Grant Manager, MELA-Peace Program

POSITION SUMMARY

The Grants Manager is responsible for the overall management and provision of key support services within the area of grants administration and provide overall support for the Program Manager on Grant management, compliance, oversight of sub-grant and management of grant fund. He/she provide detail guidance and support on USAID grant management to the overall team and will monitor subsequent compliance. The post holder will identify areas of concern and refinements required in organizational processes to ensure adherence to USAID rules and regulations.

SPECIFIC DUTIES AND RESPONSIBILITIES

Staff Management

Provide regular support and supervision to staff under direct line management. This includes (but is not limited to) the formulation of individual work plans (with agreed indicators of achievement) based on project work plans and/or job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress against agreed outputs.

General Financial, & Grant Management

S/he will also be responsible for adherence to wider Pact organizational policies and procedures for grant administration as well as financial management.

• The post holder will oversee project-specific grant management procedures. Be a focal person for financial monitoring of partner organizations.
• Contributes to the design and implementation of policies and guidelines, with regard to the management of the sub-grant portfolio.
• Vetting of sub-award data monthly with regard to obligations made and outstanding, reconciling advances and related liquidations of expenses with the accounting system and related grants reports, and ultimate financial oversight of sub award closeout and potential funds recovery.
• Ensure pre-award surveys are conducted and that monitoring and financial support are provided for grantees.
• In conjunction with the Monitoring, Evaluation, Reporting and Learning (MERL) team, develop a financial monitoring and evaluation guideline, which reflects financial and administrative requirements at partner level.
• Ensure financial monitoring systems provide timely and relevant reports to MELA-Peace Project Manager and relevant staff, including analysis and tracking of grant commitments (i.e. cash advances), obligations, awards and liquidations, to support efficient accountable grant implementation.
• Participate in sub-grant monitoring and technical support and provide technical assistance to local sub-grantees in the area of financial/grant management and compliance to improve efficiency.
• Prepare grant agreements and present them to the Finance Manager for final review.
• Follow up on the timely record of grant information in the Subgrant Management System.
• Follow up the maintenance of grant matrix for the proper tracking of Grant related budgets. This includes monitoring of grants information held both in finance and grant.
• Check and monitor projects supported by Pact are executed in a timely manner and in accordance with the sub-agreement.
• To ensure the timely preparation and submission of a monthly financial and sub-grant performance reports and supporting narratives – including review and documentation of program’s financial performance.
• Monitor proper management of cash flow ensuring the program’s liquidity at all times. This includes preparation of cash flow forecasts on monthly and quarterly basis and planning for timely preparation and replenishments for sub-grantees.
• Ensures that all basic policies of contract administration followed as per the expectation of the donor and other stakeholders.
• In collaboration with the relevant staff, support the development of criteria and guidelines for identifying partners and selecting project proposals to be funded.

Coordination

• Direct all Grant-related MELA-Peace projects activity, while coordinating with other staff within Finance and Grant’s unit to assure conformity with internal policies and procedures.
• In collaboration with other key staff of Pact and MELA-Peace Project, promote effective communication and coordination across the organizational structure and country program to ensure coordinated monitoring visits to project sites, regional offices and partners as per the annual and quarterly plans.

Training and Technical Support:

• In collaboration with the Finance Manager provide training and technical support to Pact’s project and program staff, and partners
• In collaboration with Finance Manager, arrange relevant trainings, workshops, seminars, study tours and experience sharing visits
• Identify the support required by CSO/NGOs for the proper and improved implementation of the project activities.

Compliance to Organizational Grant related Policy and Procedures

• Ensure new Global policy and guidance is disseminated to relevant individuals, units, depts and field office staff.
• Track and provide feedback to the operation Director the appropriateness of the existing grant administration and/ or approaches and propose changes for improvement.
•  Assist the operation director in identification, formulation and pursuance of new business development opportunities for all programs

Reporting and Documentation

• Monitor and update ledger for each CSO/NGO to report the balance committed, disbursed and delivered
• Keep complete file of each CSO/NGO that includes: Pre-award analysis, all approved budget, payments scheduled, quarterly reports and correspondences received from and sent to CSOs/NGOs
• Ensure that grants related files and records reflect high professional standard;
• Establish and maintain a filling/documentation system for all related to sub-grants.

Others

• Performs other duties as assigned.

REPORTING TO: Program Manager MELA-Peace Program

PERSON SPECIFICATION

EDUCATION/TRAINING

• BA/MA degree in accounting, finance, business administration, or related field  is required
• A Higher Degree and professional certification in finance, accounting or business administration are preferred.

EXPERIENCE

• A minimum of 8 years for a Higher degree and 10 years for B.A of experience in finance and accounting, out of which at least 5 years in a managerial position.
• The post holder must have  a  minimum of  5 years of USAID  contract  management experience
• Must have a minimum of 3 years of grant management experience
• Must have a minimum of  3 years  of finance management experience
• Experience in the financial management of US Government awards and sub-awards a must, preferably USAID. Experience with civil society NGO sector preferred.

TECHNICAL SKILLS

• Excellent and proven experience in human resources management, leadership and firm belief in teamwork.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Integrated knowledge and understanding of fund accounting concepts, practices, systems, and procedures.
• Computer literacy with advanced skills in Microsoft Office.
• Demonstrated writing, presentation and report writing skills.
• Fluency in written and spoken English language.

COMPETENCIES

• Respect, accountability, integrity, courage, excellence, building partnership, coaching, contributing to team success, leading through vision and values; negotiating, proactive problem solving, managing performance for success, facilitating change.

CONTACTS/KEY RELATIONSHIPS 

• The incumbent is expected to establish and maintain open and cordial relationship with Civil Society Organisations and other stakeholders in order to obtain the required support and collaboration for the smooth coordination and implementation of Program.

WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED

• The position is based in the Addis Ababa, Ethiopia with expected frequent travel to the field.