Summary Job Description
The Grants/Contract and Finance Officer is responsible to assist the Senior Grants and Contract Officer in the day-to-day process of the grant and contract management from the inception to the close out process of the contract and grant making process. That means the Grants/Contract and Finance Officer assists the Senior Grants and Contract Officer in planning, organizing, coordinating, monitoring and reporting all Subcontracts and Grants under contracts. She/he also provides capacity building and technical support to sub-contractors and sub grantees S/He Supports all approved activities reports preparation and provide to stakeholders. S/he will be responsible to make sure that the funds made available to partner organizations under the SIPED II project are utilized efficiently and effectively within the approved implementation period meeting all the required rules and regulations, both at the donor and Pact level.
Specific Duties and Responsibilities:
- Pre-Award
Work with Pact project managers and officers to select subcontractors/grantees for award under various SIPED II. This will include the conduct of pre-award assessments to determine the responsibility of prospective subcontractors/ sub grantees using an appropriate tool.
- Communicate the findings of the pre-award survey to the partner organization officially taking into account the comments of the GM regarding the outcome of the survey. This task is accompanied by an official request to the grantee to come up with a generation of an ‘Improvement Plan Matrix”. The grants and contract officer will, then, monitor progressively throughout the life of the sub contract and sub-agreement to make sure that the sub-contractor and grantee has addressed the gaps identified during the pre-award survey.
- In addition to pre-award assessments, the Grants and Contract officer will be involved highly in the process during the pre-award part of the grant making process.
- Post-Award
- Provide technical assistance to staff and Subcontractors and grantees on administrative policies and procedures for contract and grants management.
- Provide budget clearance with tracking codes to each financial requests of response activities initiated. Check budget availability and make sure the charge will be done according to the given tracking codes.
- Review cash advance request against original budget amount of the Sub grantees and process the request accordingly. This task includes verification of activities and budget in accordance with original agreement.
Verify obligated funding available and data reported in the sub-grant matrix for each subcontractor/grantee. This task includes a monthly reconciliation of figures captured in finance and grant units and accounting of the differences accordingly.
Update the program people on regular basis, monthly, regarding the status of the financial performance of the subcontractors/grantees. Hence, the Grants and Contact Officer has a role in advising the program people to think of obligating, if there is excess cash acquired from exchange rate gain, or de-obligate the dollar figure of the approved budget if no more additional activities are thought to be implemented.
Maintain individual Trackers for each individual contract/grant to verify spending against the approved budget. The Grants and Contact Officer should closely work with the Senior Grants and Contract Officer to get the financial performance of the implementing partner. She/he should check the financial performance versus the programmatic performance as captured by the regular reports of the partner organizations.
- Assist the Senior Grants and Contact Officer in his endeavor to work with G&C/HQ to obtain prior approvals and waivers from partners required for administration of specific contract and grants.
- Plan and monitor partner organizations to confirm that they are in compliance with special award conditions.
- Routinely monitor the maintenance and control of the archive of contracts and grants. This is very critical and the Grants and Contact Officer should maintain sub-grant file for each grantee as per the guideline given by the senior Grants and Contact Officer.
- Prepare modification of agreements whenever there is additional obligation/de-obligation, time extension, change in program description, etc. The Grants and Contact Officer should make sure that all the necessary documentations are in place, including the memorandum of negotiation, before preparing modification and submitting to approvals.
- Actively gets involved in the close out process of the Subcontract and Sub-grant. The Grants and Contract Officer facilitates the close out process for each Subcontractor /Sub-grantee as far as the implementation time of the respective subcontract/sub-grant agreement ends. The process includes, at a minimum, the reconciliation of financial information captured in finance and grant unit, the collection of final narrative and financial reports, the collection of property disposition plan and the instruction there of, etc.
III. Procurement Under Contract and Grants
- Prepare RFP, RFA and other instruments for competitive selection processes.
- Prepare and/or review documentation (selection, choice of instrument) of purchase orders and contracts financed under contract.
- Verify obligated funding available for purchase orders and contracts. The Grants and Contact Officer should make sure that there is a Subcontract to which such procurement will be attached.
- Verify completion and payment of final invoice. In this regard, the Grants and Contact Officer should work with the finance unit to ensure that expenses in relation to the procurement are properly coded to the right Sub-award.
- Training and Other Technical Assistance
- Assist the Senior Grants and Contact Manager in contributing to the development and delivery of training in contracts and grants management.
- Co-facilitate subcontract and sub-grant management trainings.
- Assist the Senior Grants and Contact Officer in his/her endeavor to support New Business Development, especially through the review and development of an appropriate Sub-award plan and budget.
Job Requirements
Qualifications:
- Knowledge of USG and other donor regulations applicable to contract and grants administration.
- Good at performing financial reviews and other forms of quantitative analyses.
- Effective written and oral communications skills that is essential to building relationships with donors and partner organizations.
- Ability to exercise sound business judgment to wisely prioritize and successfully perform multiple and complex tasks.
- Highly organized and able to develop and streamline systems for efficient conduct of day-to-day tasks.
- Proficiency in word processing, spreadsheets and database skills.
- Ability and willingness to frequent field visits.
Education and Experience Requirements:
- Bachelors degree/MA in a related business field (Accounting, Business Administration or Economics)
- Minimum of 5/3 years of relevant work experience in the area of grant and contract management.
WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED
- This position is located in Addis Ababa, with frequent field travel to various partners’ operation sites.
| Disclaimer: This job description summarizes the responsibilities assigned to the position; however it does not contain an all-inclusive list of responsibilities. Periodically, employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This document does not create an employment contract, implied or otherwise. Employment at Pact is a voluntary “at will” relationship. |
How to Apply
Interested applicants fulfilling the requirements are invited to send their application letter and CV with their supporting documents to Admin and HR Department or at Pact Reception.
Location. The office is located around Wuha Limat next to Wehemiya Kitefo Bet or on the back side of Capital Hotel and Spa.
Tel- 011-661-62-44/6939,
P.O Box 13180
Female candidates are encouraged to apply
More Information
- Job City Addis Ababa
