Job Detail

Job Description

RESPONSIBILITIES:

• Work with the project leads, technical staff, and the Finance and Administration Director to oversee the process of selecting grantees for award. This will include establishing selection criteria for sub-grantees and conducting pre-award assessments to determine the responsibility of prospective grantees and providing feedback to all the applicants.
• Make determinations of risk profiles of prospective grantees and recommend appropriate approaches to mitigate the risks identified, including the development of special award conditions.
• In addition to pre-award assessments, the Senior Grants Officer will also be responsible for the following pre-award tasks:

o   Ensure sub-grantee meets selection criteria

o   Budget analysis and negotiations

o   Complete submission of award documents for review and approval by Finance and Administration Director, project lead, and/or Country Director.

• Lead conversations with selected subgrantees and project teams to develop the final scope and budget of subgrants.
• Provide technical assistance to staff and grantees on administrative policies and procedures for grants management. Technical assistance on the following topics will be provided in conjunction with the Finance and Administration Director:

o   Jhpiego grants management policies and procedures

o   Policies and procedures for procurement under sub-grants

o   Interpretation of donor regulations

o   Preparation of solicitations (RFA, RFPs)

o   Modifications

o   Grantee monitoring

• Lead capacity building activities with subgrantees to strengthen financial management.
• Coordinate the monthly reporting process for grantees, including financial, technical, and monitoring reports on progress.
• Monitor expenditure against the budget and provide recommendations for budget alignment.
• Develop a system to monitor implementation progress and monitor it on an ongoing basis by reviewing reports and site visits.
• Document lessons learned and use them to inform scope, budget, and management adjustments.
• Monitor compliance with special award conditions by grantees.
• Work with the Senior Program Officer and Jhpiego/Baltimore to obtain prior approvals and waivers as required by Jhpiego and/or donor regulations.
• Conduct site visits to selected grantee organizations to directly observe project implementation, provide project management support, and train on donor rules and regulations.
• Maintain all comprehensive award files on each grantee in line with Jhpiego policies.
• Inventory of property in grantees’ custody.
• VAT reports of grantees.
• Audit reports of grantees.
• Conduct investigations to resolve contractual issues/problems/disputes arising from grants and make recommendations to the Senior Finance Manager/Finance and Administration Director and Country Director for resolution.
• Participate in annual work planning progress reporting per donor requirement.
• Assume other duties as assigned.

Required Qualifications:

• Degree in Accounting, Finance, or related field.
• Minimum of five (5) years of post-qualification experience (2 years at the senior level) in grants management in a senior position in a reputable NGO or development agency.
• Communication and interpersonal skills – Strong written and oral communication skills.
• Excellent interpersonal skills and ability to deal with staff at all levels.
• Tax Knowledge – In-depth knowledge of Zambia income tax regulations.
• Understanding of USAID rules and regulations.
• Supervisory skills – Ability to mentor and train other Finance staff.
• Knowledge of the Microsoft Office suite.
• Knowledge of subawards and mandatory award requirements.
• Performance Measures: (SMART: Specific, Measurable, Achievable, Realistic, Time-bound). An annual work plan with SMART performance measures will be developed.

Skills Required

• Interpersonal skills