FHI 360 Mali is currently seeking a qualified Grant Assistant for the Civic Engagement Program. This is a local position and women are strongly encouraged to apply.
As a member of the Grants Team, the Grants Assistant participates in all aspects of the component with specific responsibilities including but not limited to the following:
Liaise with short-listed grantees to finalize budgets and budget narratives, ensuring that all costs are reasonable and necessary; obtain documentation to support budgeted costs for payroll, rent, utilities and other shared or unique costs.
Work with short-listed grantees to obtain required documentation to verify the organization has the financial and administrative capacity to manage a USAID-funded award.
Prepare grant package including substantial involvement clauses (with input from other Project team members, as appropriate).
- Develops and maintain strong relationships with counterparts (internal and external).
- Advises executive leadership and general staff on critical contractual issues and indications of high risk based on established expert knowledge of organizational policy, donor regulations, and specific award terms and conditions. Level of interaction can be at the highest level in the organization.
- Work with assigned short listed grantees to finalize their proposals to address comments and concerns raised by the Grant Evaluation Committee.
- Physical and electronic filing of SFRs and supporting documents including:
1. USAID Letter of approval for each OSC,
3. Grant Agreement and amendment,
- Review and submit cash advance requests of each CSOs for payment, ensure that confirmation of receipt of advances of each OSC is received timely.
- Recall CSOs before deadlines to submit reports,
- Assist the Grant manager in the process of processing and validating the SFR,
- Assist the grants manager to update the SAT and TRACKER in the FHI 360 system
- Follow up with and support the assigned grantees to ensure that the grant is implemented according to the grant agreement, work plan and timeline.
- Review financial reports submitted by assigned grantees, liaise with grantees to request amendments or to obtain missing documentation; submit approved financial reports and supporting documents to the Finance Team for processing.
- Work with the Finance Team to ensure that all financial transactions are correctly administered and that all vouchers and grants are processed in a timely and efficient manner.
- Review technical reports submitted by assigned grantees, liaise with technical team as required to address issues, provide advice or address delinquent reporting, etc.
- Receive and track deliverables from assigned grantees and work with them to identify success stories.
- Work with other relevant teams to identify the kind of technical support that might be needed to ensure the proper implementation and impact of the grant.
Grantee Training and Monitoring
- Contributes to the development and delivery of specialized training to sub awardees on policy, regulations, and Grant Due Diligence
- Participate and/or deliver sections of grant management training, as requested.
- Participate to field visits to the assigned grantees and participate and attend key events and activities as agreed upon with the Grant Manager.
Knowledge Management System (KMS)
Maintain accurate and up to date grant data in the systems and ensure that M&E information related to assigned grants and partnerships is up to date, accurate and complete.
- Contribute to the monthly and quarterly reports submitted by the Grants Team.
- Contribute to collecting and submitting the monitoring and evaluation data whenever required.
- Participating in trainings, workshops and conferences, as requested.
- Any other tasks assigned as necessary.
KNOWLEDGE, SKILL, ABILITIES, EXPERTISE AND COMPLEXITY:
Intermediate knowledge of donor (USG and non-USG) rules and regulations, common mechanisms of funding, types of acquisition and assistance awards, contracting concepts and principles from the solicitation phase to post-award administration.
- Good oral communication and business/technical writing skills.
- Strong analytical skills applied to problem-solving.
- Knowledge of contract portfolio management systems, processes and computer software.
- Adaptable to work environments in diverse cultural settings.
- Able to anticipate many of the tasks related to contract administration.
- Committed to accomplishing high quality deliverables on schedule.
- Exercises judgment within well- defined procedures and practices.
- Works on assignments of moderate complexity.
- Demonstrates proficient analytical thinking and considers impact of actions.
- Still has task orientation for projects but has growing understanding of how the task meets the deliverable objective and is able to identify improvements in the process to meet the objective and/or recommend alternative tasks that meet project objectives.
- Achieves quality and timeliness goals.
- Identifies potential process efficiencies and improvements.
- Errors could result in loss of donor/client confidence and damage relationships.
- Errors could result in financial impact to the organization.
- Immediately available.
TYPE AND NATURE OF CONTRACTS:
Interacts with internal and external clients with direction and mentoring from supervisor, more experienced staff and/or unit management. Works in team environment in mentoring relationship.
Local fixed term contract for National only.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
Normal office working conditions.
- Bachelor’s Degree or its International Equivalent, Business Administration, Legal Studies or Related Field.
- Knowledge of FHI360 and its programs in Mali.
- Good understanding of contracting concepts and principles.
- Excellent oral and written communication skills.
- Strong organizational skills and project management skills.
- Manage a variety of activities and pay close attention to detail.
- Read, write and speak English and French. Fluency in a local language is desired.