Regional Grants Management Specialist at Pact

Location: Africa Region
Last Date: July 15, 2010

Job Description

Title: Regional Grants Management Specialist
Department: Grants and Contracts
Supervisor: Regional Grants Officer – Africa
Location: Africa Region
Effective Date:

HR Use Only: Exempt/Non-Exempt:
EEO Job Class: Salary Level:

Pact values and supports a diverse work environment.

Position Summary: The Regional Grants Management Specialist assists the Regional Grants Management Officer in overseeing the grants portfolio of various field offices in the Africa region. Assistance provided will range from pre-award to close-out and the specific duties and responsibilities are outlined below. These will be carried out under the supervision of the Regional Grants Officer.


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

a) all people have a right to participate in decisions affecting their lives
b) gender equity is mandatory for social transformation
c) 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
d) diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
e) teamwork and collaboration shape our day-to-day working relationships
f) innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
g) gathering and sharing information are primary roles for all employees
h) 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
i) a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment

Specific Duties and Responsibilities:

I. Pre-Award Grants Administration

a) Support the regional grants officer (RGO) in the review of grant awards for:
• Responsibility determination (e.g., audit of MCATs)
• Cost realism
• Regulatory compliance
• Risk analysis and mitigation (e.g., audit of special award conditions)

b) On a case-by-case basis, he/she may be given complete responsibility for the review and approval of simple/small grants as determined by the RGO.

c) He/she may also be asked to assist the RGO to review larger and more complex grants.

d) Assist RGO and G&C HQ managers in collecting and filing grant documents for G&C records.

e) Assist RGO in orienting field office grants managers and other staff to develop and sustain Pact staff capacity in grants management and administration.



II. Post-Award Grants Administration

a) Assist the RGO in overseeing grant portfolios in the Africa region. Oversight will focus on monitoring the work of field office grant managers specifically in the area of grantee monitoring (for regulatory and administrative compliance).

b) Assist the RGO and field office grant managers in preparing (and/or evaluating) solicitations including those for procurement under grants.

c) Assist the RGO in conducting field office visits to audit/ monitor compliance by Pact field office staff and grantees with Pact’s grants management policies and procedures as well as those of donors.

d) Assist the RGO implement standard procedures for grants management at the regional level.

e) Assist field office grants managers in the close out of grants including technical assistance and backstopping to field offices for close-out activities.

f) Assist the RGO and other G&C managers in the development and delivery of training curricula to address regional training needs in grants management and procurement.


III. Procurement

a) Assist the RGO in the review of documentation (selection, choice of instrument) of purchase orders and contracts issued in the field.

b) Assist the RGO in the review/endorsement of procurement submission requests requiring G&C approval.

c) Assist the RGO in monitoring field office compliance with Pact’s procurement policies and procedures.


IV. General Administration

a) Maintain regional grants and procurement staff list.
b) Maintain electronic filing system for grants in the region.
c) Maintain and control G&C template documents released in the region.
d) Contribute to Pact’s institutional sub-grants management capacity through participation in its communities of practice by providing input to discussions relating to interpretation of policies and procedures, donor rules and regulations, procurement regulations and other related compliance guidance.
e) Prepare reports for G&C management.
f) Other duties as assigned.


Qualifications:
• Working knowledge of regulations applicable to grants management and procurement.
• Good analytical skills to successfully perform financial reviews and other quantitative analyses.
• Effective written and oral communications skills.
• Ability to independently prioritize and successfully perform assigned 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 travel at short notice for short-term postings.

Education and Experience Requirements:
• Bachelors Degree in a related business field or equivalent work experience
• Minimum of three (3) years experience in administering grants and contracts
• Working knowledge of ADS, 22 CFR 226, 22 CFR 228, OMB Circulars; Federal Acquisition Regulations; other donor regulations (e.g., Global Fund, DFID, Sida, etc.)
• Familiarity with federal auditing requirements and demonstrated ability to exercise basic financial oversight of grant programs
• Foreign language proficiency a plus

Apply online at:
http://recruitment.pactworld.org/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.