Grant Manager, Addis Ababa 118 views0 applications

Closing date: Sunday, 19 August 2018

The Federal Ministry of Health (FMOH) is implementing the Health Sector Transformation Plan (HSTP) in a more harmonized and aligned approaches. The HSTP is a 5 year sector program which is part of the 20 years visioning document.

The number of grants that FMOH receives from development partners is steadily increasing both in volume and diversity. With this increase comes the responsibility to effectively and efficiently monitor project and financial performance of each grant and ensure compliance with applicable development partner’s requirements. Hence, it becomes more important for FMOH to improve its capacity to improve its grant management system and meet development partners’ expectation to be recognized as a dependable partner and to attract future funding.

In the face of the importance of its objectives as well as the commitment and effort of its staff, the Grant Management Unit lacks sufficient skills and capacity to fulfill the challenging remit. Building the capacity of the Unit is a timely intervention in the face of the increasing amount of funding and transactions from various DPs, particularly the Sustainable Development Goals (SDG) pool fund and the Sector Budget Support. Coordination of the interventions of SDG major funding mechanism and strengthening the internal controls within the context of the sector wide approach is critical. In addition, minimizing risks by improving program performance and grant monitoring as well as follow up schemes advance mutual accountability standards of both donors and the Government of Ethiopia on the effectiveness of resources streamed towards the joint objectives. In recognition of this, the Unit focuses on revamping on-going tasks towards effectively coordinating grant management processes of concept notes development, selection of potential donors, and proposal submission, grant contract negotiation, management and monitoring of implementation and close-out grant-funded projects in perspective of the HSTP goals and priority areas.

The objective of this position is to provide comprehensive technical assistance with main aim to build capacity of the Grant Management Unit to effectively and efficiently carry out its responsibilities in coordination with relevant directorates of the FMOH and DPs. To this end, the FMOH seeks the services of senior level professional in project and financial management to speed-up implementation of grant-funded projects as per the policy and procedures of the ministry and donor requirements.

• Provide technical assistance in concept notes development, selection of potential donors, proposal submission, grant contract negotiation and award processes
• Ensure sound grant management procedures and systems of reporting grant utilization in line with signed donor grant agreement and consequent annual work plan and budget as approved by the FMOH
• Develop and adopt comprehensive team development plan, performance management, coaching staff members, identifying training needs and capacity building training
• Ensure the establishment and effective management of grant management information system, and document major actions from pre- award through closeout of each project
• Ensure adherence of the grant management system of FMOH with the general accepted accounting principle GAAPs, Integrated Financial Management Information System (IFMIS), system of resource management, proper cost allocation, compliance standards of funding requirements and fairly and accurately document the spending of grant funds, tracking expenditures, to allow systematic budget monitoring and reporting grants
• Coordinate with Internal audit directorate(IAD), Grant Finance Directorate etc. to develop monitoring of risk assessment and mitigation plan, and strategies at all levels of the grant management cycle and update accordingly
• Ascertain consistency of newly awarded projects with the terms and condition of grant agreements and budget of the approved grant application
• to support on the process of the development of a well-functioning electronic grant tracking system and keep abreast easy reference of basic information of projects and track changes due to reprograming of activities and budget
• Assist in the selection of Sub Recipients (SRs) and organize consequent supportive supervision, capacity building and monitoring required from FMOH, and follow up, and audit performance of each SR after sub-award
• Ensure that sound grant sub-award and administration procedures are in place and being followed by Grant Management Unit
• Ensure timely preparation of new grant notification and communicate SRs and organize project start-up workshops
• Follow on the signing of MOU between the FMOH and SRs, and develop work plan
• Coordinate inputs from relevant directorates and assist in the detailed annual budgeting of each project, and cascade to all grants as per the PSB preparation framework
• Ascertain the preparation of monthly initial cash flow forecast is in line with signed grant agreement and consequent annual work plan and budget of FMOH
• Ensure payment requests and fund transfer schedule are consistent with the signed grant agreement, submit approved transfer request to Development Partners (DPs), and follow up timely income collection
• Verify initial (for new grants) and subsequent (for on-going grants requiring program and financial reports of the preceding transfer period) fund disbursement requests by SRs, and confirm timely transfer and receipt, and regularly update income transfer tracking sheet
• Ensure submission of monthly programmatic and financial reports by SRs as per the calendar of each project as funded by each DPs
• Lead and conduct quality check of reports of grant funded projects and ensure that reports reflect the correct picture and thoroughly describe results achieved
• Reconcile program and financial reports, submit to DPs, and work with relevant directorates to address any comment forwarded by DPs timely
• Assist in the initiation of reprograming request by implementers units (Program), jointly review justifications, submit to and get approval from DPs, update work plans and budget and share to concerned directorates of FMOH.
• Lead reprograming requests of SRs, review justifications in coordination with relevant Directorates, and update respective work plans and budgets and communicate all concerned directorates
• Organize regular joint monthly monitoring meetings and quarterly field visits into SRs, participate in the debriefing sessions, action points development and follow-up implementation
• Ensure inclusion of all grants in the annual Audit Plan (internal and external), assist in pre-audit preparation, and participate in the planning of corrective action upon the issuance of Final Internal Audit Report, and work with IAD and follow up during implementation
• Ensure incorporation of requirements of DPs in the TOR for external audit, follow on timely assignment of external auditors, attend exit conference and support in remedial action planning
• Coordinate assessment visits by DPs are effectively facilitated within the scope of agreed-upon TOR, review and share final report and update DPs and FMOH with actions taken
• Develop grant close-out plan in coordination with relevant Directorates, get approval from the FMOH officials and DPs, and share and follow implementation with concerned Directorates and SRs
• Organize and conduct grant review meeting, compile and distribute report to DPs, management and concerned directorates of FMOH
• Perform other duties as assigned

Monitoring and Project Controls

Methodology

• The TA will be based in the FMOH Partnership and Coordination Directorate
• The TA will assist the grant management team in managing various grants as per agreement and as per international standards
• The TA will consult the progress periodically to the FMOH relevant officials and DPs
• TA will work with all relevant development partners who are contributing to health sector
• The TA will assist the FMOH in preparing monthly updates of grant funds
• The TA will assist the development of grant related reports for the concerned bodies

Expected Deliverables

• Assist in developing readymade proposals for different health programmes
• Coordinate to align partners program plan and budget with the health sector plan
• Coordinate and participate in the preparation of health sector budget plan
• Perform field visit to monitor programme implementation
• Build the capacity of professionals in the Grant management Unit
• Coordinate processes of grant opening, project start-up, review and close-outs

Reporting

• The TA will report to Partnership and Cooperation Directorate Director in the FMOH
• TA will provide performance report to UNICEF on monthly basis.
• Educational background of a BSC or MPH/MA/MBA/MSC in Public Health, Economics, Management and/ in health related field and Master degree in MPH or equivalent is preferred;
• At least 10 years post qualification experience working in international or local NGO with recognized technical expertise;
• At least 12 years BSC, BA qualification experience working in international or local NGO with recognized technical expertise;
• Proven experience in project coordination and grants management; proposal development for international donor organizations
• Experience in relationship management with donors, partners, and stakeholders in NGO environment;
• Proven ability to coordinate, draft, and edit proposals, strong coordination skills including ability to provide strategic guidance, develop work plans, and manage budgets and project expenditures, demonstrated skills in presentation and reporting, using various media;
• Good interpersonal skills with experience in networking with partners at all levels (ministry, donors, private sector, NGOs and local community based organizations) are an asset.
• Excellent verbal and written communication skills in English;
• Familiarity with health systems policies and sectoral reform processes and
• Competency in the use of computer software like excel, power point, word and other

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. (for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Please note this post is open only for national of Ethiopia only .

Contract type:Individual Contract Agreement Contract level:LICA 11 Contract duration: 4 months with possibility of extension based on Performance and budget availability For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.