Position Summary:

The Grants officer will be primarily responsible for managing the administrative processes for sub grants from pre-award, negotiation/co-creating, award monitoring to grant close-out, and ensuring quality assurance. He/she will provide professional expertise in grant administration to ensure full compliance with donor rules and regulations. The Grants Officer’s primary responsibility will be ensuring ongoing adherence to FHI 360 and USAID rules and regulations related to the management of sub awardees. Below are an illustrative list of responsibilities and/or tasks to be conducted:

Key Responsibilities

  • Conduct/support basic due diligence of potential sub-grantees at the proposal development phase ensuring full compliance to application requirements
  • Conduct pre-award assessments (PAT) for new sub awardees and develop special award conditions to address identified gaps and risks, provide monitoring and oversight to ensure that appropriate support is provided, based on needs identified under the PAT and follow up to ensure that special award conditions and requirements are met in a timely basis.
  • Support development of subgrant agreements and modifications, ensuring completion of all required contractual documentation.
  • Provide training and orientation to sub grantees on donor rules and regulations, to ensure compliance with USAID rules and regulations and FHI 360 policies and procedures.
  • Coordinate regular meetings regarding the technical, monitoring and evaluation for staff to ensure compliance.
  • Develop and monitor the sub-recipient monitoring plan and share with the Finance manager on a monthly basis.
  • Identify risks and grant weaknesses (technical, financial and administrative) and propose mitigation actions
  • Provide ongoing capacity strengthening and mentorship to sub-recipients to strengthen financial and management systems for increased accountability and ownership in managing USG funds.
  • Ensure that all grantees have adequate policies and procedures and submit timely and high-quality reports.
  • Review Sub awardee financial reports including all required support documentation and ensure advances and liquidations are done in a timely manner.
  • Work with the finance team to ensure that all sub awardees have sufficient funds to operate and manage pipelines to ensure against overspending versus obligations
  • Update the Sub award tracking system (SAT) in a timely manner, ensuring reports from the SAT system reconcile with GFAS/Compass system reports.
  • Support in monthly monitoring of sub awardee expenditure against budgets, communicating any areas of variance with suggested corrective actions.
  • Coordinate conducting periodic audits of sub-grantees and follow up to ensure recommendations / follow up actions are completed.
  • Facilitate the sub-awardee close out process, ensuring compliance as per donor and FHI360 close-out requirements.
  • Perform any other duties as may be assigned.

    Minimum Requirements

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