Job Title: Grants Manager
Reports to: Associate Director of Operations
The Grants Manager provides leadership on grants administration and sub-grantee compliance for the EGPAF Country Program. The Grants Manager will administer sub-agreements from start-up to closeout as well as provide monitoring and support throughout the life of award to ensure compliance with Foundation, donor, and legal requirements as well as high performance in line with programmatic goals. The Grants Manager will also ensure that all sub-recipients have a strong financial management system that ensures transparency and accountability of Foundation resources.
In addition, the Grants Manager will serve as the head of the Grants Department and will be the direct manager for Grants officers in the head office and in sub-offices.
- Oversee technical, legal, financial, and administrative components of grant management activities from start-up to closeout, in collaboration with Finance, Programs, and Senior Management.
- Participate in the evaluation of potential sub-recipients’ proposals and conduct the pre-award and risk assessments for all potential partners. Ensure adequate documentation of this process.
- Work closely with the relevant Program Staff in developing sub-recipients annual operation plans and budget.
- Prepare outgoing sub-awards and amendments, as needed, for review in accordance with the Signature Authority Policy.
- Prepare MOUs, as needed, for review in accordance with the Signature Authority Policy.
- Maintain grant oversight by recording the status of sub-grants, forecasting and tracking budgets, and working with finance to track payout and legal requirements. Ensure the Foundation reimburses only for allocable, reasonable, and allowable costs. Monitor budget to actual expenses against the ceiling.
- Monitor compliance with financial and administrative requirements, regulations and policies of the Foundation and its donors (mainly U.S. Government) through reviewing of financial reports, conducting on-site and desk reviews, and review and following-up on any audit findings. Ensure appropriate follow-up and documentation. Make recommendations for system strengthening and conduct trainings as appropriate. Raise compliance issues with senior management as appropriate.
- Monitor Subgrantee Equipment (items with a unit acquisition cost of $5k USD or more), to include In Kind Equipment and Controlled Items (items with a unit acquisition cost of $1k USD or more), and work with the Property Manager to ensure that these are accounted for and up to date in our master inventory system
- Ensure that the Contracts & Grants Information System (CGIS) and sub-recipient files contain accurate, complete, and up to date sub-award information.
- Monitor deadlines and ensure subagreement deliverables are met. Develop appropriate tools and indicators to ensure quality and timeliness of all aspects of sub-grant management.
- After projects are completed, closeout grants in accordance with applicable policies and procedures.
- Develop relevant policies, procedures, guidance, workflow charts, manuals, metrics and methodologies for a successful and comprehensive sub-grant management system. In addition, create and maintain standard operating procedures as well as annual monitoring and support plan for sub-recipients in accordance with Foundation policy.
- Provide leadership and guidance to Grants staff on sub-agreement management. Recommend trainings and staff development activities as appropriate.
- Monitor the work of Grants Staff in the home and sub offices to ensure the work meets the quality standards of the Foundation.
- Provided training and technical assistance to field staff on core competencies of the Grants function and ensure field staff are kept up-to-date on global policy and procedure changes.
- Conduct routine field visits to monitor the work of field staff and provide guidance as needed.
- Provide policy guidance and interpretation for program staff and sub-recipients on compliance issues.
- Work closely with the Awards & Compliance Department in Washington, DC to stay abreast of, and remain in compliance with, the Foundation’s policies and procedures and utilize updated templates for sub-agreements etc.
- Maintain an awareness of current or applicable U.S. Government regulations, policies and guidelines and changes relevant to the administration of USAID and CDC funded cooperative agreements.
- Participate in special projects (including but not limited to developing trainings for conferences, responding to audit questions, etc.) at the direction of the Awards & Compliance Department in DC.
- Additional relevant duties as assigned by the Associate Director of Operations
- Generate and share monthly grants report to the Associate Director of operations
- Address all outstanding grants compliance findings promptly, update and share a quarterly corrective action tracker with the ADO.
- Bachelor’s Degree in Finance or Accounting. (Additional years of relevant work experience may be substituted for educational requirement)
- Minimum of FIVE (5) years in grants administration or accounting, preferably with an international nonprofit organization
- Working knowledge of 2 CFR 200 (45 CFR 75 for CDC)
- Experience with USAID and/or CDC Funding
- High level of attention to details in all aspects of work responsibilities
- Excellent interpersonal and communication skills to effectively interact with all levels of staff and sub-recipients
- Ability to read, analyze and interpret government, multilateral and organization rules and regulations
- Capability to develop and implement effective strategies and tactics for accomplishing assigned duties
- Working knowledge of database applications, word processing and Excel, as well as experience with accounting software
- Ability and willingness to travel to domestically and internationally
- Ability to interact professionally with staff, grant applicants and sub recipients