Summary Job Description
The Grant and Program Officer, under close supervision of the NRM&SPA, will be responsible in the implementation and follow up of the day-to-day process of the small grant funds and contract management from the inception to the close out process of the contract and grant making process. S/he will assist project appraisal team in undertaking a competitive selection of small grant funds to awardees. Upon award to successful awardees, the Officer will work closely with other component II team members in planning, organizing, coordinating, closely monitoring progress against plan, reporting and ensuring timely and effective implementation of activities of all contracts and Grants under contract along with providing capacity building and technical support to awardees and relevant stakeholders.
Specific Duties and Responsibilities:
Job Responsibility # 1: Program/Project Implementation
Work in close collaboration with other Component II team members to ensure that SG project processes and activities financed by small grants funds are implemented in a timely and cost effective manner and are compliant with the terms and conditions of the agreement which Pact entered with the project holders
Assist the project appraisal team of Component II of SIPED II project in reviewing project technical designs, bill of quantities, the viability and technical soundness of the SG projects
Assist in the preparation of comprehensive and detailed terms of reference (TOR) to hire contractors or venders and carryout the follow up activities to ensure that activities are accomplished in accordance with the terms and conditions entered between and among Pact, the project holder and the contractors or venders.
Adhere to Pact’s organizational policies, procedures and guidelines throughout project implementation
Contribute to the development of SIPED II work plans and along budgets in accordance to the schedules, formats, annual dates and deadlines as adopted in the general agreement Pact entered with the project holder
Assist in reviewing project documents to be financed by small grants fund along with conducting regular assessment of the progress and performance to identify problems and delays, and work with partners to develop effective solutions (escalating to more senior colleagues for support and intervention, where required).
Participate in the production of high quality and timely reports for USAID, Government and other stakeholders and comply with SIPED II and Pact’s filing and documentation processes
Identify synergies and actively encourage integration across programs, substantively and geographically. Facilitate linkages with complementary projects, proposing ways to overlay different interventions.
Apply agreed due diligence and risk management protocols appropriately throughout the development and delivery of proposals and programs, to ensure the interests and reputation of Pact are preserved and protected.
Actively participate in the development and implementation of SIPED II small grants management systems
Job Responsibility # 2: Pre-Award Activities
Contribute in the process of identification and selection of subcontractors/grantees for award under the small grants funds of Component II of SIPED II. This will include the conduct of pre-award assessments to determine the responsibility of prospective subcontractors/ sub grantees using an appropriate tool.
Communicate the findings of the pre-award survey to the partner organization officially taking into account the comments of the GM regarding the outcome of the survey.
Job Responsibility # 3: Post-Award Follow up and Monitoring Activities
Provide technical assistance to staff and Subcontractors and grantees on administrative policies and procedures for contract and grants management.
Review cash advance request against original budget amount of the Subcontract and process the request accordingly. This task includes verification of activities and budget in accordance with original agreement.
Verify obligated funding available and data reported in the subgrant matrix for each subcontractor. This task includes a monthly reconciliation of figures captured in finance and grant units and accounting of the differences accordingly.
Maintain individual Trackers for each individual contract to verify spending against the approved budget and closely work with the Senior Finance, Grants and Contract Manager to update the program staff of Component II monthly, on regular basis, regarding the status of the financial performance of each micro-project.
Assist the NRM&SPA in his/her endeavor to work with G&C/HQ to obtain prior approvals and waivers from partners required for administration of specific contract and grants.
Plan and monitor partner organizations/project holders to confirm that they are in compliance with special award conditions.
Routinely monitor the maintenance and control of the archive of contracts and grants. This is very critical and the Grants and Contact Officer should maintain sub-grant file for each grantee as per the guideline given by the senior Finance, Grants and Contact Manager.
Prepare modification of agreements whenever there is additional obligation/de-obligation, time extension, change in program description, etc. The G&M Officer should make sure that all the necessary documentations are in place, including the memorandum of negotiation, before preparing modification and submitting to approvals.
Actively gets involved in the close out process of the grants. The G&M Officer facilitates the close out process for each grantee as far as the implementation time of the respective grant agreement ends. The process includes, at a minimum, the reconciliation of financial information captured in finance and grant unit, the collection of final narrative and financial reports, the collection of property disposition plan and the instruction there of, etc.
Monitor project implementation and budget utilization status of subcontractors
Participate in the development and maintenance of a monitoring and evaluation system to evaluate progress and impact of micro-projects financed by the small-grants funds and ensures that it is done in accordance with terms and conditions entered with Pact and in accordance with agreed work plans
Job Responsibility # 4: Procurement under Contract and Grants
Assist in the preparation of RFP, RFA and other instruments for competitive selection processes.
Prepare and/or review documentation (selection, choice of instrument) of purchase orders and contracts financed under contract.
Verify obligated funding available for purchase orders and contracts. The G&M Officer should make sure that there is a grant agreement to which such procurement will be attached.
Follow construction and other project related materials as per the bill quantities/specification and ensure the delivery at the required project site
Prepare payment sheet to the respective contractors or venders, after verified by the respective official of Pact initiate payments and closely work with the finance unit to ensure that expenses in relation to the procurements are properly coded to the right account.
Job Responsibility # 5: Coordination and Other Technical Assistance
Proactively lead and assist in the coordination of the NRM sub-component activities of SIPED II with the other components of the project
Participate in regularly scheduled or ad hoc SIPED II and/or Pact level meetings as and when deemed necessary
Assist in the arrangement of study tours and experience sharing visits related to Component II of SIPED II project.
Participate in discussions about project related activities contributing towards the fulfillment of the country strategic objectives
Engage with government, development partners, and private sector stakeholders on program-related matters at federal, state and local government levels.
Job Responsibility #6: Networking and Representation
Establish effective working relationship with relevant government offices at all levels, awardees and key stakeholders
Establish communication systems with the respective subcontracting CSOs, awardees and relevant government offices to ensure an enabling environment for successful partnership
Represent Pact in key internal and external meetings as agreed with the immediate supervisor
Job Responsibility #7: Other Functions
Performs any other related duties that may be assigned to her/him by the Supervisor.
Qualifications:
Knowledge of USG and other donor regulations applicable to contract and grants administration.
Good at performing financial reviews and other forms of quantitative analyses.
Proven experience in project administration and follow up
Effective written and oral communications skills that is essential to building relationships with donors and partner organizations.
Ability to exercise sound business judgment to wisely prioritize and successfully perform multiple and complex tasks.
Highly organized and able to develop and streamline systems for efficient conduct of day-to-day tasks.
Proficiency in word processing, spreadsheets and database skills.
Ability and willingness to frequent field visits.
Education and Experience Requirements:
Bachelor’s degree/MSCs in Management, Economics and Finance field (Agricultural engineer or Social Science fields with sound experience in WATSAN, NRM, contracts, grants and financial management
Minimum of 5/3 years of relevant work experience in the area of program, grant and contract management.
WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED.
The post holder will be stationed in Addis Ababa with possibilities of frequent field travel.
Female applicants fulfilling the minimum requirements are encouraged to apply
Disclaimer: This job description summarizes the responsibilities assigned to the position; however it does not contain an all-inclusive list of responsibilities. Periodically, employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This document does not create an employment contract, implied or otherwise. Employment at Pact is a voluntary “at will” relationship. |