Position Title: Grants Analyst
Reports to: Grants Manager
Department: Finance
Location: Kigali, Rwanda.
Position Overview
The Grants Analyst is a key member of the UGHE growing Finance Team. This role involves managing grant documentation, preparing funder invoices and financial reports, and contributing to proposal development, with a particular focus on budgeting.
The Grants Analyst will report to the Grants Manager and collaborate closely with all UGHE departments to ensure effective coordination in developing grant budgets, conducting periodic program budget reviews, analyzing expenses, and preparing reports.
Responsibilities
Grants and Contract Administration
● Maintain and regularly update the UGHE grants/contracts tracking tool.
● Organize and manage accurate, comprehensive records of all grant-related documents.
● Ensure that grants tracking mechanisms (both financial and non-financial) are properly implemented following all grants and contracts awards.
● Review and draft contracts for sub-award institutions and consultants.
● Participate in the development and renewal of grants proposals.
● Coordinate meetings, administer conference calls, and circulate minutes promptly.
Grants/Contracts reporting
● Review monthly grant expenditures to ensure accurate coding of transactions and address any coding-related quarries.
● Identify the grant transactions requiring reclassifications and ensure they are correctly processed in the accounting system.
● Prepare invoices and financial reports for funders based on actual expenditures.
● Regularly review expenses allocated to grants and contracts to verify compliance with approved grant budget and agreement.
● Participate in the closure of grants and contracts closure of funds at the end of the fiscal year and at the end of the grant/contract period.
Sub-award management
● Draft and negotiate sub-award agreements, ensuring alignment with funder and UGHE requirements.
● Ensure all sub-award documents are complete and compliant.
● Provide guidance and training to sub-awardees on contractual obligations, reporting, and compliance.
● Monitor sub-award execution to ensure adherence to the approved budget and deliverables.
● Review the sub-award budget and financial reports.
● Maintain comprehensive records of sub-awardee performance and related documentation.
Due Diligence
● Conduct Due Diligence for sub-awardee.
● Support the Due Diligence Process.
Proposal Writing and Budgeting
● Provide comprehensive support throughout the grant application process.
● Develop detailed budgets for grant applications.
● Provide support to the planning and budgeting processes.
General
● Provide support for urgent grant-related activities and events as required.
● Review grant files to ensure all the necessary information and documentation required for financial accountability is available.
● Other duties as assigned.
Qualifications
●