Job Description
Project Hope Namibia in Malawi (PHN-MA) seeks qualified Malawian candidate to fill various positions for the USAID funded Ana ndi Achinyamata Patsogolo Activity (ANAPA) Project, a project aimed at preventing new HIV infections and improve the health wellbeing and Protection of Children, Adolescents, their families and Young Women (CAFYW) living with, affected by and vulnerable to HIV. ANAPA will be implemented in high HIV burdened nine districts in Malawi (Blantyre, Chikwawa, Lilongwe, Machinga, Mangochi, Mulanje, Phalombe, Thyolo and Zomba). The program focus on Orphans and Vulnerable Children (OVC) and Adolescent Girls and Young Women (AGYW) and Adolescent Boys and Young Men (ABYM). The approach is also including but not limited to System Strengthening, Continuous Quality Improvement (CQI) in close collaboration with Government of Malawi (GoM).
Job Title : Grants Manager
Reports to :Director of Finance & Administration
Location :Blantyre, Malawi
Job Summary
The Grants Manager will work with the Director of Finance & Administration (DFA), by contributing to achieve high quality programming by ensuring effective grants management including, compliance requirements, reporting timely and subgrants management, and internal and external communication. Ensures ANAPA programme/support teams are fully informed of relevant donor compliance regulations and Project Hope Namibia (PHN) procedures. S/he manages donor and other external reporting, and coordinates grant revisions. S/he also supports donor communication by ensuring effective channels of internal and external communications relating to grants are established and respected.
Specific Responsibilities and Duties:
Grants Development
- Participate in the grant/contract design process including response to donor requests for assistance, ensuring grant applications alignment to PHN polices and manuals and applicable donor rules and regulations.
- Assisting in evaluation of appropriate grant mechanism to subrecipients i.e., cost reimbursement, milestone award etc. and recommend best mechanism to use.
- Assist partners in development of subrecipient (SR) budget estimates and review for compliance with applicable donor regulations and PHN policies, as outlined in the Subawards Manual.
- Conducting pre-award assessment of subrecipient applicants.
- Facilitate exhaustive negotiation of the terms and conditions for grant agreements, work with subrecipient and project technical team to finalize subrecipient agreement for approval, and draft approval documents necessary to requests approvals from USAID.
- Generate and review all aspects of grant agreements at kick off meetings, and during implementation, with subrecipients, including schedule and facilitate meetings to define roles, responsibilities, and timelines for subrecipients.
- Identify, together with the DFA, COP, and technical teams appropriate special award conditions and/or necessary capacity building for the subrecipient to strengthen the results, minimize risk, and ensure compliance.
Subgrants Management
- Establish accounting and financial systems for the project in compliance with USAID regulations and PHN policies and procedures.
- Prepare subawards monitoring plan for each subrecipient and update consistently with all activities, site visits, communications.
- Perform risk-based subawards monitoring as recommended by pre-award assessment findings.
- Conduct periodic subrecipient site visits as determined by the SR risk profile.
- Follow-up subrecipient site visit report concurrence with SR, and ensure points noted are acknowledged and resolved with a clear audit trail.
- Follow-up Special Award Conditions resolution progress to ensure these are resolved in the allotted timeline.
- Document, maintain and ensure compliance with Subawards Manual.
- Maintain subrecipient folders on SharePoint in a clear, logical and complete manner.
- Review, analyze, present, and submit periodic Subaward Financial Reports (SFRs) in an accurate and timely manner, noting budget vs actual variances for attention/realignments.
- Ensure SFRs liquidations are approved and entered in QuickBooks in a timely manner.
- Review SR bank reconciliations to ensure project advances are being utilized for intended purposes as the subrecipient agreement.
- Manage organizational risk and liability, particularly related to ensuring compliance with all relevant USAID regulations and local laws related to registration and taxes.
- Conduct analyses of financial data to inform project management.
- Provide strategic guidance and assistance in problem solving to project leadership.
- Record subrecipients information in The Federal Funding Accountability and Transparency Act (FFATA) system accordingly.
Reporting & Compliance
- Ensure compliance with approved Subawards Manual, referenced USAID regulations, PHN policies and procedures, systems, and internal controls, and applicable local laws and tax policy.
- Ensure that all grant activities are properly documented from the start of implementation to grant close-down using PHN operations and grant management systems etc.
- Document and share learnings with the ANAPA DFA to ensure best practices and improvements are incorporated into future grant programming.
- Perform regular spot audits of grant files to ensure completeness, accuracy, and compliance.
- Support the Finance Manager in delivering procedures and policy training, guidance, and interpretation for program staff as well as subrecipients, in consultation with the PHN DFA as appropriate.
- Submit progress and status reports as required.
- Track overall Grant Fund amounts in total, and by grant, including both awarded and obligated amounts.
- Establish periodic update of the sub-award budget tracking tool of the grant and program team meetings for projections and explanations for variance analysis.
- Review Sub-award advance requests, liquidations, and reimbursement requests review before approval by COP and donor submission.
- USAID QFR pipeline analysis preparation on a quarterly basis or as when requested.
- Cashflow analysis for projects comparing system cashflow and financial reports.
Job Specifications
- Minimum Qualifications: Degree qualified in accounting or related field.
Experience
- At least 3 years professional experience of practical accounting experience.
- Strong knowledge of USG rules and regulations for cooperative agreements.
- Experience with QuickBooks or other accounting software will be an added advantage.
- Experience working on a large-scale ($10 million or larger) project preferred, and familiarity with donor project management policies, procedures, and requirements, particularly USAID contracts strongly preferred.
Specific Knowledge, Skills and abilities Required.
- Strong planning, analytical, presentation, and reporting skills.
- Strong oral and written communication and interpersonal skills.
- High level of integrity
- Strong computer skills, including advanced proficiency with Microsoft Excel spreadsheets, email, Internet, and Microsoft Windows applications.
- Strong attention to detail and interpersonal communication skills
- Strong interpersonal and communication skills with demonstrated experience of working collaboratively and influencing across multiple stakeholder groups.
- Self-starter with the ability to work with limited supervision.
Personal Qualities/Attribute
- Willingness to travel out of duty station and to regions offices.
- Strong organizational and interpersonal skills.
- Ability to work in a challenging environment, under high pressure and ability to cope with tight deadlines.
- Ability to work independently, prioritize work assignments, meet deadlines, and exercise professional judgment in a team set up.
Interested Malawian candidates who meet the above qualifications and experience are requested to submit their Curriculum Vitae with 3 traceable references, cover letter together with copies of certificates to the email address below not later than 5:00pm on 2nd September, 2024, and only shortlisted candidates will be contacted.
The Chief of Party
Project Hope Namibia-Ma
P.O Box 31775
Chichiri,
BLANTYRE 3
Email to: recruitmentmw@projecthope.org