Senior Grants Management Officer

Head Office – Lusaka District, Lusaka Province

Reports to the Grants & Contracts Manager, the incumbent is responsible for tracking awards lifespan, reconciliation receivables, monitoring modifications and ensuring updated grant database and record maintenance. S/he focuses on servicing internal clients and processes as defined in the Grants Management Manual. S/he actively works with the Grants Management Specialist, Grants and Contracts Manager-Research and Head of Grants and Contracts in managing a portfolio of research related awards as well as following up departmental tasks and ensures tasks are tracked, followed up and executed. The incumbent supervises Grants Management Officer, with a focus on internal capacity building to support management of a portfolio of awards.

Main duties

• Manages a portfolio of awards assigned and ensures project staff, partners and sub recipients are served with day-to-day information in award management.
• Works closely with finance department to manage and reconcile award account receivables and provides monthly reconciliations for all assigned projects.
• Facilitates the creation of ERP and ESS codes for all assigned projects.
• Captures all finalized invoices in ERP, follows up on outstanding invoices, ensures all outstanding invoices are paid, and income received is recorded by finance.
• Manages and reconciles award account payables account and ensures all unpaid invoices on assigned projects are captured in ERP, follows up and settled by finance.
• Supports with reconciliations and management of staff effort reports and effort profiling in ESS.
• Ensures staff follows grants management policies, directives, standards and procedures using Grant Vantage.
• Assists in reviewing, completing relevant sections and ensures the signing of assigned grantee Notice of Grant Awards (NGAs), Memorandum of Understanding, and Subcontracts.
• Assists identify and resolve budget, compliance and/or other issues that may be noted.
• Ensures the grants database for Research Awards is up to date and records are well maintained at all times.
• Supports internal and external audits on assigned projects.
• Obtains required closeout information and facilitate grant closeout process by working closely with project accountant and project managers to ensure project records all expenditure, ERP and ESS codes are deactivated accordingly.
• Monitors research awards milestones and reporting timelines and works on invoices and financial reports for all assigned projects on time.
• Facilitates the execution of bridge funding requests for assigned projects.
• Reviews awards Budget to Actual for all grants portfolio in department and project meetings and follows up on award burn rates.
• Coordinates and facilitates the resolution of all Grant and Contract related technical and financial issues between Project Teams and Finance/Operations Teams.
• Reviews all procurement request for relevant projects including Air Travel Authorizations recruitment requisitions and quote analyses.
• Runs award expense lists and ensures accuracy and allowability.
• Provides technical support as required to staff and sub recipient.
• Tracks departmental tasks and ensures timely execution of assigned tasks.
• Communicates openly with team members/other stakeholders on all relevant work matters.

Qualifications

• Full grade 12 Certificate.
• A Degree in Business Administration/Accountancy or Finance.
• Minimum of 2 years’ experience with private sector or NGO’s or International Organization.
• Strong knowledge and training in USG or any other donor rules and regulations and policies preferred.
• Strong communication skills.
• Intermediate to Advanced Proficiency in Microsoft office programs, particularly Excel and Word a MUST.