Manager, Grants & Contracts at eHealth Systems Africa

Purpose of the position 

• The Grants & Contracts Manager will oversee the lifecycle management of grants and contracts, ensuring compliance, efficiency, and alignment with the organization’s mission and objectives. This role encompasses 60% post-award management, 20% sub-awards management, and 20% pre-award management, facilitating seamless coordination between different phases of grant and contract administration. The Grants & Contracts Manager plays a pivotal role in managing awarded funds, supporting sub-award processes, and assisting with the development of competitive proposals.  Additionally, this role involves managing a team and developing processes in an evolving business environment.

What you’ll do  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

Post-Award Functions (60%):

• Manage the post-award phase of grants and contracts, including set-up, compliance, reporting, and closeout.
• Ensure adherence to all funding requirements and regulations, including federal, state, and private foundations.
• Review the accuracy and timeliness of the financial reports to funders
• Ensure compliance with all grant and contract terms and conditions.
• Facilitate internal and external audits related to grants and contracts.
• Support Senior Grants & Contracts Manager in drafting effective communication with the funders, partners and external stakeholders. 
• Coordinate with internal stakeholders for the required programmatic and financial reports to funders.
• Collaborate with program staff to ensure project goals and deliverables are met.
• Resolves contractual issues/problems/disputes arising from prime awards and sub-awards.
• Reviews contract agreements to identify key terms, conditions, and compliance requirements, and communicates findings to the Senior Grants & Contracts Manager and Deputy Director F&A for further action. Ensure all contractual obligations are clearly understood and communicated to relevant parties.

• Coordinates the continuation application process, award reporting requirements (quarterly and/or annual technical reports) and required prior approval actions in collaboration with program teams, finance teams and other internal units.
• Assists with monitoring ongoing business risk including tracking of funding, delayed execution of contracts, expired authorizations, delayed payments, and regulation of advances to subcontractors and vendors.
• Must maintain strong relationships with both internal staff members and external clients by participation in relevant meetings with donors, programs team and finance unit.

Subcontract Management (20%):

• Assist Senior Grants Manager in managing the request for proposal (RFP) process for subawards, which includes: finalizing scope of work, issuing invitation for bids, requests for proposals, reviewing vendor proposals for alignment with RFP(s), making recommendations to Exec Sponsor on organization selection, negotiating terms and conditions, and executing final agreements.
• Writes all portfolio sub-agreements, including relevant federal flow-down terms and conditions.
• Verifies funding available for sub-recipient payment requests and interfaces with Finance to process sub-recipient payments.
• Ensure that all the expenditures reported by subrecipients meet the allowability criteria prior to being charged to the award; document, disseminate and follow-up on disallowed expenses.
• Reviews and verifies obligated funding available and financial data reported in agency reports and sub-agreement tracking workbooks; he/she also maintains country-specific sub-agreement dashboards and disseminates to country offices and program teams, collects and maintains complete documentation of sub-recipient submission reports: expense, effort, technical, audit, property and other deliverables.
• Conduct review on technical and financial monthly reports received from subrecipients to ensure accurate reporting and adhering to the terms and conditions of sub-agreements or subcontracts.
• Monitors the close out of sub-agreements to help Programs and Finance teams complete the closeout of prime awards.
• Provides expert training and technical support to sub-recipients to improve sub-recipient administrative and financial systems and procedures.
• Supports the development or adaptation of administrative and financial policies and procedures for sub recipients, which include manuals, user guides, and templates for compliance for USG.

Pre-Award Functions (20%):

• Manages budget development for proposals, works directly with PI's, technical staff and other relevant staff to create proposal budgets and justifications which are responsive to RFP technical content requirements.
• Assists in the review of proposal budgets for cost realism, regulatory compliance, indirect cost rate recovery, invoicing implications, and business risk.

Who you are 

The requirements listed below are representative of the knowledge, skill, and/or ability required to successfully perform this job.

• Bachelor’s degree in Business, or related field; Master’s degree is highly preferred.
• Minimum of 8 years of professional business or financial management experience, which includes four years of grant financial management experience
• Minimum of 5 years of experience with demonstrated results in USG grants and contracts administration; proven working knowledge of USG rules and regulations and thorough understanding of USG funded programs life cycle
• Demonstrated experience in managing a team and developing processes in a dynamic and evolving environment.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Knowledge of federal grant regulations, including OMB Uniform Guidance.
• Strong analytical skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to work independently and as part of a team in a fast-paced environment.