Grants and Human Resources Specialist at John Snow Inc (JSI)

Responsibilities:

Specific responsibilities include, but are not limited to:

Grants and Contracts

• In collaboration with the Regional Finance and Operations Manager (RFOM), inSupply CEO, Kenya Practice Lead, and JSI Finance and Operations Manager develop and update systems and tools for contracts and grants management including manuals, assessment tools, grant awards and contracts trackers.
• Update, create, review, and negotiate contracts, grants, subcontracts, modifications, MOUs and other proposed agreements; identify issues and risks, and communicate/escalate as appropriate.
• Coordinate with the RFOM on donor communication.
• Ensure contract and grant execution and monitor contracts and grants to ensure compliance with all terms.
• Work with the Finance and Accounting Specialist in the development and submission of donor/client financial reports and advance requests if appropriate
• Work with Finance and Accounting Specialist to track receivables for the contract/grant and ensure invoices and advance requests are submitted in a timely manner.
• Work with the Technical Team to update project work plan budgets on a regular basis.
• Support RFOM by coordinating the inception, reporting and closeout process of inSupply projects
• Ensure consistent implementation of inSupply’s financial and operational policies, donor rules and contract terms. Work with RFOM and Kenya Team Lead to develop and improve standard operating procedures (SOPs), training, notices, and other tools to facilitate the organization’s compliance with contracts, client regulations, and applicable laws and regulations.
• Maintain an up-to-date and comprehensive understanding of contracts, grant terms and conditions, and requirements and alert the RFOM of any compliance issues. Act as a resource person to staff on guidance for compliance issues.
• Ensure and maintain project contractual files and deliverables per client/donor terms and conditions
• Negotiate insurance policies that adequately cover the organization’s business operations, including commodity loss or damage, product liability, and errors and omissions, working with licensed insurance brokers.
• Monitor and update organizational contracts such as leases memoranda of understandings (MOUs)

Sub-grantee/Subcontractor Management

• Perform pre-award activities for grant recipients including review of grantees' applications, budgets, pre-award questionnaires, supporting documents, etc.;
• Manage correspondence and act as the first line of communication with sub-awardees;
• Ensure and monitor sub-awardee’s compliance with the project’s approved Grants Manual and terms and conditions of grant/contract.
• Process sub-awardee agreements and amendments;
• Facilitate advance funds transfer, track budget disbursements and advances reconciliations by sub-grant partners; Track invoice payments by subcontract partners
• Review sub-awardee expenditure reports, ensuring compliance with terms of agreement and provide written approval;
• In close collaboration with the Technical Activity Manager: Assist in organizing sub-awardee technical assistance and/or trainings in areas including finance, operations, compliance, organizational development, technical programming in the project’s focus areas;
• Review work plans, monitoring & evaluation plans and reports, progress reports, and any other award deliverables to ensure that they meet requirements. Liaise with other staff for review as needed;
• Track outstanding sub-awardee reporting and/or compliance items and prepare appropriate reports on status;

New Business

• Support new business development activities including costing out proposal budgets and negotiating terms of collaboration with project sub-partners.

Human Resources

• Offer expert Human Resource guidance to inSupply Health as per the Kenya labor laws.
• Coordinate recruitment and onboarding of all staff and consultants in accordance with the Local Hire Manual and donor specification.
• Guide Human Resource Analyst in the project management role of the Learning Management System coordination and offer best practice insights.
• Maintain all staff documents and ensure that they are up to date as per donor specifications.
• Coordinate staff fringe benefits.
• Manage replicon and ensure that staff a compliant with the policies and process. Work with the RFOM to review timesheets monthly in reference to the LOE.
• Review and verify all procurement procedures and ensure that they are in line with donor requirements.
• Any other duties as assigned.

Required Qualifications:

Education:

• Bachelor's degree in the relevant field from a recognized university or institution.
• Certified Human Resource Professional Kenya (CHRP-K)

Experience:

• At least 6- 9 years’ experience in coordinating grants, sub-grants and operations with the ability to track and manage several projects and processes simultaneously,
• Substantial experience with grants management software, Google work space and spreadsheets.

Essential Skills and Qualifications:

• High level of demonstrated accuracy and key attention to detail
• Ability to manage relationships with key stakeholders
• Highly effective oral and written communicator with the ability to adapt to a wide range of communication styles.
• Team player with a willingness to help where required
• Good interpersonal skills; ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
• Ability to assess and manage risks
• Global experience and exposure of working in the same role or related.