JOB ADVERT
TITLE: GRANTS MANAGER (1)
SUPERVISOR: PROJECT DIRECTOR
TYPE: ONE YEAR FIXED TERM EMPLOYMENT CONTRACT (WITH POSSIBILITY OF EXTENSION)
DATE: JANUARY 2021
OPEN FOR: RWANDA NATIONALS ONLY
ABOUT SFH
Society for Family Health (SFH) is a non-profit organization in Rwanda. It is the largest social marketing organization in Rwanda, with five regional offices across the country. Working in partnership within the public and private sectors, and harnessing the power of the markets, SFH provides life-saving products, clinical services, and social and behavior change communications (SBCC) that empower the world’s most vulnerable populations to lead healthier lives. SFH’s core values include a belief in markets and market mechanisms to contribute to sustained improvements in the lives of the poor; results and a strong focus on measurement; speed and efficiency with a predisposition to action and an aversion to bureaucracy; decentralization and empowering our staff at the national and district level; and a long-term commitment to the people we serve. SFH implements diverse public health interventions in HIV/AIDS, reproductive health, malaria, and maternal and child health including nutrition as well as health systems strengthening. SFH’s activities range from product sales and distribution to social and behavior change communication, advocacy, reproductive health research, and community mobilization.
Through the United States Department of Health and Human Services Centers for Disease Control and Prevention (HHS/CDC), SFH Rwanda is a receipt of a federal grant No:1 NU2GGH002206-01-00 to Implement Evidence-Based Prevention Interventions for Key and Priority Populations in the Republic of Rwanda under the President’s Emergency Plan for AIDS Relief (PEPFAR).
In order to implement the above-mentioned project, SFH Rwanda is hiring a Grants Manager. The position holder reports to the Project Director.
JOB SUMMARY:
The Grants Manager will manage the CDC grant for SFH Rwanda and administer grants and procurement processes related to subaward management. S/He will finalize and manage sub-awards and ensure that the implementing sub-partners are compliant with CDC policies and procedures. In addition, this role will work with program and M&E teams to ensure oversight during project implementation and closeout. The Grants Manager, under the supervision of the Project Director, will advise staff on contractual and grant issues, donor compliance, and implementation of SFH Rwanda policies related to subaward management and risk mitigation in high-risk settings.
Reporting to the CDC Project Director, the role will focus on coordinating the oversight of grants management processes, working in collaboration with the other finance project team to produce high-quality donor reporting, and conduct national staff capacity building. The Grants Manager will also be responsible for providing program and support teams with general grants management support and advice on CDC donor compliance.
S/He is responsible for performing an independent assessment of the effectiveness of controls surrounding the completeness and accuracy of transactions recorded and reported in the financial reporting of CDC and SFH as well as assessing the compliance with policies and procedures, as well as CDC requirements, Government, and identifying process and control improvements required to address any identified weaknesses.
ROLE AND RESPONSIBILITIES OF THE GRANTS MANAGER
The roles and responsibilities of the Grants Manager are but not limited to:
Grant & Financial management
- In coordination with relevant technical teams, manage implementation of the CDC project funds as per the grant agreement.
- Establish and manage the grant oversight of the sub-grant processes including review of all partner financial documents/reports, review and approval of advances and liquidations, asset and inventory management including the transfer of expendable and non-expendable supplies and equipment at the end of the project.
- Carry out monthly performance (financial and program) reviews of the CDC project and its sub-awards and share with the project team and senior management status and necessary improvement-oriented actions,
- Liaise with the Procurement function to ensure all procurements done by local sub-grantee partners are compliant with SFH Rwanda and donor rules and regulations.
- Monitor and report on implementation and performance issues of program sub-awards in coordination with program, M&E,
- Establish and maintain a strong subaward files management system; track and monitor physical & electronic files during implementation.
- Coordinate with the program team on selection, institutional capacity development plans, and overall partnership development methodologies.
- Provides support on all activities related to the administration and management of grants and contracts, including preparing and managing agreements, conducting procurement actions, overseeing deadlines and reporting requirements, monitoring subawards, and processing contractual actions (extensions, modifications, termination, disbursements, etc.).
- Design and maintain internal systems to ensure accurate and timely reporting on financial performance;
- Establish and/or refine and disseminate policies, systems, and practices for effective accounting for all financial resources in line with USG and international standards accounting policies, requirements, and local laws where required;
- Coordinate with program team to review sub-recipient reports;
- Maintain an understanding of USG/CDC financial and accounting requirements throughout the duration of the award.
- Establish a risk assessment to SFH Rwanda departments for the management to take necessary measures;
- Carry out a field visit to SFH Rwanda Regional teams and provide technical support and necessary guidance for proper fulfillment of their duties;
- Ensure a strong internal control within the organization and recommend for best practice;
- Any other responsibilities assigned to him/her by the supervisor.
Award and Sub award management
- Provide guidance on award management during implementation to ensure compliance with donor/client requirements.
- Ensure that the project management team (PMT) understand prime award, sub award prior approval requirements, and follow up to ensure that they are met.
- Contribute to development of SFH CDC project grants and compliance guidance documents as requested, reinforcing donor/client requirements, reflecting best practices, and award monitoring tools and templates.
- Develop, manage and monitor the SFH Rwanda – CDC subaward risk mitigation plan.
Compliance Oversight
- Coordinate with the audit & compliance function and supervise teams that conduct compliance spot checks and monitor corrective action plans.
- Provide expert advice to SFH CDC sub-awardees and partners on audit requirements.
- For all subagreements/subcontracts issued under awards in the portfolio, ensure proper use and documentation by SFH Rwanda of the compliance required subrecipient management and monitoring tools, in collaboration with the Project Director/Investigator.
- Participate in Monthly Program Finance Reviews to stay abreast of current project activities in order to proactively flag and address compliance-related matters.
- Conducts and documents analysis of proposed procurements for compliance with funder requirements and SFH Rwanda policy requirements, including cost reasonableness and allowability.
- Identify control weakness and areas of actual or potential non-Compliance with CDC requirements and address them well ahead of time;
Training and Capacity Building
- Conducts and supervises formal trainings on both SFH Rwanda and donor rules and regulations.
- Mentors and trains all CDC project staff on all aspects of subaward management and compliance.
Closeout
- The Grants Manager works with the Project Management team to ensure that staff understand compliance requirements for the prime and sub-agreement closeout process, conducting closeout trainings/webinars as needed.
- Using appropriate checklists and guidance documents, ensure that the following closeout categories are verified: final financial expenditures, reporting requirements, prior approvals, cost-share, program income, equipment/final disposition, and finalization of closeout of all related sub-agreements and subcontracts.
These responsibilities are not exhaustive and maybe, if needed, modified by the supervisor.
REQUIREMENTS:
Qualifications
- Minimum of a bachelor’s degree in business administration or management with a major in accounting and/or finance required. A master’s degree in these fields shall be preferred;
- Professional qualification in accounting (CPA/ ACCA) is a MUST;
- At least 5 years of experience in accounting for US Government-funded NGOs. Experience with CDC grant management will be a plus;
- At least 3 years of grants experience for U.S. government-funded programs, with sub-grantees and/or local partner organizations.
- Prior supervisory experience is required.
- Experience working on USG, CDC-funded programs preferred
- Experience with laws and regulations pertinent to NGO taxes and donor funds;
- Proficiency in QuickBooks application strongly preferred;
- Experience with US Government financial rules and regulations required
- The successful candidate will be required to pass a background reference check
Knowledge, Skills, and Abilities
- Thorough knowledge of USG grants policies, procedures, and USG 2 CFR 200 requirements
- Demonstrated ability to form effective and productive relationships with stakeholder counterparts, in order to achieve program objectives.
- Demonstrated expertise with researching, interpreting, and applying USG regulations. Knowledge of OMB Uniform Guidance, Standard Provisions, and other donor rules and regulations regarding implementation of Federal awards.
- Ability to develop budgets and budget notes and to do a cost analysis for reasonable, allocable, and allowable costs.
- Knowledge of USG audit requirements for non-USG organizations.
- High degree of accuracy and very strong attention to detail.
- Understanding of the full lifecycle of a sub-award and the different subaward mechanisms to include simplified grants, standard grants, fixed amount awards, in-kind grants, and grants to local governmental organizations.
- Fluency in written and spoken English and French as well as Kinyarwanda.
S/he must be outcome oriented, able to manage multiple priorities at a time, and able to keep moving with minimal day-to-day supervision. This highly professional individual will be comfortable speaking and working in public settings.
STATUS: Full-time position, based in Kigali, SFH Rwanda Headquarters
DOCUMENTS TO BE SENT INCLUDE:
- Application letter addressed to the Executive Director;
- Curriculum Vitae (3 referees including at least 2 former employers);
- Copies of degrees;
- Copies of Certificates of Professional qualification and trainings;
All interested applicants who fulfill the required qualifications are advised to submit their application files by email ONLY to hr@sfhrwanda.org by Friday, February 12, 2021, at 16:00 PM. Only shortlisted candidates will be contacted.
SFH is an Equal Opportunity Employer and encourages applications from qualified individuals.
