Grants and Contracts Supervisor

Overall responsibilities for the position

The Grants and Contracts function provides expertise in the interpretation and application of the PEPZ Manuals and associated How to Notes on grants and contracts.

The Grants and Contracts Supervisor oversees the work of the Grants and Contracts Officers, providing guidance to the sector teams and the Team Leader on the preparation and execution of all PEPZ grants and contracts and supporting compliance with the PEPZ Manuals and How to Notes.
The Grants and Contracts Supervisor will work with the Sector Managers and the sub-contracted Delivery Managers, the M&E manager and Finance Manager to ensure that grant and contract cycles are implemented in an accurate, timely, efficient and transparent way.

Detailed scope of work

Procurement and preparation of grant agreements and service contracts

• Advise Sector Managers on the procurement, structuring and drafting of grant agreements and service contracts in accordance with the PEPZ Manuals and How to Notes
• Advise as necessary on the procurement, structure or contents of grant agreements to potential grantees and service contracts to potential service providers.
• Ensure timely completion of the grantee and service provider due diligence processes in accordance with the PEPZ Manuals and How to Note.
• Ensure that grant agreements and service contracts are reviewed and signed in accordance with the Schedule of Authority.
• Report any possible breach of the processes relating to grant agreements and service contracts as set out in the PEPZ Manuals to the Team Leader and (if not satisfied with the response) to the Nathan Project Manager

Implementation of grant agreements and service contracts

• Provide advice to the sector teams, grantees and service providers on the interpretation of grant agreements and service contracts.

Monitoring and reporting

• Support the sector team and the M&E team in monitoring grantees and service providers.
• Support the verification of milestone grant claims and deliverables-based service contract invoices in collaboration with sector teams, the M&E and finance functions.
• Ensure that all files related to grant agreements and service contracts are stored correctly (in hard and/or soft copy as appropriate)
• Update the PEPZ Grants and Contracts Tracker and provide regularly updated forecasts on grants and contracts progress expenditure to the Senior Management team.

Process efficiency

• Contribute to ensuring that all grants and contracts processing performance standards are achieved.
• Identify areas where PEPZ processes could be streamlined and suggest improvements to the Team Leader.
• Respond in a timely and appropriate fashion to queries by email or phone from grantees, contractors and Nathan.

Supervision

• Allocate work load throughout the grants and contracts function – ensuring that process efficiency is maximized.
• Set processing performance standards for the grants and contracts function and monitor the work of the Grants and Contracts Officers against these standards for timeliness, accuracy and completeness.
• Train and advise Grants and Contracts Officers on compliance with relevant processes set out in the PEPZ Manuals and on interpretation of relevant How to Notes.
• Conduct and document, and ensure timely filing of annual and semi-annual performance reviews for Grants and Contracts Officers.

Qualifications and experience

• Degree in Business Administration/Accountancy or Finance
• Minimum of 5 years in Grants and Contracts Management
• Strong knowledge of donor regulations and policies preferred.
• Experience in DFID projects would be an added advantage
• Experience managing staff
• Strong communication skills
• Proficiency in Microsoft Office programs particularly Excel and Word a MUST

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