Coordinator, Grants and Contracts

Position Title: Coordinator, Grants and Contracts

Department: Finance Grants and Contracts

Portfolio: USG and non-USG Donors

Function: Manage the Grants and Contracts activity of the projects

Division: Integrated OPs

Level: TBD

Reports to: Lead, Grants and Contracts

Based in: Addis Ababa, with frequent travel to regional towns and project implementation sites.

Required number: One

Vacancy type: Internal/External

Duration of contract: Indefinite based on performance and availability of funds.

Remuneration: As per organization pay scale plus other PSI/Ethiopia staff benefits. 

Vacancy posted date: December 13, 2024

Application Deadline: December 26, 2024

Who we are?

We’re Population Services International (PSI), the world’s leading non‐profit social marketing organization. We work to make it easier for people in the developing world to lead healthier lives and plan the families they desire by marketing affordable products and services that range from mosquito nets to contraceptives to HIV testing. We are a $560m enterprise based in Washington, DC, operating in the private and public sectors in more than 65 countries.

Join us!

There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds – from the medical industry to the music business – all with unique skills we bring to the job.

PSI/Ethiopia wants to reimagine healthcare, put the consumer at the center, and whenever possible, bring quality care to the front door.  We achieve health impact in Ethiopia by working with both government and private partners and harvesting technology innovation to bring quality care closer to communities, schools, and homes.   We empower consumers by including them in the design of healthcare solutions, offering them more healthcare choices, and helping them to have a voice in influencing national priorities.  We work with all market actors in the health system to understand their needs, designing and delivering solutions so that market systems can sustainably serve consumers for the long term, helping to support the Government of Ethiopia in achieving Universal Health Coverage.

We are looking for a Coordinator, Grants and Contracts to ensure grant compliance and performance of USG and Non-USG funded projects by, leading the solicitation, identification, pre assessment, negotiation and implementation process for all sub-partner agreement terms and conditions; managing and monitoring multiple sources of grants under the prime and subrecipients award management process; reviewing all financial reports and institution-wide partner performance against allocated budgets and program targets; initiating timely disbursements and action in the case of non-compliance; this role encompasses the entire lifecycle of award and sub-award management, from monitoring to closeouts. and facilitating organization-wide institutional capacity assessments, supportive supervision, partner audits and capacity building approaches.

Key Result Areas:

• Compliance management (e.g., compliance within portfolio, deviations from standards, actions against deviations, sub awards and cost-share)
• Subrecipient monitoring and performance management (e.g., number of monitoring visits, sub awards actual Vs forecast performance)
• Contract award and implementation
• Capacity building (e.g., active use of capacity building plan; sub awards capacity building on financial management and internal control systems)

Sounds like you? Read on! 

Main Duties and Responsibilities:

1. Grant Management:

• • Oversee the administration of grants from various sources, ensuring compliance with respective donor requirements.
  • Monitor grant expenditures and ensure alignment with approved budgets.
  • Participate on the financial proposal review process with the team.
  • Support the Grants and Contracts Lead in actively managing and monitoring sub awards to ensure high quality reporting and timely contract deliverables
  • Provide technical assistance for the sub awardees to ensure proper grant management.
  • Facilitate and lead pre award assessment for the sub awardees.

2.  Award Monitoring:

• Identify, coordinate and monitor the performance of Sub-Recipients under contract Vs allocated budgets and work plan targets.
• • Track and report on the progress and performance of subrecipients.
  • Conduct quarterly monitoring visits of sub-grantees and report progress reports to the Grants and Contracts Lead.
  • Drive and monitor implementation of a proactive, rigorous, risk based, and effective sub-awardee monitoring system and approach
  • Conduct regular reviews and audits to ensure compliance with grant terms and conditions.
  • Maintain accurate and up-to-date records of all sub-grant activities and periodically update the monitoring plan tool.

3.  Subrecipient Management:

• Manage relationships with subrecipients, ensuring they meet all contractual obligations.
• • Provide guidance and support to subrecipients on compliance and reporting requirements.
  • Review sub recipients’ periodic reports and the supporting documents and provided feedback; on allowed, questioned and disallowed costs for approval.
  • Conduct risk assessments and monitor subrecipient performance.

Financial Oversight:

• • Oversee report review for compliance with terms and conditions, donor and PSI rules and regulations, coordinating the timely cash disbursements of Sub Recipients.
  • Review financial reports and invoices related to sub-grants.
  • Ensure the completeness of financial review pack and timely record of periodical expenses on PSI system.
  • Ensure timely disbursement of funds to subrecipients.
  • Review USAID funded subrecipient’s periodical VAT and cost share reports as per the donor requirement.

5.  Compliance and Reporting:

• Ensure compliance with all relevant PSI, donor and local regulations, policies, and procedures.
• • Contribute to preparing to audit requests and specific reporting requirements for sub-awards.
  • Compile subrecipient annual VAT and periodic cost share reports to be consolidated and reported to the donor.

6.  Closeout Process:

• Assist the closeout process for completed grants, ensuring all requirements are met.
• • Contribute to the preparation of closeout reports.
  • Ensure that sub-award management filing system are properly maintained at all levels to be ready for different audits.

Additional Responsibilities:

• Contribute to the design and implementation of award management and grants under contract policies, contract templates, and guidelines.
• Provide training and support to staff and subrecipients on grant management best practices.
• Participate in the periodic subrecipients program and financial performance review meetings.
• Participate in organizational planning and strategy development related to grants and contracts.
• Perform other related duties as assigned by immediate supervisor.