Position : Grants and Contracts Specialist
Function: Finance and Administration
Level: 7 (seven)
Required Number: 2 (two)
Reports to: Grants Manager
Place of work: Addis Ababa, with regular travel to field
Duration of contract: Indefinite based on performance and availability of fund
Remuneration: As per organization pay scale plus other PSI/E staff benefits.
Application Deadline: August 20, 2014
PSI/Ethiopia, an affiliate of Population Services International, has developed national results-based programs for HIV/AIDS and child survival. These programs are creating realistic opportunities for both private and public sector partners to make long-term investments that help Ethiopia’s most vulnerable lead healthier lives. This Job Description states the responsibilities of the Finance and Administration Director of PSI/Ethiopia.
JOB SUMMARY
PSI strengthens the capacity of a network of nearly 40 local implementing and government partners through subgranting and capacity building. Each year, the platform subgrants more than $7M to partners implementing programs in up to 200 towns and 11 regions nationally. The Grants and Contracts Specialist works hand-in-hand with area program teams to ensure smooth implementation of solicitation, pre-assessment, design, negotiation, implementation and closeout of up to 8 subawards or grants under contract. S/he leads G&C analysis, reporting and follow-up action across all LIPs including spending versus obligation, pipeline and compliance. S/he develops standard tools for subaward budgets, work plans and sub agreements and enforces compliance with PSI, door and Government of Ethiopia policies, procedures, rules and regulations. S/he supervises up to 2 direct reports in their daily sub partner management, and acts as the primary contractual liaison with the network of partners assigned to him/her.
ESSENTIAL FUNCTIONS
General Responsibilities:
• Lead solicitation, pre assessment, negotiation, implementation, monitoring and closeout of up to 8 subgrants/contracts, including preparation for, and participation in, monthly invoice review meetings, cash management and reimbursement decisions. (Technical implementation)
• Exchange quarterly statements of accounts with LIPs and prepare monthly journal entries (Accounting)
• Ensure the timely submission of subpartner reports and review financial and M&E reports or completeness, accuracy, allowability, allocability, reasonableness. (Compliance)
• Ensure PSI and subpartner compliance with PSI global, donor and Government of Ethiopia rules and regulations (Compliance)
• Conduct routine monitoring and evaluation, supportive supervision visits, with clear 2-way follow-up action plans for PSI and LIPs. (Monitoring)
• Maintain filing system in both hard and soft copies at all levels with the partners and with PSI, in accordance with established grant management protocols. (Technical Implementation-record keeping)
• Maintain up to date knowledge of PSI and donors’ grant management rules and regulations as required. (Compliance)
• Manage up to 2 direct reports according to MBO’s, routine feedback and coaching, performance appraisals and capacity ensuring that the team under his/her supervision acquires an up to date and in depth knowledge of PSI and USG grant and contract management rules and regulations. (Staff Management and Compliance)
Job-specific Responsibilities (the Specialist could be assigned any of the following job- specific responsibilities)
• Using tracking tools, consolidate, analyze and report on LI spending versus obligation, cash and obligation pipeline, compliance with terms and conditions, as requested by the Leadership Team (Analysis and reporting)
• Lead annual budget negotiation & preparation process, providing technical assistance and review to LIPs and area program teams. (budget negotiations)
• Design and share appropriate budget, workplan and subaward templates in line with PSI and Donor templates and budget categories, regularly updating the team on updates for PSI cost and pricing standards (budget standards and tools)
• Oversee monthly updates of the G&C financial tracking system by direct reports. (Financial tracking)
• Develop and implement cost share guidelines and tracking system (cost share)
• Prepare currency gain/loss reports in line with PSI global guidance (partner tracking)
• Prepare monthly VAT tracking report for all LIPs (partner tracking)
• Consolidate monthly LIP financial reports and cash forecasts for the monthly platform operating advance request. (Forecasting)
• Perform any other job related duties and instructions as requested by the supervisor.
Qualifications and Experience;
Education and experience;
• Master’s or Bachelor Degree in Accounting, Finance or related field of study.
• Have at least 4 years for MA and 6 years for BA substantial grants management experience in large INGOs or other international relief/development organizations with a variety of funding sources.
Skills;
• In-depth knowledge of grant management and understanding of donor compliance requirements for major donors, including USAID, CDC;
• Understanding of systems audit and articulating clear practical recommendations.
• Understanding of Monitoring and Evaluation as well as accountability towards donors and beneficiaries;
• Negotiation, communication, interpersonal skills and ability to work as part of a team.
• Good personal and organizational skills, including time management and ability to meet deadlines and work under pressure.
• Ability to work within a multicultural setting;
• Fluency in written and spoken English;
• Proficient in the Microsoft Applications;
The successful candidate will be highly organized, proactive, energetic and professional. S/he will feel great ownership and commitment to his/her work and enjoy working with minimal supervision In a fast-paced, results-oriented work environment
Application Process:
Interested and qualified applicants can send their application to the following mailing address before/on August 20, 2014.
PSI/Ethiopia
HR Department Application for Grants and Contracts Specialist position
P.o.Box 468 code 1250
Addis Ababa
Applicants can also drop applications to the receptionist at our Head Office located at Bole Medhanealem area, around Edna Mall Cinema, in front of Harmony Hotel. No Phone calls please.
Applicants are expected to submit updated CV with cover letter and copies of all other education and work certificate credentials.
PSI Is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.
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