Advise and contribute to the design, development and implementation of contract and grants.
Advise and contribute to monitoring and evaluation of activities in the context of contract and grants management policies, procedures, and practices.
Ensure sub grantees and vendors follow policies, procedures, and practices consistent with USG and other non-USG donors, and JHU regulations.
Responsible for overall financial and administrative management of sub grantees, ensuring strict adherence to USG accounting policies and procedures.
Work collaboratively with Projects Grants Managers, grants and contract team in country and in Baltimore to assure proper project and financial reporting, spending, and compliance.
Work closely with operations unit in matters relating Jhpiego non-personnel or consultant contracts to ensure efficiency and
effectiveness in this area.
Develop sub grantees monitoring database for reporting purposes.
Ensure flow down of mobile/digital payments is embraced by all sub grantees.
Pre-review of draft agreements with third parties before routing internally and finally to Baltimore for review and signing.
Assist in developing financial systems and procedures for sub grantees as part of capacity building role.
Review, approve and manage sub grantee budgets.
Review monthly financial reports and ensure that expenses are in accordance with the terms of the agreements, Jhpiego and JHU rules and regulations.
Ensure that sub grantees properly safeguard funds.
Process sub grantee invoices upon approval.
Train sub grantee staff on USG and non-USG donors requirements, Jhpiego and JHU financial reporting and accounting procedures. Identify training and other management and administrative support needs for sub grantees.
Contribute to annual work planning process for projects.
Specific roles and responsibilities:
Assist in developing or adapting formats, procedures, and regulations to be used for formulating, executing, monitoring, and closing grants according to donor agencies regulations.
⦁ Work closely with business dvelopment in developing teaming agreement to respond to RFAs and RFPs.
⦁ Actively participating solicitation process of onboarding new
partners through RFA. including working closely with program in establishing committees for reviewing concept notes,
proposals and other relating documents used for shortlisting partners.
⦁ Document the. process by which NGOs are selected for awards
and notify applicants and other stakeholders of awards granted where open solicitations are sought.
⦁ Where appropriate and needs are identified, assist grantees in developing work plans, monitoring progress, tracking expenses, preparing reports, and facilitating grantees' compliance with the terms of their agreements.
⦁ Update grantees when there are new rules and regulations issued by the donor and follow up their implementation
⦁ Conduct field visits to monitor grantees and provide on-site support with respect to financial grant management, as needed.
⦁ Collaborate with program staff to assist in developing and revising mechanisms for making payments and monitoring/ reporting financial performance of sub-grantees.
- -Ensure that these activities are in accordance with donor agencies guidelines and other guidelines established in the Agreement.
Contribute to the development of Tanzania country 'office grants rnanaqement manual, materials, and resources.
Administer the grants according to criteria and guidelines set forth by donor agencies, stated in the contract (and associated waivers letters and documents) and the grants management program manual and guidelines.
⦁ Review grantee monthly financial reports and follow up transfer of funds from Jhpiego Baltimore offioe.
⦁ Provide technical assistance to department staff and grantees on administrative policies and procedures for grants management. .
⦁ Ensure that Grantee Programs planned activities are technically
sound, evidence-based, adhere- to national and Jhpiego' s policies, Donor regulations and effective to local community needs.
⦁ In collaboration with Grants Managers, Grants Officers and Finance Officers of the sub-grantees, review monthly grantees'
invoices, process invoices, and update grant binders and databases as appropriate.
⦁ In collaboration with finance and compliance team conduct
specific quarterly / semiannual financial review, develop
corrective action and follow up its implementation.
⦁ In collaboration with Jhpiego leadership assist in conflict
resolution with sub grantees.
⦁ Maintain the sub award risk register /matrix and advice Jhpiego
leadership on correction action to mitigate risk
⦁ Perform verification of submitted financial reports to assess
the value for money.
⦁ Develop annual sub-award implementation plan as part of
⦁ Participate in quarterly, semiannually and annual program
progress report to Donors.
Provide technical assistance, training and/or mentoring to the
finance officer of sub grantees, as required.
⦁ Provide technical support to sub-grantees to improving their
financial systems and reporting under sub agreements with
⦁ Facilitate the processing of modification of sub-agreements
from Baltimore as and when necessary and update the file.
⦁ Attend meetings organized by Jhpiego and grantees.
In consultation with the Grants Managers and Project Finance
Director/Senior Finance Managers, review payments before
payment is effected into QuickBooks.
⦁ Ensure correct charging are effected in QuickBooks.
Managing and conduct pre-award assessment
⦁ Work closely Grants managers, Senior Finance Managers/
Project Finance Director and program staff during project
⦁ Participate in the budget development of sub-grantees.
⦁ Develop, review and follow-up contracts with third parties
relating to leasing, and other non-personnel/consultancy contracts.
⦁ Ensure necessary provisions are included in the draft contracts
between Jhpiego and third parties.
⦁ In the event Jhpiego contract template is not used, the supplier
draft contract/services agreement is thoroughly reviewed before it is submitted for final review and signing.
⦁ Work closely with CMD to ensure all minimum requirements are reflected in the draft agreement and reviews and files are retrieved when needed by country. office.
⦁ Ensure modifications are in place before expiration of contracts, Award and sub aqreernents.
⦁ Share with Baltimore original. signed agreement for their records and maintain copies of the same in country.
⦁ Be the country office liaison person with CMD in Baltimore on all agreements, contracts, MoUs, awards, leases, etc.
⦁ Use the data repository and templates in J-portal that are used for drafting contracts.
⦁ Maintain and update grant and contract documents and files.
⦁ Follow-up contribution and recording of identified cost share expenses with sub-grantees.
⦁ Other tasks assigned by the supervisor.
⦁ Masters' Degree in Business Administration or equivalent
related field Minimum of (five to eight) years relevant experiences, at least five years of experience in an NGO environment.
⦁ Relevant experience in grants management and financial/
operational systems preferred.
⦁ Substantial experience implementing USG-supported projects and knowledge of USAID regulations and procedures strongly preferred.
⦁ Demonstrated expertise. with USAID cost principles/ GAC contribution agreement; reporting requirements, financial regulations and management systems.
⦁ Demonstrated experience managing the implementation of public health projects of over $2M per year in developing countries, with emphasis on HIV/AIQS/MNC/TB/Malaria/Cervical Cancer.
⦁ Excellent organizational, coordination, communication and interpersonal relationship skills required.
⦁ Experience working with and providing technical assistance and training to NGOs preferred. ,.
⦁ Experience in managing Locat Government Organization (LGAs) sub grantees, using different awards mechanisms such as costs reimbursements or FAA.
⦁ Extensive experiences managing;, sub grantees audits both statutory and audit of non-US NGOs.
⦁ Experience in developing replicable and sustainable projects in Tanzania.
⦁ Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform.
⦁ Excellent facilitation, oral and written communications skills.
⦁ Computer literacy and very good knowledge of Excel, Ms- Word; experience in QuickBooks accounting package is advantageous.
⦁ Fluency in English and Kiswahili (written and spoken).
Abilities/Skills: (action, i.e., manages, exercise independent
judgment. act as technical advisor, network, train, etc.)
⦁ Excellent communication and interpersonal skill to work in a multi-disciplinary team setup. .
⦁ A very good experience in auditing and grant management.
⦁ Flexible and ability to work under pressure.
⦁ Willingness to travel in country and overseas as required.
A client seeking a qualified candidates for the position of a Grants and Contracts Manager
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