The Ugandan Jobline

 

 Job Title:    Grants Manager

Organization:  Marie Stopes

Duty Station:  Kampala,
Uganda

Reports to: Grants
Director

 

About US:

Marie Stopes Uganda
(MSU) is a Non-Government Organisation that strives to offer affordable reproductive
health services through a range of static clinics and outreaches to
communities.

 

Job Summary:  The purpose of this role is to 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 at Marie Stopes while
ensuring a close and collaborative working relationship with Project
Implementation 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 Grants Manager works in a virtual Project Management team
with key Finance, RME, Clinical Quality, Implementation Leads including Channel
Heads and reports to the Grants Director. S/he is part of the Grants
Directorate. The overall purpose of the Grant Management Unit is the oversight
and provision of proactive support in ensuring proper stewardship of Marie
Stopes’ assets to achieve agreed strategy and long term financial
sustainability.

 

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.

·       
Ensure
that contribution to MS support/running costs is maximized in the development
of project or funding proposals.

·       
Lead the
phasing of project budgets and designing a pattern of project spends that
aligns with approved delivery plans/milestones

·       
Take an
active role in the development /incorporation of project and funder dimensions
to the organizational budgets including annual business plans.

Grant Accounting
& Management

·       
In
liaison with the Director of Grants and the Finance Director, interact
effectively with donors and LSO 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.

·       
Monitor
performance against Key Performance Indicators and against work plans to ensure
projects are on track to meet donor and grant deliverables.

·       
Monitor
actual expenditure against budget to ensure spend is in line with work plans.

·       
Analyse
project transactions with Implementation Leads on a monthly basis to review
coding to ensure spend is allowable, align activities with costs and identify
actions required for potential over or under expenditure.

·       
Produce
accurate and timely monthly comparative project reports that are circulated to
Implementation Leads, the Grants Director and other relevant staff that alerts
management of the progress of the projects.

·       
Coordinate
inputs from Implementation Leads to produce high quality donor narrative
reports that use donor compliant language.

·       
Organise
and participate in monthly meetings with Implementation Leads to review monthly
Project reports against budgets

·       
Alert
the Finance Director to risks from over/under expenditure, late reporting,
control weaknesses or non-compliance with other donor guidelines.

Donor Compliance

·       
Monitor
project performance to ensure projects are on track against KPIs. This includes
monitoring project deliverables, budgets, spend against budget, and appropriate
coding and cost recovery against each grant and raising any areas of concern to
the Director(s)

·       
Be familiar
with relevant donor regulations and rules, as well as MSI policies and
procedures, and ensure project implementation is compliant with these
regulations, policies, and procedures

·       
Minimise
disallowed expenditures and potential loses to MS 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.

·       
Oversight
of 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 correspondence.

Donor Reporting (Financial)

·       
Support
Finance to prepare monthly, interim and final Financial Donor reports timely
and accurately as per Donor reporting requirements with funders. Liaise with
the Project Implementers on any issues that may arise promptly.

·       
Work
with finance to ensure the integrity of financial donor reports by validating
the coding of both income and expenditure transactions

·       
Provide
variance analysis and narrative.

Donor Audits and
Donor/Stakeholder Engagement

·       
Ensure
that donor audits are properly scheduled and communicated in advance to the
relevant staff including the Grants Director and Finance Director.

·       
Ensure
proper planning of donor audits including the availability to the required
documents and files prior to audits to minimize financial losses to MS as well
as any damage to Marie Stopes reputation.

·       
Assist
in preparing for Marie Stopes statutory audits particularly in the preparation
of the necessary grants schedules with supporting documentations and
reconciliation of all grants related accounts.

·       
Assist in
preparing for donor engagement visits as required.

·       
Act as
donor lead grants by participating in bi-weekly, monthly, quarterly and
bi-annual donor and MSI London Support Office teams meetings as required.
Regular liaison with MSI Donor Reporting Team/project accountants.

Training and
Capacity building

·       
Work
with Finance to facilitate finance workshops to build the grants management
capacity of MS staff and understanding of Marie Stopes’ finance policies and
procedures as they relate to project Management.

·       
Lead
project start up meetings, mid-term review meetings and end of grant closure
meetings to share learning and increase finance understanding of the milestones
vis a vis Marie Stopes funded projects.

·       
Support
the embedding and use of MSI Project Cycle Management Guidelines to
institutionalize grant management capacity.

Staff Management
and Development

·       
Direct
supervision of the Grants Manager and Officers by managing and strengthening
his/her capacity to ensure a responsive and well-organized grants department.
(when need arises)

New Business
Development

·       
Work
with Director of Grants to identify and successfully capitalise on funding
opportunities with major funders of local and international 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 Management Team (CMT)

 

Qualifications, Skills and Experience:

·       
The
applicant must hold a Master’s degree in Public Health or related subject or
equivalent proven employment experience (desirable)

·       
At least
five years of work experience especially in private sector or NGO (essential)

·       
Demonstrable
experience managing donor grants (essential)

·       
Demonstrated
success in raising 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 (essential)

·       
Experience
as a line manager including performance management (desirable)

·       
Experience
in Marie Stopes systems and processes (desirable)

·       
Excellent
knowledge of the Ugandan health sector (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)

·       
Fluency
in both written and spoken English, with exceptional presentation skills
(essential)

·       
Training
in project cycle management (desirable)

 

How to Apply:

All candidates
should submit their applications through the Marie Stopes career page at the
link below.

 

Click
Here

 

Deadline: 21st October 2020.

 

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