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Head Grants and Contracts
C8
D017 - Grants and Contracts
Head Office - Lusaka District, Lusaka Province
09 Apr 2024 00:00
18 Apr 2024 00:00
Job summary

Reports to Director Strategy and Business Development. The Head of Grants and Contracts is responsible for leading the Grants and Contracts (GC) Department at CIDRZ. Within the GC Unit there is an Office of Sponsored Programmes (OSP) and an Office of Sponsored Research (OSR) both led by Grant Managers. The Head of Grants and Contracts will be responsible to providing support and coordination to the OSP and OSR Managers. They will work with the managers to ensure each office is well staffed and effectively managing their workload. They will also provide senior guidance and support to awards, as required, and may help to support the management of complex or strategic awards. The Head of GC will also lead the coordination of external collaborator interactions with regards to staff and finances in collaboration with the Officer Managers for all awards. In addition, the Head of GC will lead the coordination of the consolidation of annual project and operation budgets in coordination with finance, conduct monthly reviews of administrative costs to ensure cost sharing is compliant with the policy, and tracking of operational department budget spending.

Main duties
  • Responsible for reviewing and supporting staff to develop realistic project budgets, re-budgets and tracking project expenditure.
  • Responsible for tracking the review, approval, and monitoring of expenditure against budget and ensuring project spending remains within budget limits and that it is in accordance with donor and CIDRZ financial rules and regulations
  • Supports the review of contracts and agreements for awarded projects and work with the relevant units to ensure that subcontracts and agreements of all assigned projects are fully executed timely 
  • Works closely with grants and contracts managers in ensuring project closeout processes are adhered to as per donor guidelines.
  • Coordinate the annual consolidated project budget, and provide technical support and oversight of the administrative budget implementation providing guidance on adjustments and effort charging for operational staff.
  • Prepares monthly reports for senior management and quarterly board reports.
  • Participates in meetings as required, with donors, Ministry of Health (MOH), or other stakeholders as requested.
  • Develops collaborative relationships with other implementing partners/stakeholders and works with partners to identify areas for increased coordination.
  • Ensures coordinated communication between internal project and operational staff, investigators, chief of parties, and directors, CIDRZ departments including HR, finance, regulatory and lab, funders, MOH, and administrative staff. 
  • Provides support for timesheet management to ensure timesheets are done accurately for staff across the organization.
  • Communicate with fellow staff members openly and honestly about department progress, issues, and/or problems that may arise. 
  • Supports the development and implementation of the department strategic plan.
  • Leads necessary strategic initiatives within the department to strengthen the team and the organization
  • Provides reports on the achievement of strategic indicators and initiatives and advocate for investment in identified tools and systems
Qualifications 
  • Masters Degree in Finance, Accounting, Business Administration Public health or related relevant field
  • Prior experience in grant management within the nonprofit sector, preferably in a health-related NGO, is highly desirable.
  • At least five years of experience in a management position
  • Experience in financial management, budgeting, and reporting, especially related to grants and contracts
  • Familiarity with donor requirements, regulations, and compliance standards, such as those from USAID, CDC, WHO, or other relevant agencies
  • Experience in proposal writing, fundraising, and donor relations
  • Excellent financial management skills, including budgeting, forecasting, and financial analysis.
  • Strong communication skills, both written and verbal
  • Advanced proficiency in Microsoft Office Suite, particularly Excel for financial analysis and reporting.
  • Attention to detail and ability to manage multiple deadlines and priorities simultaneously.
  • Analytical skills for assessing grant opportunities, evaluating project performance, and identifying areas for improvement.
  • Knowledge of database and grant management software systems
  • Ability to work collaboratively in a team environment and provide guidance and support to staff members
Suitably qualified candidates are invited to apply. However, only shortlisted candidates will be contacted.