Position Title: Grants and Compliance Manager
Reports to: Executive Director
Location: Maseru-Lesotho
POSITION OVERVIEW
Reporting to the Executive Director and working in close collaboration with the Finance and Program Directors, the Grants and Compliance Manager will serve as the primary point person for the award management of donor-funded projects with a focus on financial effectiveness, donor accountability, grant agreement management, and regulatory compliance.
This position will strengthen relationships across teams by working closely with project managers and members of the operations, human resources, and finance teams to set up effective grants management systems. The work of Grants and Compliance Manager will also include regular review of budget versus actuals, monitoring of project deliverables, clear and timely donor communication, and preparing for and managing donor audits. The Grants and Compliance Manager will also support in the areas of proposal development and program design, helping the Liberia team build a strong pipeline of opportunities while strengthening relationships both with donors and the government authorities. This position will also focus on mentoring and building the capacity of all staff involved within the management of or supporting the donor funded awards.
DETAILED RESPONSIBILITIES:
Grant Management & Compliance
Work closely with Lesotho and Boston staff to oversee a portfolio of grants, ensuring timely and accurate compliance with all donor agreements and their applicable regulations.
Develop and strengthen grant management and compliance systems related to post-award activities including the launch of new grants, compliance review for adequacy of the procurement and human resource procedures, tracking progress of project deliverables, support on compliance on asset management, appropriate allocation of expenses, regular spending reviews with key stakeholders, and risk identification on donor awards and development of corrective action plans when necessary.
In collaboration with the Boston compliance team, prepare and review MOUs, contracts and other types of donor agreements. Obtain signatures of awards related contractual documents in accordance with the terms established in the PIH signatures policy.
Design and implement a capacity building plan to strengthen grants management skills across all teams involved in grants management and compliance tasks.
Under the direction of the Executive Director and other members of the Executive Leadership team, coordinate relationships with donors including attending meetings, hosting visits, and keeping regular communication.
Strengthen internal controls and guide staff on accurate records maintenance in accordance with donor regulations and in preparation for potential audits.
Track progress on all donor deliverables within portfolio of all awards and orchestrate regular progress check-ins and coordination meetings with funders.
Perform monthly check ins with the project management and finance staff and track progress against grant targets and report out variance reports and corrective actions to the Executive Leadership, project management, finance and other relevant staff.
Assist the Executive Director and leadership team on new funding opportunities and contribute to the writing of grant proposals
Keep meticulous files on grant-related documents and or each grant in portfolio, provide tailored administrative support.
Schedule grants management compliance related meetings, administer conference calls, and circulate minutes.
In consultantion with the PIH Boston contracts team, perform capacity assessment and draft contracts for sub award institutions and consultants.
Assist on drafting and/or review of the reports and presentations for external audiences.
Coordinate recruitment and hiring in grants management and compliance function.
Support the various members of the country teams on tracking of the donor related priorities and tasks.
From time to time provide other direct support to the project implementation team as needed for grant-related activities.
Financial Reporting and Grants Coding
Develop table of cost allocation for payroll, common costs, and administrative expenses over donor awards and update it each month following the monthly spending review of grant spending.
Act is the focal point for super/fund-code related matters and respond to the grants coding questions for revenues and expenditures.
Work with the project implementation and finance teams to review all monthly expenditures on grants within portfolio to avoid under/over spending and to achieve correct coding and compliance to grant budgets.
Request identified reclassifications in the accounting system and work with the PIH Lesotho and PIH Boston Finance teams to post these reclasses.
Work with the finance staff to draft invoices and/or financial reports for based on actual expenditures of awards and obtain sign off of the financial reports from the PIH Lesotho Finance Director and PIH Boston finance team.
Proposal & Budget Development
Assist the Executive Director and senior leadership team with donor prospect identification and cultivation.
In close collaboration with the program design team, lead budget development for new restricted funding opportunities as well as budget realignments on existing awards.
Build organizational capacity around creating fully costed budgets that accurately reflect program activities and donor requirements.
Support on the planning and budgeting processes for multi-year grants and PIH annual planning cycle.
Qualifications
At least 3 years of experience in project management, grants management, and grant compliance required.
At least 2 years of experience in a similar managerial role. International non-profit or global health experience is strongly preferred.
Bachelor’s degree in related field
A master’s degree in project management or public health will be an added value
Exemplary interpersonal skills; ability to effectively collaborate with culturally diverse staff across departments and countries
Exceptional written and oral communication skills
Demonstrated skills in Excel required
Proficiency in accounting and project management software preferred
Must be flexible, reliable, responsive, resourceful, and have immense attention to detail
Commitment to social justice and health care equity
Fluency in written and spoken English required