Grants and Compliance Manager at Partners In Health

ORGANIZATIONAL PROFILE

Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan
and Boston. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations.

Partners in Health/Abwenzi Pa Za Umoyo (PIH/APZU) has its headquarters in Neno District with operations across the country.

We therefore seek to recruit suitably qualified and experienced candidates for the following positions:

1. Position: Grants and Compliance Manager

Reports to: Finance Director

Commitment: Full Time (Monday-Friday)

Working Hours: Regular Office Hours (40Hrs/Week)

Location: Neno Boma

Position Overview

The Grants and Compliance Manager is a key member of the Finance department working closely with the Director of Finance, Strategic Partnerships & Grants Acquisition Associate Director, Grant funded Project Leads, operations department and other relevant senior APZU
staff. S/he will oversee effective management of grants throughout the project cycle management process from pre-contract, point of award, post-contract and close-out. The position holder is expected to demonstrate overall strength and leadership in grant development and management processes including contract management, compliance as
well as grant communication and reporting. The Grants and Compliance Manager will also regularly interface with PIH cross-site Finance, Grants and Compliance teams as well as donor focal persons where necessary.

Responsibilities and Duties

Grant Development and Coordination (20%)

• Work closely with the Grant Acquisition, Finance Director, Program Managers and all relevant staff to support grant proposal development as well as renewal processes for existing grants
• Participate in the budget development process for grant applications and ensure that all internal grant development guidelines are adhered to
• In close coordination with Grant Acquisition Director, review grant proposal documents, terms and conditions and provide clear and concise advice and input to leadership on grant development processes and decisions
• Support Grant Acquisition Director in ensuring that all relevant units in the organization are effectively participating in the grant development process
• Conduct research on trends of donor priorities and contribute to the development of a donor database
• Work closely with the Grants and Acquisition Director to implement organization-wide systems, tools, policies, and procedures related to grant proposal budget development and post-award grant management.
• Participate in the review of draft award agreements, contracts, MoUs and provide clear and timely advice on what is applicable and negotiate terms, in collaboration with Contracts and Compliance colleagues

Grant Fund Management & Reporting (40%)

• Establish and maintain grant tracking tools, including for sub-awardees
• Work with Finance Manager, Grant Accountants and Project Leads to monitor spending across grants to ensure appropriate expense allocation, timely use of funds, and compliance with donor’s operational and contractual requirements; document and monitor overall performance, analyze trends, highlight issues, identify gaps Coordinate with Finance Manager, Grant Accountants and Project Leads to prepare timely and accurate external financial reports that comply with both internal and all donor regulations and ensure that all reports are backed by adequate documentation and records
• Lead budget revisions and reallocation requests, in collaboration with Finance Manager, Grant Accountants and Project Leads
• Work closely with the Grant Accountants/Finance team to ensure grant information is kept up to date in organizational budgets
• Regularly update the budgeting system to ensure it accurately reflects grant budgets
• Provide links between grant, finance, HR, operations department, and other administrative functions so that all grant management activities are smoothly coordinated and implemented.
• Regularly update the grant tracker to ensure compliance with all donors financial reporting
• Review vouchers and payment requests, including proper back-up documentation to ensure compliance with Donor policies, procedures, rules, and regulations.
• Update grant templates for all grants
• Work closely with internal and external auditors to ensure efficiency and completion of annual audits, and to ensure that audit findings and recommendations are addressed and closed in a timely manner.
• Escalate concerns to relevant team leads when appropriate, and, in consultation with the program or technical lead, communicate to the donor any significant concerns or change requests in a timely manner
• Manage award reporting calendars and liaise with relevant staff to develop reports; review, finalize and submit high-quality reports, on time and in line with donor requirements.
• Guide and support teams to plan and implement strong award close-out, including handover of donor relationships to ensure donor stewardship continuity for ongoing and future projects.
• Participate in no-cost extension or grant renewal processes for all grants and ensure that these processes adhere to the grant development flowchart
• Support grant asset monitoring and reporting during grant close-out Grant Compliance (30%)
• Monitor ongoing compliance with donor requirements by working primarily with project leads, project managers, and finance manager to confirm and, where needed, build capacity for adherence to key policies and procedures and development of corrective action plans when necessary
• Closely coordinate with Project leads, Grant Acquisition Director, Finance Director, leadership and cross-site grant management teams to ensure effective contract management and streamlined donor communication on financial, contractual as well as all other compliance aspects of the grant as needed
• In coordination with all relevant teams, manage communication related to grant/contract negotiations to ensure transparency, accountability and effective efficient collaboration in negotiation processes
• Provide training and support to program staff, so they have knowledge on the strengthening of internal controls, accurate record documentation and maintenance, and important donor regulations
• Coordinate with project leads and cross-site grant management teams to respond to donor pre-award compliance inquiries and to ensure that compliance-related costs are included in proposal budgets.
• Develop compliance checklists for each grant and coordinate with Grants Acquisition Director to develop grant launch materials for awarded grants as needed to ensure staff managing the grant-funded project understand and have the resources to comply with the donor terms applicable to their grant-related activities
• Respond to ad hoc questions regarding interpretation or application of donor guidelines
• Ensures compliance with regulations set forth in various grant agreements from a diverse portfolio of funders, including but not limited to monitoring for allowable expenses, ensuring compliance with grant activities and deliverables, and reporting timelines Other (10%)
• Support Unrestricted expenditure review with Programs Manager
• Support Bank reconciliation for all PIH accounts
• Supervise and manage activities and performance of Grant Accountants

Required Qualifications and Experience

• Bachelor’s degree in accounting/finance from a recognized university. Those with master’s in Finance, Accountancy or MBA or ACCA will have added advantage.
• Minimum of 6 years of work experience in grants management including contract management, expenditure responsibility, and other legal compliance issues.
• Has been at management level for at least 3 years
• Have prior working knowledge with international organization (NGO)
• Experienced in financial and grants management -especially USAID, UNICEF, and other US government grants.
• Be a team player and adaptable to a fast-growing environment and system
• Advanced computer skills (in particular, developing Word forms/templates, Adobe Acrobat forms, and manipulating data in Excel); knowledgeable of computerized software such as ‘Microsoft Dynamics Navigator/Serenic, PowerBI, Vena, and etc.
  and willingness to learn additional applications (and accessible technology) as necessary.
• Experience working with grants management databases.
• Knowledge and application of best practices in grantmaking.
• Proven abilities in analysis, database management, and data reporting.
• High level of attention to detail and strong organizational skills, and, at the same time, ability to think broadly and analyze trends.
• Excellent research, writing, and editing skills, with attention to detail required.
• Ability to handle confidential information.
• Excellent written and oral communication skills, with the ability to communicate complex technical, budgetary, and grants administration details to staff, donors, grantees, and Board members.
• Ability to design and implement effective workflow processes and procedures.
• Ability to multi-task, prioritize, and follow through to effectively manage work and meet multiple deadlines.
• Capability to foster an atmosphere which recognizes and respects cultural and individual differences.

Benefits & Remuneration

An attractive remuneration package will be offered to the successful candidates commensurate with experience and qualifications.

 

Method Of Application

Qualified and interested persons should apply to the address below, enclosing their cover letter; copies of relevant certificates and curriculum vitae indicating three names of traceable referees with valid telephone numbers and email addresses not later than Friday, 26th May, 2023. Only shortlisted candidates will be contacted for interviews.

The Director of Human Resources and Administration
Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU)
P.O. Box 56
NENO
Or
P.O. Box 1774
BLANTYRE
Or
Email: apzuhr@pih.org

NB: Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is is an equal opportunity employer, so, all qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, tribe, disability status, or any other characteristic protected by law. We strive to provide an inclusive and supportive working environment.
Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is committed to safeguarding staff, children and communities with whom we work. We are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. Therefore, any offer of employment is conditional upon
the successful completion of applicable background checks.

The Organisation does not charge any fees at any stage of the recruitment process. If you are asked to make a payment at any stage of the recruitment process, please contact vgondwe@pih.org and speakup@pih.org.