Grants Officer ...

Position Title Grants Officer

Requisition Number 15-0197

Post Date 12/22/2015

City Lusaka

Description Location: Lusaka, Zambia
Effective Date: December 2015

Pact values and supports a diverse work environment.

Position Summary: The Grants Officer is directly responsible to and supervised by the Grants Manager, Pact Zambia. The Grants Officer is responsible for the day-to-day financial management of the local grantees which will include regular monitoring, tracking
and verifying grantee expenses, administrative and financial capacity building and general financial and administrative support to the grantees.

Core Values: Pact employees embrace the following core values as representatives of the institution:

• all people have a right to participate in decisions affecting their lives
• gender equity is mandatory for social transformation
• resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
• diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
• teamwork and collaboration shape our day-to-day working relationships
• innovation and risk taking to achieve impact and broad scalable results drive strategic priorities
• gathering and sharing information are primary roles for all employees
• staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
• a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment

Key Performance Areas:

• Grants Administration
• Grantee Capacity Building and Support
• Regular Monitoring and Audits

Specific Duties:

Grants Administration:

• Assist with drafting grant agreement documents, modifications and Neg memos
• Administer the full cycle of grants management activities beginning from pre-award assessments, monitoring/compliance visits and close-out procedures.
• Track grantee contractual obligations, e.g., pre-award conditions

Capacity Building and Support:

• Provide technical assistance in terms of accounting, financial management, financial policy formulation and systems of internal control to all grantees to ensure compliance in terms of USAID and other donor rules and regulations
• Perform assessments of grantee organizations as directed by the Grants Manager
• Review grantee budgets and provide assistance and guidance where necessary including the monitoring and interpretation of project budgets versus actual expenditures
• Train and mentor grantees on policies and procedures and USAID regulations
• Facilitate the VAT claiming process for grantees and ensure that timely reimbursements are received

Regular Monitoring and Audits:

• Perform monthly reviews, audits and approval of grantee expense reports ensuring that expenses are auditable and verifiable
• Conduct and document regular grantee site visits to ensure that pre-ward conditions are addressed and implemented by grantees within the period specified in the grant agreement
• Ensure receipt of timely and accurate accounting and financial reports from partners
• Review budgets and ensure that budget amendment requests from grantees are timeously communicated to the Grants Manager for approval
• Monitor the grantee burn rate, regularly advise the grantee and programs teams of issues early
• Monitor and track grants related performance measurement indicators and liaise with Grants Manager to implement strategies to improve Pact’s performance
• Maintain the grantee obligation matrix, and ensure records reconcile with HQ
• Ensure that grantee advances and expenses are accurately and timely recorded in the accounting software and reconciled to supporting documentation
• Conduct close out visits at the end of grantee agreements, document finding and ensure that all close-out checklists are completed and outstanding issues are addressed
• Ensure that grantee files are up to date

General:

• Ensure the accuracy and completeness of grantee finances
• Devise, implement and maintain audit standards for all Pact Zambia grantees
• Ensure response to information requests from colleagues and HQ in a timely manner
• Perform functions with a view to safeguarding and developing the best interests of Pact Zambia
• Ensure that regular backups of data are completed
• Perform other reasonable duties as assigned

Qualifications

• Degree in Accounting or equivalent
• Minimum of 3 years’ experience in donor funds grants administration
• Knowledge of and experience with USAID regulations strongly preferred
• Experience providing capacity development assistance to sub-grantees strongly preferred
• Experience working with sub-grantees required
• Fluency in local language and English required

Apply On-line