IMA World Health
Grants Officer
The Grants Officer is responsible for providing support to the Afya Jijini Small Grants (AJSG) program, including in supporting the grant solicitation process; assessing and evaluating grantees and grant applications; participating on the Grant Selection Committees (GSCs); 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 the grantees’ capacity.
The Grants Officer is responsible for providing support to the Afya Jijini Small Grants (AJSG) program, including in supporting the grant solicitation process; assessing and evaluating grantees and grant applications; participating on the Grant Selection Committees (GSCs); 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 the grantees’ capacity.
The Grants Officer will
report directly to the Sub-grants Manager, and will work closely with the
Senior Finance Director, Deputy Chief of Party (DCOP), M&E Director, and
other Senior Management and Technical team leads in supporting and overseeing
financial deliverables from a management perspective to ensure grantee
financial and program activities are mobilized efficiently and timely.
Specific Responsibilities and Essential Functions
Compliance:
Specific Responsibilities and Essential Functions
Compliance:
- The Grants
Officer will ensure compliance with IMA World Health policies and
procedures, USAID rules and regulations, especially those related to
grants under contract, GOK laws, regulations, and practices, specifically
in the issuance, day-to-day support, and continued monitoring of grantees,
including:
- Reviewing
day-to-day grant activities and expenditures for compliance with USAID
rules and regulations and IMA World Health’s policies and procedures;
- Periodically
reviewing and auditing specific transactions reported, as well as the
internal controls and policies of the grantees, and advise on
strengthening these internal controls and policies through reports and
monitoring;
- Drafting memos
and other guidance documents and acting as the primary point of contact
and resource for grantees on all financial compliance-related issues; and
- Working with
Afya Jijini finance and program teams to verify and track budgets and
expenditures against grantee terms and conditions, ensure proper
reporting, documentation, and overall deliverables are reviewed by the
Afya Jijini Senior Management, and signed off on prior to issuance of payments.
Grantee Management
- The Grants
Officer will provide input and suggestions for improving the Afya Jijini
Small Grants (AJSG) Manual and grant processes and procedures, including
assessing, selecting, and managing grants;
- Assist in
identifying areas of improvement for partners/grantees to work on and
include these recommendations in their implementation plans. Provide
suggestions to the Sub-grants Manager on how IMA can provide the support
required in terms of building the programming, financial management, and
reporting capacity of the grantees;
- Provide support
in the preparation and review of grant agreements, grant budgets, ensuring
necessary clauses are added, and review all grant documents (programmatic
and financial) for completeness;
- Oversee grantee
budgets, cash projections, financial reporting, and spending. The Grants
Officer will liaise closely with the grantees in tracking expenditures and
request regular budget vs. actuals reports from the grantees;
- Ensure accurate
and timely payments are made to grantees throughout the life of the grant;
- Assist in
preparing periodic updates required for the Afya Jijini senior management
team and programmatic meetings to discuss the status of each grant, as
required;
- Assist with
grant close-outs, including ensuring that all requirements of the grant
agreement have been met and that grant funds have been properly settled
for sign-off by the Sub-grants manager (followed by the final sign-off by
the Senior Finance Director); and
- Prepare a
calendar of critical activity dates/key milestones per grantee.
Documentation
- Maintain hard
copies and electronic copies of all documentation pertaining to each grant
file, ensuring that these files are complete and up-to-date, as per IMA
World Health documentation requirements;
- Ensure that all
files are in order and grantee payments and file checklists are
satisfactorily completed prior to 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 grantee to ensure that implementation is carried out and that all
administrative and financial outputs as stated in the grant are achieved;
and
- Support the
drafting of grantee-related correspondence.
External audit facilitation
- Under the
guidance of the Sub-grants Manager, the Grants Officer will work with the
grants team, the finance and HQ teams to develop specific Terms of
Reference for audits that are in compliance with IMA policies and
procedures and USAID rules and regulations.
- S/he will be
responsible for coordinating all the external/donor/mission audit
functions and assignments.
Others
- The Grants
Officer will also perform other tasks assigned by the Subgrants Manager
that are consistent with the Grants Officer skills and experience and this
Scope of Work.
Job Requirements, Skills and
Knowledge:
- Bachelors’
degree in Accounting, Finance, Business Management or related field;
Master’s degree will be an added advantage.
- 4 – 6 years of
hands-on experience working on a USAID-funded grants under contract (GUC)
program required; experience with international NGOs in the health sector
will be an added advantage;
- Excellent
operational knowledge of USAID rules and regulations, including USAID
contracts, GUC, and grants management policies and procedures;
Kindly submit your application to: jijinihr@imaworldhealth.org
Closing date: 30 Sep 2016