| Description |
Location: Lusaka, Zambia
Effective Date: December 2015
Pact values and supports a diverse work environment.
Position Summary: The Grants and Contracts Manager is directly responsible to and supervised by the Director, Financial Management and Operations, Pact Zambia. The Grants & Contracts Manager provides high-level grants and contracts management and administration to achieve project goals, working with partner organizations of all levels. S/he provides overall leadership and oversight for all aspects related to management of sub-grants, subcontracts, and procurements. This requires close collaboration with Pact HQ to ensure compliance with Pact and USAID guidelines. The Grants and Contracts Manager supervises all staff with grants and procurement functions. S/he reports to the Director, Financial Management and Operations.
Core Values: Pact employees embrace the following core values as representatives of the institution:
• all people have a right to participate in decisions affecting their lives
• gender equity is mandatory for social transformation
• resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
• diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
• teamwork and collaboration shape our day-to-day working relationships
• innovation and risk taking to achieve impact and broad scalable results drive strategic priorities
• gathering and sharing information are primary roles for all employees
• staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
• a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment
Key Performance Areas:
• Grants Administration
• Grantee Capacity Building and Support
Specific Duties:
Sub-award Administration
• Develop subcontract and sub-grant award documents compliant with donor requirements and Pact standard templates and work closely with Pact HQ Agreement Management team to execute quality sub-awards.
• Administer the full cycle of sub-award management activities beginning from solicitation through selection, pre-award assessments, negotiation, monitoring/compliance visits, and closeout.
• Utilize Pact’s sub-award management system (Salesforce) and accounting system (Serenic NAV) for sub-award issuance and management. Ensure that all required documentation is available and stored as per Pact regulations.
• Oversee budget management of projects’ sub-award pools working with the Finance Manager. Work closely with the Finance Manager to ensure accurate and timely disbursement and liquidation of sub-award expenses.
• Ensure timely training of grantees and Pact staff to understand and comply fully with donor standards. Develop training materials and carry out regular trainings with grantee partners.
• Ensure that office systems for grants and contracts administration are maintained and that regular reports are provided to Pact headquarters.
• Award and administer sub-contract(s) and consultant agreements necessary to support local programs and projects
• Develop and/or update Country Office Sub-awards Manual in compliance with Pact HQ guidance.
• Support closeout of awards, including preparation of final inventories, property disposition, etc.
Other Responsibilities:
• Provide effective performance management, mentoring, and coaching for staff under his/her direct supervision.
• Provide training, as required, related to areas of his/her expertise and country office needs.
• Contribute to the global Grants Management Community of Practice to share best practices and lessons learned on Pact’s intranet “Mosaic.”
• Perform other duties as assigned.
Minimum Qualifications:
• MA/MSc and at least 7 years of relevant experience (or equivalent)
• Experience managing sub-award design and administration
• Experience in donor funds administration
• Understanding of local contract and procurement law
• Knowledge of USAID rules and regulations as related to contracts and cooperative agreements; working knowledge of OMB Circulars
• Fluency in English
Preference for:
• Experience assessing the responsibility and grant-worthiness of organizations through financial statements, audits, and other documentation presented in a proposal or in support of an award
• Proven capacity to design and deliver a range of training and technical assistance programs to build full range of capacities for grant management
• Proficiency in a local language
Skills and Abilities:
• Consistently works within internal process and procedures
• Strong interpersonal and team building skills
• Exceptional planning and time management skills
• Strong written and oral communication skills, including the ability to make a presentation
• Ability to problem-solve difficult issues
• Ability to multitask with ease, adapting to frequently changing priorities
• Good negotiating and conflict resolution skills
• Strong understanding of budgets
• Competence using common desktop applications and internal systems
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