Job Description
SUMMARY OF ROLE
The Grants and contracts Officer is responsible for providing support to the Afya Jijini Small Grants (AJSG) program, and in the management of subcontracts and contracting services within the project. The Grants and Contracts officer, works closely with the Afya Jijini program and finance teams to ensure responsible programmatic and financial monitoring of grant and contracts funded activities, identifying areas of improvement of the grantees and subcontractors and providing the necessary interventions for performance improvement. The Grants and Contracts Officer will work in collaboration with the Afya Jijini Grants and Contracts team and will provide assistance in the management and delivery of the AJSG Program and contribute to overall program effectiveness and efficient program delivery.
Core Function
The Grants and Contracts Officer will report directly to the director-compliance, procurement, Grants and Contracts, and will work closely with the Senior Finance Director, Deputy Chief of Party, M&E Director and other Senior Management and Technical team leads in supporting and overseeing the overall management and efficiency of subcontracts and Grants Under Contracts (GUCs) portfolio.
The Grants and Contracts Officer is responsible for providing support to the Afya Jijini Small Grants (AJSG) program, in the grant RFA’s process, assessment and evaluation of potential grantees, working closely with the Afya Jijini program and finance teams to ensure responsible programmatic and financial day to day monitoring of grant funded activities, identifying areas of improvement of the grantees, and building their capacity. The Grants and contracts officer will also lead the development and management of subcontracts and any subcontract modifications and amendments. He/She will act as the focal point with IMA HQ and Finance teams for the review and approval of all financial and contractual documentation, including coordinating and facilitating signature by IMA and Subcontractor designate.
Specific Responsibilities and Essential Functions
Compliance:
The Grants and Contracts officer will ensure compliance with IMA World Health policies and procedures, USAID regulations related to sub granting, GOK laws, regulations and practices, more specifically in issuance, day to day support and continued monitoring of sub awardees including:
Periodically reviewing and auditing specific transactions reported as well as the internal controls and policies of the subcontractors and sub-grantees and advise on strengthening of the same through reports and monitoring;
Drafting memos and other guidance documents and acting as the primary point of contact and resource for subcontractors and sub-grantees on all financial compliance issues;
Working with Afya Jijini finance and programme teams to verify and track budget and expenditures against grantee and subcontractor terms and conditions, and ensure proper reporting, documentation and overall deliverables and milestones are reviewed by Afya Jijini Senior Management and signed off prior to issuance of payment.
External audit facilitation
The grants and contracts officer will work with the finance and HQ teams to develop subcontract and sub-grantee terms of reference for audits in compliance with the IMA policies and procedures and USAID rules and regulations. S/he will be responsible for coordinating all the external/donor/mission audit functions. The grants and contracts officer will be responsible for conducing regular monitoring visits to the grantees and subcontractors
Sub-grantee and subcontractor Management:
The Grants and Contracts Officer will provide input into the update and suggestions for improvement of the Afya Jijini Sub Grant Manual and sub granting processes and procedures, including assessment, selection of potential partners, and sub grant management.
Assist in the review of small grant and subcontracts day to day activities for compliance with USAID rules and regulations and IMA World Health’s policies.
Assist in identifying areas of improvement for partners/grantees and follow through to ensure that such improvements are implemented.
Provide suggestions on how IMA can provide the support required in terms of capacity building the partner teams either in programming and/ or financial management and reporting.
Provide support in the preparation of and review of sub grant and subcontract agreements, and budgets, ensuring completeness and regular updates of relevant clauses as necessary
Oversee grantee/ Subcontractor budgets, cash projections and spending. The Grants and Contracts Officer will liaise closely with the grantees in tracking expenditures and request regular budget vs. actuals from the grantees/subcontractors where necessary depending on the funding instrument;
Ensure accurate and timely payments are made to sub-grantees and sub-contractors through-out the life of the program;
Assist in preparation of periodic updates required for the Afya Jijini management and programmatic meetings as required to discuss sub grants/subcontracts status’ status for each sub grant.
Assist with partnership close-outs, including ensuring that all requirements of the sub grant agreement have been met to facilitate the final sign off by IMA Senior Management.
Preparing a calendar of critical activity dates/key milestones per grantee.
Documentation;
Maintain hard and electronic copies of all documentation pertaining to each sub grant and subcontract file, ensuring these are complete and up-to-date as per IMA World Health documentation requirements.
Ensure all files are in order and grantee payments and file checklists are completed satisfactorily before submission to other functional managers for final approval to pay, extend, close out, etc.;
In coordination with the technical program leads, monitor the implementation progress of each subcontractor and sub-grantee, to ensure that the implementation is carried out and that all administrative & financial outputs as stated in the award agreements are achieved.
Support the drafting of all partner correspondences
Job Requirements, Skills and Knowledge:
Bachelors’ degree in Accounting, Finance, Business Management or related field; Master’s degree will be an added advantage.
5-8 years of hands on experience in a grants management; experience with international NGOs in the health sector will be an added advantage;
Excellent operational knowledge of USAID rules and regulations, including USAID contract management and grants management policies and procedures;
Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail).
Strong interpersonal and leadership skills, including the ability to work in a professional and cordial manner with fellow staff members, partner institutions including international and local NGOs, governmental entities, support organizations, and the general public;
Ability to work independently with minimal supervision, to prioritize multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good, professional judgment; ability to manage multiple activities with attention to detail, while meeting tight deadlines under pressure;
Excellent problem solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in complex environment with shifting and competing priorities.
Good planning and organizational skills.
Excellent verbal and written communication skills that demonstrate a proven record of being an effective part of a team-oriented staff.
