Grants Officer

Company Description

Job Description
Job title:                                       Grants Officer
Primary manager:                       Senior Finance and Administration Manager
Job Grade:                                   5
Location:                                     Arusha, Manyara, Singida,   Kagera and Tabora

Job Summary

Grants Officer in the provision of contract and sub-contract support to EGPAF Tanzania’s program and ensures compliance with the terms and conditions of the Foundation’s awards, applicable EGPAF and US Federal Government audit, cost and administrative principles and regulations

Essential Duties and Responsibilities

Compliance review, monitoring and support

• Participate in developing compliance review plans with project grant coordinator and ensure they are properly implemented.
• Facilitation and execution of compliance review at least twice a year for each partner as per Grants under contract management plan.
• Facilitation and execution of risk assessment on annually basis to and pre award assessment to new partners.
• Advise the technical leader on any potential risk within the respective portfolio.
• Tracking and ensuring all outstanding compliance findings are addressed and resolved in a timely manner as per grant under contract management plan.
• To provide updated property register of all assets and inventories within the portfolio to technical leader during the compliance review visit.
• Advice technical leader on the audit requirement for all sub grantee under the respective portfolio on annually basis as per donor rules and regulations by filling out audit questionnaire.
• To ensure sustainable technical relationship between EGPAF and the Grants under contract recipient.
• Monitor Grants under contract recipient performance to ensure compliance with the terms and conditions of Grants.
• Provides on-going assistance to Grants under contract recipients to administer their agreements compliant with all terms and conditions.
• Manages the Grants under contract close out process.

Documentation and Communication

• Tracking and documenting all relevant and necessarily information using the documentation guideline.
• To always keep files updated in both as a hard copies and electronically in the country sharing drivers and in the organization portal.
• The Grant officer will be responsible to proactively and professionally communicate with colleague and partners on the information ready to be shared.
• To facilitate documentation of the Grants under contract in hands of the recipients under the respective portfolio
• To communicate and document any conversation and/or written information to a supervisor, colleagues, and partners.
• To provide a weekly updates and plan as per monitoring and support tracker.

Cash Flow Management

• To facilitate that all Grants under contract recipients in the portfolio has cash in hand to implement activities all the time of the project life
• Submit all cash requests for each Grants under contract recipients on a monthly basis and in a timely manner as per SOP.
• To monitor Grants under contract recipient’s expenses on monthly basis by providing financial analysis and BVA on monthly basis on every 10th the month.
• Advise the technical leader on the cash flow risk within the portfolio.
• To track all wire transfer made to the Grants under contract recipients and collect all receipts and file accordingly.
• To realistically and accurately facilitate projection of the cash for Grants under contract recipient under your portfolio on quarterly basis as per SOP.

Contract

• Ensure each Grants under contract recipient has an active contract at all times by monitoring and tracking all modification requirement
• Ensure Grants under contract recipient adhere to contractual and donor regulations at all times through capacity facilitation plan.
• Facilitate in Pre-Award assessment process and ensures organizations have the capacity to appropriately manage a Grants under contract.
• To provide a technical justification of selection and cost analysis of the proposed Grants under contract.
• Works closely with contractual, financial and technical staff and provides guidance as necessary on Grants under contract requirements.
• To advise on the need for modification of any Grants under contract on your portfolio
• Addresses problems or concerns with management of Grants under contract in a timely and effective manner.
• Advise on the proper funding mechanism of the respective portfolio

Capacity Facilitation