Grants Manager at HEVA

Key Responsibilities:
Grants Management

• Support the coordinating, monitoring and the implementation of Ignite Culture programme
• Support the full cycle of grants management activities from pre-award assessments, monitoring/compliance visits and close-out procedures
• Maintain a grant tracking mechanism to track all grant management performance indicators for effectively monitoring of grant activities to ensure progress and KPIs are met.
• Ensure grant management procedures are followed and EU compliance requirements are met.
• Prepare EU financial reports of the project within the deadlines and formats required by the EU and ensure coherence with project progress.
• Review and ensure grantees reports are coherent, accurate and submitted timely. Maintain monthly reporting compliance tracker for grantees.
• Ensuring grantees projects are implemented in compliance with EU guidelines and relevant contractual obligations.
• Maintain and update grantees files (electronic and hard copy files)
• Coordinate grantees audit exercise and ensure no ineligible costs.
• Participate and facilitate monthly grantee capacity-building workshops.
• Facilitate coordination meetings with grantees to review project progress with clear action points.
• Support the programmatic and administrative close-out of grants including close-out and learning workshops, final reporting, asset disposals, income reconciliation and all EU required project close-out actions.
• Perform other duties as requested by the supervisor and the program/project manager

Partner Management

• Provide technical support (capacity building) to grantees in financial management and EU compliant reporting.
• Ensure grantees receive funds timely for project implementation and monitor partner budget performance ensuring ineligible expenditures are not incurred.
• Process and follow up on quality due diligence assessments, grantees awards, contracting and onboarding process.
• Monitor monthly the status of the utilisation of the grants; Actively participate in programme or staff planning meetings
• Establish a work plan (monitoring and support) of the financial activities of all grantees and review their budgets to provide advisory and support where necessary.
• Participate in the various evaluations of the programme.
• Submit a quarterly report of progress and difficulties encountered by each partner and prepare a risk mitigation plan identified
• Monitor grantees burn rate and offer timely advice to the programme team for prompt action and decision-making

Compliance

• Provide guidance to grantees’ staff and partners on EU compliance requirements/obligations and monitor compliance.
• Facilitate grantees compliance visit and health checks with the support of programme and finance team.
• Participate in regular audit of EU’s procedures, practices, and documents to identify possible areas of improvement.
• Identify timely grantees compliance issues and escalate for timely mitigation.
• Support in training grantees staff on EU policies, rules, and regulations.
• Document and share key compliance issues with the programme and finance team at HEVA and the British Council

Qualifications & Experience Requirement:

• Minimum of 3 (three) years of experience in grants management and financial reporting
• Experience with EU/USAID/Global-Fund funding and reporting requirements is preferred
• Strong knowledge of financial management and accounting principles
• Strong organisational and time management skills
• Ability to work independently and as part of a team
• A keen attention to detail, with the ability to spot errors or inconsistencies in financial reports.
• Strong interpersonal skills and the ability to build and maintain positive relationships with grantees, partners, and other stakeholders.
• Excellent written and verbal communication skills, with the ability to explain complex financial information to non-financial stakeholders.
• Good communicator, with strong organisational time management and analytical skills.
• Excellent interpersonal, cultural and diplomatic skills.
• Strong writing and editing skills with strong attention to detail.
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure
• Ability to communicate effectively in French will be an advantage

Education Requirement:

• Bachelor's degree in a relevant field such as finance, accounting or international development