Senior Grants Manager NGO Careers – Marie Stopes International

Job Title:        Senior
Grants Manager
Organization: Marie
Stopes International
Duty Station: Kampala,
Reports to:
Director Programmes
About US:
Marie Stopes International
is a global organisation providing personalised contraception and safe abortion
services to women and girls. Our local teams of professionals are passionate
about the work they do in communities across 37 countries. The services they
provide give a woman the power to choose when she has children so that she’s
free pursue her plans and dreams for herself and her family.
Job Summary:  The Senior Grants Manager will help secure
new donor funding, manage donor compliance, monitor progress of grants against
Key Performance Indicators and spend against budget, to ensure strong
stewardship of donor funding. The role will support grant-funded project
implementation, and will lead grant planning, reporting and donor audit while
ensuring a close and collaborative working relationship with Project
Implementation/Operational Leads and Directorates.  The post is key in ensuring that Marie Stopes
suffers no financial losses or damage to its reputation in the management of
grants and to ensuring sustainability through securing new funding streams. The
Senior Grants Manager works in a virtual Project Management team with key
Finance, Research Monitoring and Evaluation, Clinical Quality, and Operational
Leads including Sexual and Reproductive Health Service Delivery Channel Leads.
The position reports to the Programmes Director. S/he is part of the Programmes
Directorate and a member of the Country Senior Management Team. The overall
purpose of the role is the oversight and provision of proactive stewardship of
Marie Stopes’ assets to achieve agreed strategy and long term financial
Key Duties and Responsibilities: 
Project and
Organisational Budgeting and Planning
  • Lead budget compilation at the project proposal stage. Review
    budgets and assist with amendments and forecasts before submission to
    donors/ MSI Global Support Office donor teams.
  • Ensure that contribution to Marie Stopes support/running costs is
    maximized in the development of project or funding proposals.
  • Lead the phasing of project budgets and design a pattern of project
    spend that aligns with approved delivery plans/milestones.
  • Take an active role in the development /incorporation of project and
    funder dimensions to broader organizational budgets including annual
    Business Plans.
Grant Accounting
& Management
  • Work in liaison with the Director of Programmes and the Finance
    Team, interact effectively with donors and MSI Global Support Office donor
    teams, regarding a variety of issues, such as budget revisions, income
    requests, donor compliance and project implementation progress.
  • Translate project contracts into clear compliance requirements and
    deliverable deadlines including reporting deadlines and ensure these are
    known and adhered to.
  • Monitor performance against Key Performance Indicators and against
    work plans to ensure projects are on track to meet donor and grant
  • Monitor actual expenditure against budget to ensure spend is in line
    with work plans.
  • Analyse project transactions with Implementation/operational leads
    on a monthly basis to review coding, to ensure spend is allowable, align
    activities with costs and identify actions required to mitigate risk and
    impact of over or under expenditure.
  • Produce accurate and timely monthly project reports that are
    circulated to Implementation/operational leads, the Programmes Director
    and other relevant staff that alerts management of the progress of
  • Coordinate inputs from Implementation/operational leads to produce
    high quality donor narrative reports that use donor compliant language.
  • Organise and participate in monthly meetings with
    Implementation/operational leads to review monthly Project reports against
  • Support the finance team to reconcile the Deferred Grants income
    account and other related balance sheet accounts monthly, ensuring that
    the necessary adjusting /correcting entries (backed by supporting
    documentation) have been approved and posted.
  • Alert the Finance Director to risks from over/under expenditure,
    late reporting, control weaknesses or non-compliance with other donor
  • Work with the finance team to minimize foreign exchange losses on
    both income and expenditure transactions and flagging up potential losses
    in timely fashion.
  • Work with the finance team to ensure that grant income (received and
    receivable) is accurately reported and agrees with monthly Project
Donor Compliance
  • Monitor project deliverables, budgets, spend against budget, and
    appropriate coding and cost recovery against each grant; raise any areas
    of concern to the Director(s).
  • Be familiar with relevant donor regulations and rules, as well as
    MSI Global policies and procedures, and ensure project implementation is
    compliant with these regulations, policies, and procedures.
  • Minimise disallowed expenditures and potential loses through active
    monitoring of expenditure types, procurement processes, documentation and
    adherence to reporting deadlines.
  • Ensure compliance with the financial and other requirements of
    donors through monitoring and support visits to the field. Initiate internal
    audits as may be necessary.
  • Manage an orderly and up to date filing system for all grant key
    documents including submitted funding proposals, donor agreements,
    budgets, logframes, narrative and financial reports, key donor
  • Maintain an orderly and up to date filing system for all grant
    related transactions including adjusting or correcting journals.
  • Work with finance to ensure that grants income or instalments due
    are promptly claimed from donors and in line with donor agreements.
Donor Reporting
  • Support the finance team to prepare monthly, interim and final
    Financial Donor reports accurately as per Donor reporting requirements and
    deadlines. Liaise with operational leads on any issues that may arise
  • Work with the finance team to ensure the integrity of financial
    donor reports by validating the coding of both income and expenditure
  • Provide robust variance analysis and narrative.
Donor Audits and
Donor/Stakeholder Engagement
  • Ensure that donor audits are properly scheduled and communicated in
    advance to relevant staff including the Programmes Director and Finance
  • Ensure proper planning of donor audits including the availability of
    the required documents and files prior to audits to minimize financial
    losses as well as any reputational damage.
  • Assist in preparing for statutory audits particularly in the
    preparation of the necessary grant supporting documentations and
    reconciliation of all grants related accounts.
  • Assist in preparing for donor engagement visits as required.
  • Act as donor lead for grants by participating in bi-weekly, monthly,
    quarterly and bi-annual donor and MSI Global Support Office team meetings
    as required. Regular liaison with MSI Global Donor Reporting Team/project
Training and
Capacity building
  • Facilitate workshops to build the project management capacity of
    staff and embed understanding of Marie Stopes’ policies and procedures as
    they relate to project management.
  • Lead grant/project start up meetings, mid-term review meetings and
    end of grant closure meetings.
  • Support the embedding and use of MSI Project Cycle Management
    Guidelines to institutionalize grant and project management capacity.
New Business
  • Work closely with Director of Programmes to identify and
    successfully capitalise on funding opportunities with major local and
    international funders of sexual and reproductive health programming.
  • Research and analyse donor calls for funding applications including
    tenders, expressions of interest and requests for proposals. This includes
    identifying funding opportunities– either as a prime or subcontractor.
  • Develop and write successful, high quality funding proposals and
    budgets as agreed by the Country Programme Executive Team.

Qualifications, Skills and Experience: 
  • The applicant must hold a Bachelor’s degree in relevant subject
  • Master’s degree in Public Health, International Development or
    related subject (desirable)
  • At least four years’ work experience in grant management (essential)
  • Demonstrable experience directly managing large project budgets as
    budget holder (essential)
  • Demonstrable experience implementing grants and managing funding
    from institutional donors (private foundations, government agencies)
  • Demonstrated success in raising new grant income from private
    philanthropic foundations and/or bi-lateral donors and building donor
    relationships (essential)
  • Experience in writing donor reports for large grants, including
    narrative and results matrices Excellent knowledge of the Ugandan health
    sector (desirable)
  • Experience supporting implementation of Sexual and Reproductive
    Health programmes (desirable)
  • Proven ability to use data and data analysis for operational and
    strategic decision making (essential)
  • Knowledge of family planning and post abortion care (desirable)
  • Strong IT skills, including Microsoft Office package (essential)
  • Strong quantitative and qualitative analytical skills (essential)
  • Excellent verbal and written communication skills (essential)
  • Able to work independently, with little supervision (essential)
  • Fluency in both written and spoken English, with exceptional verbal
    presentation skills
  • Training in project cycle management (desirable)
  • Experience using technology platforms (Skype, One Drive) to work
    with remote teams
  • Ability to travel nationally and internationally as needed (expected
    travel less than 10%)
  • Pro-choice and committed to Marie Stopes International’s mission of
    Children by Choice, not Chance (essential)
How to Apply:
All suitably
qualified and interested candidates who wish to join the Marie Stopes
International in the aforementioned capacity are encouraged to Apply Online by
clicking on the link below.
Click Here –> Career –>
Choose (Senior Grants Manager) –> Apply Now
Deadline: 15th June 2018
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