needs; providing compliance-related
support and designing, and creating a training & capacity building
calendar; coordinating the delivery of appropriate training and capacity
building opportunities for the IDI sub-granting team as well as for subgrantee
staff
Training & Capacity Building: Continuously
identifying partner training and capacity building needs; providing compliance-related
support and designing, and creating a training & capacity building
calendar; coordinating the delivery of appropriate training and capacity
building opportunities for the IDI sub-granting team as well as for subgrantee
staff
·
General Team Leadership: Leading a team of about
twenty staff overseeing the IDI sub-granting function; setting performance
standards and targets for the team and leading and motivating the team to
achieve IDI’s sub- granting objectives
General Team Leadership: Leading a team of about
twenty staff overseeing the IDI sub-granting function; setting performance
standards and targets for the team and leading and motivating the team to
achieve IDI’s sub- granting objectives
·
Routine and special reporting (as and when
needed) related to subgrants performance such as numbers and types of subgrantees,
expenditure rate and pipeline of sugbgrant funds, financial and administrative
compliance, programmatic performance, including the related KPIs; resolving all
arising issues and/or escalating them for further action
Routine and special reporting (as and when
needed) related to subgrants performance such as numbers and types of subgrantees,
expenditure rate and pipeline of sugbgrant funds, financial and administrative
compliance, programmatic performance, including the related KPIs; resolving all
arising issues and/or escalating them for further action
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate must hold a Bachelors’
Degree in any relevant field, including but not limited to finance, accounting/audit
and business management
The ideal candidate must hold a Bachelors’
Degree in any relevant field, including but not limited to finance, accounting/audit
and business management
·
Possession of a Master’s degree in a similar
field. A relevant professional qualification will be an added advantage.
Possession of a Master’s degree in a similar
field. A relevant professional qualification will be an added advantage.
·
At least five years’ experience in sub-granting
for development programs
At least five years’ experience in sub-granting
for development programs
·
Prior grants management experience and
familiarity with US government (CDC, USAID, NIH, DOD) and other funder
regulations, procedures and requirements
Prior grants management experience and
familiarity with US government (CDC, USAID, NIH, DOD) and other funder
regulations, procedures and requirements
·
Broad knowledge of international standards of
program design and delivery and of funder regulations (especially in a health
program context)
Broad knowledge of international standards of
program design and delivery and of funder regulations (especially in a health
program context)
·
Proven ability to create and manage enduring
systems, especially related to managing sub-grants
Proven ability to create and manage enduring
systems, especially related to managing sub-grants
·
Keen attention to detail and conscientiousness
in design and maintenance of systems, documentation and standards
Keen attention to detail and conscientiousness
in design and maintenance of systems, documentation and standards
·
Proven excellence in creative thinking and
collaborative problem-solving in a variety of management settings and with a
variety of stakeholders/ partners; ability to interact at the most senior corporate,
funder, community and local government levels
Proven excellence in creative thinking and
collaborative problem-solving in a variety of management settings and with a
variety of stakeholders/ partners; ability to interact at the most senior corporate,
funder, community and local government levels
·
Experience training/developing others and
building capacity for sub-grantees
Experience training/developing others and
building capacity for sub-grantees
·
Excellent oral and written English skills and
high level of proficiency in using MS Excel tools
Excellent oral and written English skills and
high level of proficiency in using MS Excel tools
·
Excellent organizational and communication
skills, including the ability to manage multiple projects simultaneously in a
fast-paced, dynamic environment
Excellent organizational and communication
skills, including the ability to manage multiple projects simultaneously in a
fast-paced, dynamic environment
How to Apply:
All suitably qualified and interested candidates should E-mail their
updated CVs, which should include details of email address (if any), present
position, current remuneration, Certificate/testimonials and address of three
(3) referees plus telephone contact to the following address. Please make sure
that your application letter , CV and certificates are attached as one document
and indicate the Vacancy code as the subject for your email
updated CVs, which should include details of email address (if any), present
position, current remuneration, Certificate/testimonials and address of three
(3) referees plus telephone contact to the following address. Please make sure
that your application letter , CV and certificates are attached as one document
and indicate the Vacancy code as the subject for your email
The Senior Human Resource Manager,
Infectious Diseases Institute — IDI Knowledge Centre,
Makerere University Main Campus College of Health Sciences, Makerere
University,
University,
P.O. Box 22418, Kampala, Uganda.
Email to: [email protected]
Deadline: 4th December 2017
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