Grant and Contracts Manager 39 views

Organizational and Program Highlight:

Integrated Service on Health and Development Organization (ISHDO) is registered non-governmental organization. ISHDO has been funded by USAID Ethiopia as prime under the President’s Emergency Plan for AIDS Relief (PEPFAR) to implement a three years Family-focused HIV Prevention, Care and Treatment Program in Oromia Region. The Program will be implemented partnership with other sub local implementing partners. The activity aims to accelerate and sustain HIV epidemic control in Ethiopia through the delivery of high impact Family-focused HIV prevention, care, and Treatment Activity in selected 41 woredas of Oromia regional state.

Reports to: COP

Job Summary; 

The Grants and Contracts Manager will work closely with COP, technical staff, and ISHDO Head office staffs to ensure project resources is effectively and efficiently used in order to achieve project objectives and results. The position supervises the Grant and Contract officer, Procurement, and ensures financial and operational information is provided to project leadership, coordination and head office staff, and technical staff for timely decision making. The Grant and Contract Manager must ensure that project implementation is done in an environment of strong controls and that the project complies with ISHDO and USAID rules and regulations. S/He will ensure appropriate systems and procedures (cash management, vendor payments, budgeting and forecasting, procurement, property management, grants management and other related financial and operational tasks) are in place to ensure that the project operates efficiently, using resources effectively and within the budget of the project

Responsibilities:

• Ensure the highest level of integrity in the management of grants, to include proper adherence to USAID and ISHDO policies and procedures.
• Develop, Design, and Implement grant Management tools and Grant tracking system to ensure USAID compliance requirements to foster operational excellency by working closely with ISHDO Management team.
• Lead and oversight the capacity building efforts for ISHDO staff and Local implementing partners.
• Provide reports to the management including chief of party on regular and timely basis concerning compliance efforts and results.
• Utilize ISHDO’s Sub award Management System (Sales force) and accounting system for sub award issuance and management. Ensure that all required documentation is uploaded and stored as per ISHDO policy.
• Oversee budget management of project’s sub grants pool, working with the Finance Director. Work closely with the Finance Director to ensure accurate and timely disbursement and liquidation of sub award expenses.
• Organize a post award briefing workshop to subrecipients on major compliance issues of new uniform administrative requirements, cost principles and Audit requirements for Federal Awards and reporting requirements under USAID funded project.
• Ensure that office systems for grants administration are maintained and that regular reports are provided to ISHDO head office and Donor as required.
• Assist in the Development and/or updating of the Grants Manual so it’s in compliance with USAID and ISHDO guidance, policies and procedures.
• Prepare responses to donor questions on financial information or budget application.
• Lead, Facilitate, and participate in internal and external audits including Single Audits & follow up actions to improve systems of internal controls and USAID compliances.
• Support closeout of awards, including preparation of final inventories, property disposition, etc.
• Responsible for monitoring and reporting on the implementation of the sub awards fund;
• Support the management of sub awards that will be awarded under the activity
• Review advances payments to sub awardees; and ensure that the advances to sub awardees are liquidated in a timely manner.
• Resolve grant compliance issues that arise with sub grantees by arranging for technical support from the ISHDO Grant and Compliance team.
• Take the lead in monitoring timely local grants closure – engaging both finance and program staff well in advance of closure deadlines and advising on issues related to staffing, disposition, and reporting

Required Education and Experience:

• A minimum of Master’s degree in Business Administration, Accounting and Finance and other related professions with Eight years of experience
• Five years of experience in Grant management, experience in direct grant administration and compliance issues
• Strong familiarity with managing USAID cooperative agreements and sub-grants
• Ability to efficiently coordinate and manage field offices and field teams and to create and/or maintain systems and procedures for managing Grant with many implementation sites, partners and beneficiaries.
• Demonstrated experience with multi-partner programs and working with local organizations.
• Demonstrated and progressively increasing experience in designing, implementing, and managing complex grant projects involving multiple partners
• Management experience with a USG cooperative agreement and PEPFAR is highly desirable.
• Experience with USAID processes and procedures, rules and regulations required

Personal Skills:

• Strong analytical and problem-solving skills, with ability to make sound judgment and decisions and offer innovative solutions.
• Ability to maintain and manage strong relations, both internally and externally.
• Good presentation and facilitation skills.
• Proactive, resourceful, solutions-oriented and results-oriented.
• Previous experience of managing and developing a team and  the  ability  to  lead, motivate and develop others
• Excellent written and verbal communications skills in English language
• Skills in MS Windows and MS Office packages (Excel, Word, PowerPoint), Web Conferencing Applications, information management systems, accounting system