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Senior Grants Management Officer- Research Awards
C6
D017 - Grants and Contracts
Head Office - Lusaka District, Lusaka Province
18 Nov 2024 00:00
25 Nov 2024 00:00
Job summary

Reports to Grants and Contracts Manager-Research. The incumbent is responsible for tracking awards lifespan, reconciliation receivables, monitoring modifications and ensuring updated grant database and record maintenance. This position will mainly focus on servicing internal clients and processes as defined in the Grants Management Manual. 

Main duties
  • Manages a portfolio of awards assigned, by ensuring that project staff, partners and sub recipients are served with day-to-day information in award management. 
  • Works closely with finance department to manage and reconcile award account receivables and provides monthly reconciliations for all assigned projects 
  • Facilitates the creation of ERP and ESS codes for all assigned projects 
  • Captures all finalized invoices in ERP, follows up on outstanding invoices ensuring that all outstanding invoices are paid, and that income received is recorded by finance 
  • Manages and reconciles award account payables account and ensures that all unpaid invoices on assigned projects are captured in ERP, followed up and settled by finance. Supports with reconciliations and management of staff effort reports and effort profiling in ESS. 
  • Efforts profiling is to be done in consultation with relevant research and operations managers 
  • Ensures that staff follow grants management policies, directives, standards and procedures using GrantVantage. 
  • Assists in reviewing, completing relevant sections and ensuring the signing of assigned grantee Notice of Grant Awards (NGAs), Memorandum of Understanding, and Subcontracts. Assists to identify and resolve budget, compliance and/or other issues that may be noted. Ensure that the grants database for Research Awards is up to date and records are well maintained at all times. 
  • Support internal and external audits on assigned projects 
  • Obtains required closeout information and facilitate grant closeout process by working closely with project accountant and project managers to ensure that project records all expenditure, and that ERP and ESS codes are deactivated accordingly
  • Monitor research awards milestones and reporting timelines and ensure to work on invoices and financial reports for all assigned projects on time 
  • Facilitate the execution of bridge funding requests for assigned projects 
  • Review awards Budget to Actual for all grants portfolio in department and project meetings and following up on award burn rates. 
  • Coordinates and facilitates the resolution of all Grant and Contract related technical and financial issues between Project Teams and Finance/Operations Teams 
  • Review all procurement request for relevant projects including Air Travel Authorizations recruitment requisitions and quote analyses. 
  • Run award expense lists and ensure accuracy and allowability. 
  • Provide technical support as required to staff and sub recipient 
  • Track departmental tasks and ensure timely execution of assigned tasks. 
  • Communicate openly with team members/other stakeholders on all relevan not work matters 
Qualifications
  • Grade 12 Certificate 
  • A Degree in Business Administration/Accountancy or Finance or any related field 
  • Minimum of 2 years’ experience with private sector or NGO’s or International Organization with experience that includes documentation and filing along with exposure to research projects 
  • Experience using GrantVantage or related grants management systems 
  • Knowledge and training in donor rules and regulations and policies preferred 
  • Strong communication and interpersonal skills 
  • Intermediate to advanced proficiency in microsoft office programs, particularly Excel and word is a must 
Suitably qualified candidates are invited to apply. However, only shortlisted candidates will be contacted.