Grants Officer (Business Support Officer II) at icipe - International Centre of Insect Physiology and Ecology

The overall Purpose of the Job

The Grants Officer (GO) will support the Grants, Projects, and Partnerships Manager (GPPM), be the facilitator for multiple projects and keep an overview of all projects implemented in icipe by including all pertinent data into the electronic Enterprise Resource Planning (ERP) system. The GO will be the liaison officer to facilitate the flow of information between project teams and the GPPM.

Specific Duties

The Grants Officer will take responsibility for supporting all stages of project cycle management and play a central role in supporting project implementation teams based at field or headquarters levels to deliver high-impact projects that meet their objectives on time and on budget. S/he will coordinate the administrative and financial aspects of grants, specific awards, and cooperative agreements by reviewing budget completeness and coordinating pre- and post-award actions.

Specifically, the GO will:

• Jointly with GPPM, develop and implement systems and monitor procedures to ensure proper stewardship of funds on pre-awards, awards, post-awards, and close-out for restricted funding.
• Lead the partner engagement process according to the icipe Financial and Administrative
• Framework Assessment Checklist (FAFAC), including (1) partner project capacity review (PPCR) and (2) partner identity and background review (vetting).
• Lead in drafting sub-grants/partnership agreements and modifications for compliance with donor rules and regulations, act as focal point with GPPM for review and approval, and facilitate signature by icipe and partners.
• Maintain comprehensive ERP updates on grant and financial management systems, subcontracts, and audit requirements.
• Keep accurate and complete financial records for each project in the ERP system.
• Function as a secondary point of contact for grant and project-related issues.
• Handle the day-to-day ERP grant management (non-programmatic) aspects of grants.
• Communicates regularly with the internal finance department and GPPM.
• Document financial management and budget procedures; regularly review and update ERP Grant
• Management Standard Operating Procedures and relevant documents governing awards as needed.
• Adhere to internal and donor policy requirements on awards and financial management.
• With technical and financial teams, conduct required reporting requirements on progress reports, performance reports, and financial reports.
• Support icipe scientists and finance staff to ensure any emergent compliance concerns are addressed during the term of the grants/partnership/sub-grant agreements.
• Keep the relevant staff informed about upcoming deadlines and deliverables, thereby ensuring a smooth completion of work responsibility throughout the life of award processes.
• Update print and electronic databases for Projects, Partner Agreements, Memorandum of
• Understanding (MoUs), Material Transfer Agreements (MTAs) and other partnership engagement documents.
• Update, monitor, and ensure timely follow-up of items listed in the Daily Grants Tracker.
• Prepare the upcoming Monthly Grants Schedule Tracker and share it with GPPM at the beginning of every month.
• Follow up with Project Accounting and Principal Investigators on upcoming/due financial and technical reports and ensure they remain apprised of grant report due dates and submission dates.
• Follow up with the Treasury Unit on incoming funds and file receipts accordingly.
• Support comprehensive records and information management and filing systems to ensure all grant and sub-grant agreements, reports, key correspondences, etc. are appropriately filed in upto-date and consistent soft and hard (physical) files managed by the Grants Unit.
• Provide regular reports on the work in progress to the GPPM.
• Support other program initiatives, work streams, and tasks as assigned by GPPM.

Requirements/Qualifications

• Bachelor of Science in Public Health, Business Administration in Finance, Public Administration, or a related field.
• Background or proven experience in project management, financial management, and budget monitoring.
• Familiarity with grant management procedures and donor relations.
• Knowledge of funding management techniques to plan and organize agricultural research program operations.
• Knowledge of funding concepts, principles, methods, and techniques of research program administration.
• Knowledge and skills in ICT and data management.
• At least 3 years of progressively responsible work experience at national and international levels in administration and project management in the agricultural research field. NGO experience is desired.
• Possess good knowledge of planning and strategizing financial and budgeting issues. Experience with basic financial management skills, including developing and monitoring budgets and financial reporting.
• Possesses excellent interpersonal skills and organizational skills and pays great attention to detail.
• Action-oriented and resilient in a fast-paced environment
• Ability to manage a complex and varied workload and work under pressure.
• Ability to work with multi-disciplinary groups
• Strong skills in written and oral communication and excellent presentation skills.
• Advanced computer skills, including Microsoft Windows and Microsoft Office suite.
• Proficiency in working within specialized software utilized in grant management.
• Ability to read, analyze, proofread and edit documents, and interpret grant agreements and general government and donor regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, employees and the general public.