Grants, Contracts and Budget Management Officer (two) 62 views0 applications


Title:    Grants, Contracts and Budget Management Officer                     Grade: D

Department:  Ethiopia Country Office, A/A                                                February 2018

Summary Scope of Work:

The Grants, Contracts & Budget Mgt Officer is responsible for supporting the management of Jhpiego Ethiopia grant, contact and budget including local NGOs and Associations that work with Jhpiego. S/he assists in developing and revising templates for solicitations and agreements, as well as detailed procedures for the entire grants management cycle, including: implementation of activities and effect payment as per grant agreement, local government requirements, accepted accounting practice etc., participate in evaluating and selecting grantees, budget revision, ensuring grantee payment, and monitoring (including field visits), reporting, and evaluating results. S/he assists the NGOs in tracking expenses against their budgets, and generating required reports on an agreed deadline. S/he works closely with Jhpiego Program staff, HQ staff and the sub-grantees’ finance staff.

Reporting Structure:

  • Position Reports:  Grants, Contract & Budget Manger    
  • Positions Supervised: None

Responsibilities:  (include Leadership, Business Development, and Knowledge Management)

All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

  • Model the mission and values stated above.
  • Actively participate in the business development process.
  • Actively participate in knowledge sharing and transfer process
  • Make responsible decisions that result in both time and cost containment.

Key roles and responsibilities:

Grants Management

  • Participate in developing scope of work and budgets for sub grantees and Oversee accuracy, presentation and timeliness of all grant programmatic and financial reports
  • Assist grantees in developing work plans, monitoring progress, tracking expenses, preparing reports, and facilitating grantees’ compliance with the terms of their agreements.
  • Provide technical assistance to staff and sub grantees on administrative policies and procedures for grants management
  • Assist in developing or adapting formats, procedures, and regulations to be used for formulating, executing, monitoring, and closing grants according to donor agencies regulations.
  • Contribute to Sub-grantees capacity development through training, coaching and continuous follow up.
  • Document the process by which local NGOs are selected for awards and notify applicants and other stakeholders of awards granted where open solicitations are sought.
  • Participate in conducting pre-award assessment and selection of local Sub-grantees
  • Support the preparation of Sub-grantee agreements and modifications, with particular focus on the budget development of sub-grantees
  • Update grantees when there are new rules and regulations issued by the donor and follow up their implementation.
  • In consultation with his/her supervisor conduct field visits to monitor grantees and provide on-site support with respect to financial grant management, as needed.
  • In consultation with his/her supervisor collaborate with program staff to assist in developing and revising mechanisms for making payments and monitoring/reporting financial performance of sub-grantees.
  • Ensure that these activities are in accordance with donor agencies guidelines and other guidelines established in the Agreement.
  • Contribute to the development of an Ethiopia country office grants management manual, materials, and resources. Administer the grants according to criteria and guidelines set forth by donor agencies, stated in the contract (and associated waivers letters and documents) and the grants management program manual and guidelines.
  • In collaboration with Finance Officers of the sub-grantees, review monthly grantees’ invoices, process invoices, and update grant binders and databases as appropriate.
  • Review supporting documents with invoices and expenditure where each sub grantee submits requests for reimbursements, liquidations, financial status, monitoring and evaluation of data and a narrative report on progress.
  • Provide technical support to sub-grantees to improving their financial systems and reporting under sub agreements with Jhpiego.
  • Work closely with program staff during project close out.
  • Work closely with HQ staff in relation to sub grantee agreement modification, budgets, financial reports and contracts.
  • Collect and maintain complete documentation of submission/transmittal of reports that are specific to grants under prime awards.
  • Other tasks assigned by the supervisor.

Financial Management

  • Participate in preparation of different donor proposal budget, annual budget and budget revision.
  • Support the preparation of Jhpiego donor financial report.
  • Enter projects budget into QBE upon approval of budgets and perform necessary update when required
  • Follow-up contribution and recording of identified cost share expenses with sub-grantees

Contracts and Lease Management 

  • Prepare Technical Service Contracts for Outsourced Jhpiego’s service as per Jhpiego’s procedure
  • Prepare timely Contract Amendment as per the request from Operation department
  • Prepare payments for Technical Service Contracts and ensure availability of budget balance
  • Prepare Lease Agreement requested by operation department and ensure proper documentation
  • Prepare Lease Payment in a timely manner as requested by Operation department
  • Update the Technical Service Contracts and Lease Matrix in a monthly Basis
  • Other tasks assigned by supervisor

Job Requirements

  • BA degree in Accounting, Management or related field with minimum of five years’ experience and/or MA degree in Accounting, Management or related field with 3 years’ experience in NGO environment.
  • Relevant experience in grants management and financial/operational systems preferred.
  • Substantial experience implementing USAID-supported projects and knowledge of USAID regulations and procedures strongly preferred.
  • Excellent organizational, coordination, communication and interpersonal relationship skills required.
  • Experience working with and providing technical assistance and training to NGOs preferred.
  • Computer literacy and very good knowledge of Excel, Ms-Word; experience in QuickBooks accounting package is advantageous.
  • Sound experience in auditing
  • Fluency in English and Amharic (written and spoken)
  • Excellent communication and interpersonal skills to work in a multi-disciplinary team setup
  • A very good experience in auditing and grant management
  • Flexible and ability to work under pressure
  • Ability to work proactively, organize and manage own work and assist others
  • Computer literacy included demonstrated proficiency with Outlook, Work, Excel and off the shelf accounting software, preferably QuickBooks
  • Willingness to travel in-country as required.

How to Apply

Applicant are expected to STRICTLY follow the below listed application procedures:

  1. Only qualified and interested applicants can submit application letter and well written curriculum vitae saved in one complied PDF format.
  2. Applicants are required to state their current basic salary in their application letter.
  3. Applicants must make sure their application document is saved by their full name in PDF format.
  4. CREDENTIALS OR WORK CERTIFICATES MUST NOT BE SUBMITTED.
  5. The job position being applied for must be explicitly stated in the application letter.
  6. Applicants must use this E-mail [email protected] to submit applications and make sure to state the job position title applying for in the subject line.
  7. Applications not fulfilling the requirements stated above will automatically be rejected.

 Equal Opportunity Employer

Jhpiego offers competitive salaries and a comprehensive employee benefits package. The winning candidate is expected to start within short period after finalization of the recruitment process.

The deadline for applications is August 12, 2020.

More Information

  • Job City Addis Ababa
  • This job has expired!
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Our History

Responding to the Changing Needs of Women and Families Worldwide

Since its founding in 1974, Jhpiego has been innovating to save the lives of women and families worldwide. From the first day, Jhpiego has been asking the question: How can we make lifesaving services available and accessible to the people who need them—all over the world?

Dr. Theodore M. King, an early innovator and champion for women’s health, was the moving force behind the founding of Jhpiego, an affiliate of Johns Hopkins University. In the early 1970s, King recognized the need to make physicians, nurses and administrators from developing countries aware of reproductive health breakthroughs, such as laparoscopy (a procedure used to inspect internal reproductive organs for infertility or to provide contraception by closing off the fallopian tubes) and modern contraceptives. Originally known as the Johns Hopkins Program for International Education in Gynecology and Obstetrics, the organization was funded through the United States Agency for International Development (USAID). Under King’s leadership, as a founder, trustee and later president of Jhpiego for 14 years, the organization conducted a steady stream of programs throughout the developing world.

How Did We Get from There to Here?

Early on, Jhpiego established itself as a leader in reproductive health training. Beginning in 1974, Jhpiego held training sessions on family planning/reproductive health for doctors and nurses in the USA In 1979, Jhpiego started its first in-country training programs in Tunisia, Brazil, Kenya, Nigeria, Thailand and the Philippines. From 1987 through 2004, Jhpiego conducted three global Training in Reproductive Health Projects, funded by USAID. Beginning in 1993, Jhpiego published learning materials on long-acting family planning methods.

Over the years—to respond more effectively to the needs of individual countries—Jhpiego became increasingly field-based and established its first field office in Kenya in 1993. Today, Jhpiego has field offices in more than 30 countries worldwide. Similarly, Jhpiego’s programming areas have expanded to meet changing needs in the field. In addition to family planning and reproductive health, Jhpiego now has expertise in maternal and child health, infection prevention and control, HIV/AIDS and infectious diseases.

Jhpiego’s work has also expanded to address reproductive health policy and guidelines and to support health systems strengthening. For example, in 1996 in Brazil, Jhpiego launched a performance and quality improvement approach, now known as Standards-Based Management and Recognition (SBM-R), which has since been implemented in 30 countries. SBM-R empowers health workers and facilities to improve the performance and quality of their services by providing them with the tools and methods they need to make decisions, solve problems and innovate at the local level.

Innovations in Training Methods and Technologies

In 1986, Jhpiego pioneered a competency-based training (CBT) approach that emphasizes learning by doing. CBT focuses on how the participant performs and promotes the trainer’s ability to encourage learning. Jhpiego also introduced the use of anatomic models for “humanistic training.” To minimize risk to clients, learners first practice on models until they achieve competency. In 1995, a clinical training skills manual—the cornerstone of Jhpiego’s training approach—was published. Using a systematic “training of trainers” approach, Jhpiego has created a global network of qualified physician, nurse and midwife trainers.

As early as 1984, Jhpiego collaborated with the University of the West Indies to deliver reproductive health courses, via satellite, to six islands in the Caribbean. In 1987, Jhpiego sponsored a global meeting on reproductive health education and technology with the World Health Organization (WHO) and introduced computer-assisted instruction to simulate clinical situations in several of its US-based courses. In 1995, ReproLine, an online source for reproductive health information, was launched. Today, Jhpiego continues to explore new learning technologies: mobile phones in Afghanistan, a computer-based learning management system in Ethiopia, computer-based training in Ghana, a distance learning program in Zambia.

Practical Solutions for Low-Resource Settings

Since the 1992 publication of its international reference standard Infection Prevention for Family Planning Service Programs, Jhpiego has been at the forefront in promoting evidence-based practices that can protect health care professionals, staff and clients from potentially life-threatening infections. To this end, Jhpiego has tested and introduced practical, low-cost infection prevention procedures that can be implemented effectively in settings with limited resources.

In developing countries, cervical cancer remains the leading cause of cancer deaths among women. In 1995, Jhpiego began research with the University of Zimbabwe to find a low-cost alternative to the Pap test that could make cervical cancer prevention a reality in low-resource settings. Based on the results of this research, Jhpiego helped form the Alliance for Cervical Cancer Prevention in 1999 and received funding from the Bill & Melinda Gates Foundation to expand its cervical cancer program. Since that time, Jhpiego has developed and piloted the single visit approach in which women are screened and treated during the same visit.

In 1995, Jhpiego began addressing HIV/AIDS and its integration with family planning services. Six years later, Jhpiego began work in HIV voluntary counseling and testing with a USAID-funded project in Jamaica. In 2002, Jhpiego received its first funding from the U.S. Centers for Disease Control and Prevention (CDC) for work in HIV/AIDS and, the following year, developed a global learning package on prevention of mother-to-child transmission of HIV—with CDC, WHO and university partners—to enable global scale-up. Also in 2003, Jhpiego began work on male circumcision for HIV prevention in Zambia. In 2008, Jhpiego developed a global learning package on male circumcision for HIV prevention with WHO and UNAIDS.

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0 USD Addis Ababa CF 3201 Abc road Full Time , 40 hours per week Jhpiego

Title:    Grants, Contracts and Budget Management Officer                     Grade: D

Department:  Ethiopia Country Office, A/A                                                February 2018

Summary Scope of Work:

The Grants, Contracts & Budget Mgt Officer is responsible for supporting the management of Jhpiego Ethiopia grant, contact and budget including local NGOs and Associations that work with Jhpiego. S/he assists in developing and revising templates for solicitations and agreements, as well as detailed procedures for the entire grants management cycle, including: implementation of activities and effect payment as per grant agreement, local government requirements, accepted accounting practice etc., participate in evaluating and selecting grantees, budget revision, ensuring grantee payment, and monitoring (including field visits), reporting, and evaluating results. S/he assists the NGOs in tracking expenses against their budgets, and generating required reports on an agreed deadline. S/he works closely with Jhpiego Program staff, HQ staff and the sub-grantees’ finance staff.

Reporting Structure:

  • Position Reports:  Grants, Contract & Budget Manger    
  • Positions Supervised: None

Responsibilities:  (include Leadership, Business Development, and Knowledge Management)

All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

  • Model the mission and values stated above.
  • Actively participate in the business development process.
  • Actively participate in knowledge sharing and transfer process
  • Make responsible decisions that result in both time and cost containment.

Key roles and responsibilities:

Grants Management

  • Participate in developing scope of work and budgets for sub grantees and Oversee accuracy, presentation and timeliness of all grant programmatic and financial reports
  • Assist grantees in developing work plans, monitoring progress, tracking expenses, preparing reports, and facilitating grantees’ compliance with the terms of their agreements.
  • Provide technical assistance to staff and sub grantees on administrative policies and procedures for grants management
  • Assist in developing or adapting formats, procedures, and regulations to be used for formulating, executing, monitoring, and closing grants according to donor agencies regulations.
  • Contribute to Sub-grantees capacity development through training, coaching and continuous follow up.
  • Document the process by which local NGOs are selected for awards and notify applicants and other stakeholders of awards granted where open solicitations are sought.
  • Participate in conducting pre-award assessment and selection of local Sub-grantees
  • Support the preparation of Sub-grantee agreements and modifications, with particular focus on the budget development of sub-grantees
  • Update grantees when there are new rules and regulations issued by the donor and follow up their implementation.
  • In consultation with his/her supervisor conduct field visits to monitor grantees and provide on-site support with respect to financial grant management, as needed.
  • In consultation with his/her supervisor collaborate with program staff to assist in developing and revising mechanisms for making payments and monitoring/reporting financial performance of sub-grantees.
  • Ensure that these activities are in accordance with donor agencies guidelines and other guidelines established in the Agreement.
  • Contribute to the development of an Ethiopia country office grants management manual, materials, and resources. Administer the grants according to criteria and guidelines set forth by donor agencies, stated in the contract (and associated waivers letters and documents) and the grants management program manual and guidelines.
  • In collaboration with Finance Officers of the sub-grantees, review monthly grantees’ invoices, process invoices, and update grant binders and databases as appropriate.
  • Review supporting documents with invoices and expenditure where each sub grantee submits requests for reimbursements, liquidations, financial status, monitoring and evaluation of data and a narrative report on progress.
  • Provide technical support to sub-grantees to improving their financial systems and reporting under sub agreements with Jhpiego.
  • Work closely with program staff during project close out.
  • Work closely with HQ staff in relation to sub grantee agreement modification, budgets, financial reports and contracts.
  • Collect and maintain complete documentation of submission/transmittal of reports that are specific to grants under prime awards.
  • Other tasks assigned by the supervisor.

Financial Management

  • Participate in preparation of different donor proposal budget, annual budget and budget revision.
  • Support the preparation of Jhpiego donor financial report.
  • Enter projects budget into QBE upon approval of budgets and perform necessary update when required
  • Follow-up contribution and recording of identified cost share expenses with sub-grantees

Contracts and Lease Management 

  • Prepare Technical Service Contracts for Outsourced Jhpiego’s service as per Jhpiego’s procedure
  • Prepare timely Contract Amendment as per the request from Operation department
  • Prepare payments for Technical Service Contracts and ensure availability of budget balance
  • Prepare Lease Agreement requested by operation department and ensure proper documentation
  • Prepare Lease Payment in a timely manner as requested by Operation department
  • Update the Technical Service Contracts and Lease Matrix in a monthly Basis
  • Other tasks assigned by supervisor

Job Requirements

  • BA degree in Accounting, Management or related field with minimum of five years’ experience and/or MA degree in Accounting, Management or related field with 3 years’ experience in NGO environment.
  • Relevant experience in grants management and financial/operational systems preferred.
  • Substantial experience implementing USAID-supported projects and knowledge of USAID regulations and procedures strongly preferred.
  • Excellent organizational, coordination, communication and interpersonal relationship skills required.
  • Experience working with and providing technical assistance and training to NGOs preferred.
  • Computer literacy and very good knowledge of Excel, Ms-Word; experience in QuickBooks accounting package is advantageous.
  • Sound experience in auditing
  • Fluency in English and Amharic (written and spoken)
  • Excellent communication and interpersonal skills to work in a multi-disciplinary team setup
  • A very good experience in auditing and grant management
  • Flexible and ability to work under pressure
  • Ability to work proactively, organize and manage own work and assist others
  • Computer literacy included demonstrated proficiency with Outlook, Work, Excel and off the shelf accounting software, preferably QuickBooks
  • Willingness to travel in-country as required.

How to Apply

Applicant are expected to STRICTLY follow the below listed application procedures:

  1. Only qualified and interested applicants can submit application letter and well written curriculum vitae saved in one complied PDF format.
  2. Applicants are required to state their current basic salary in their application letter.
  3. Applicants must make sure their application document is saved by their full name in PDF format.
  4. CREDENTIALS OR WORK CERTIFICATES MUST NOT BE SUBMITTED.
  5. The job position being applied for must be explicitly stated in the application letter.
  6. Applicants must use this E-mail [email protected] to submit applications and make sure to state the job position title applying for in the subject line.
  7. Applications not fulfilling the requirements stated above will automatically be rejected.

 Equal Opportunity Employer

Jhpiego offers competitive salaries and a comprehensive employee benefits package. The winning candidate is expected to start within short period after finalization of the recruitment process.

The deadline for applications is August 12, 2020.

2020-08-13

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