Grants Support at Agile and Harmonized Assistance for Devolved Institutions

Duration of Assignment: 6 Months

Position Summary: This position provides grants management and administration services to the portfolio of grants and contracts that are implemented by the SUNY AHADI. The incumbent reports directly to Senior Grants Manager and assist in ensuring effective and timely administration of donor agreements and sub-agreements through the award life cycle; developing an understanding of donor requirements and expectations for the agreement; ensuring compliance; and coordinating with country offices, program staff, and others throughout SUNY AHADI and within partner organizations as appropriate.

These activities include coordinating meetings, raising PRs on behalf of the program team, updating the Grants tracker, the Grants calendar and travel arrangements; and drafting and consolidating correspondence, notes, reports and summaries and other administrative tasks such as consultant payments and others deemed necessary.

A key responsibility will be to serve as the liaison and manage the flow of information between the Senior Grants Manager, the Grants/Program Teams.

Reports to: Senior Grants Manager

Key Responsibilities

• Co-ordinate the project’s grants accounting, compliance and risk management whilst ensuring that the grantees submit monthly work plans and reports; closely monitor and ensure that the grantees follow their work plans, submit and report the deliverables in time
• Review sub grantee budgets and prepare contracts/agreements and follow up on compliance
• Manage correspondences and matters in regard to grant management in consultation with the Grants Manager
• Support in overseeing grant management policies, and developing and enforcing procedures that assure transparency in the grants processes.
• In liaison with the Grants Manager ensure proper grants management (effective use of the grant management system) for the project and ensure it is fully operating, providing the relevant grantee reports and regularly updated
• Provide technical support and supervise the NSA’s to ensure full compliance with the donor requirements
• Co-ordinate the VAT claiming process for respective grantees and ensure that timely DA1 processing and reimbursements are made
• Provide continuous feedback to all NSA grantee organizations on grants performance
• In liaison with the Grants Manager, receive and review periodic grants reports for all grantees, liquidate the eligible costs and take relevant action on the expenses rendered ineligible and ensure proper allocation of expenses, reasonability of expenses and allow ability as per donor guidelines.
• Periodic review of grantee’s internal controls and policies for advice on strengthening and transaction verification through monitoring reports
• Partner monitoring and management reports against key indicators taking appropriate action where necessary including flagging risk and aiding appropriate and timely management action
• Coordinate with the programs team to ensure that the grantees receive backstopping support from AHADI programs team as well as provide the necessary guidelines and tools as required
• Coordinate with MERL to ensure the grantees track and document the indicators appropriately; gather and compile the monthly reports covering progress on the status of the grantee’s implementation;
• Make regular visits to the grantees and coordinate with the AHADI respective MERL and Program Officer.
• Maintaining and updating individual grantee files with the required information such as the fully executed grant agreements, budgets and proposals, cash requests, implementation progress reports, modifications, pre-award assessments, negotiation memos amongst others

Qualifications:

Education

• Bachelor’s Degree or higher in accounting, business administration in accounting, related field;

Work Experience

• At least 1-3 years’ experience grant management and administrative services;
• Experience managing US Government/DFID grants/contracts administration desired;
• Budget development/planning, data consolidation, and budget monitoring;
• Ability to manage budgets and review financial reports;
• Preparation and review of agreements and contracts, and their administration;
• Flexible, creative and solution-orientated approach;
• Ability to work independently
• Ability to work effectively with others on a team and proven team skills;
• Strong analytical skills;
• Basic skills in accounting;
• Strong skills in financial analysis and reporting;
• Good interpersonal, organizational, and communications skills;
• Effective inter-personnel and communications skills,
• Fluent in English required, fluency in additional languages (French or Spanish) a plus
• Carries out other duties as directed by the Senior Grants Manager

Languages: English language fluency required.

Skills and Abilities

• Attention to detail and accuracy
• Planning and organizing
• Ability to take initiative
• Ability to work in a team.