Background

The Centre for Infectious Disease Research in Zambia (CIDRZ), under the U.S. Department of State-funded Controlling HIV Epidemic Program (CHEP), supports the Government of Zambia in achieving and sustaining HIV epidemic control in line with national and global targets, including the 95-95-95 goals.

Description

Reports to Grants and Contracts Manager-Office of Sponsored Programs. The incumbent is responsible for monitoring the implementation of sub-awardee activities and build the capacity of the sub-awardees to ensure effective management of funds and timely reporting. They will also support tracking of awards lifespan, reconciliation receivables, monitoring modifications and ensuring updated grant database and record maintenance.

Main Duties

• Ensures that authorized fund requests for assigned projects are captured in ERP on a timely basis
• Reviews milestone completion invoices for subrecipients and ensure that they are captured in ERP for assigned projects on a timely basis
• Conducts subaward monitoring and support supervision visits to sub recipients
• Builds the capacity of the sub-awardees on the application of the award’s financial rules and regulations for the implementation of program activities.
• Works closely with project teams and sub-awardees to develop costed workplans and budgets.
• 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 provide monthly reconciliations for all assigned projects
• Facilitates the creation of ERP and ESS codes for all assigned projects
• Captures all finalized invoices in ERP, follow 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 ensuring 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. Effort profiling is to be done in consultation with relevant project PIs and managers
• Ensures that staff follow grants management policies, directives, standards and procedures using a grants management system
• Assists in reviewing, completing relevant sections and ensuring the signing of assigned grantee Notice of Awards (NoAs), Memorandum of Understanding, and Subcontracts. S/he will also assist to identify and resolve budget, compliance and/or other issues that may be noted.
• Ensures that the grants database for assigned awards is up to date and records are well maintained at all times.
• Supports 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
• Monitors assigned awards milestones and reporting timelines and ensure to work on invoices and financial reports for all assigned projects on time
• Facilitates the execution of bridge funding requests for assigned projects
• Runs and shares Budget to Actual reports for all assigned grants, support analysis of burn rates, coordinate grant related project meetings, and ensure filling of meeting minutes
• Coordinates and facilitates the resolution of all Grants and Contracst related technical and financial issues between Project Teams and Finance/Operations Teams
• Provides technical support as required to staff and sub recipient
• Tracks departmental tasks and ensure timely execution of assigned tasks.
• Communicates openly with team members/other stakeholders on all relevant work matters

Requirements

• Grade 12 certificate
• A Degree in Business Administration/Accountancy or Finance or any related field
• Minimum of 3 years’ experience with private sector and/or NGO’s with experience that includes documentation and filing along with exposure to programmatic projects
• Experience using grants and financial 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.

• Ensures that authorized fund requests for assigned projects are captured in ERP on a timely basis
• Reviews milestone completion invoices for subrecipients and ensure that they are captured in ERP for assigned projects on a timely basis
• Conducts subaward monitoring and support supervision visits to sub recipients
• Builds the capacity of the sub-awardees on the application of the award’s financial rules and regulations for the implementation of program activities.
• Works closely with project teams and sub-awardees to develop costed workplans and budgets.
• 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 provide monthly reconciliations for all assigned projects
• Facilitates the creation of ERP and ESS codes for all assigned projects
• Captures all finalized invoices in ERP, follow 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 ensuring 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. Effort profiling is to be done in consultation with relevant project PIs and managers
• Ensures that staff follow grants management policies, directives, standards and procedures using a grants management system
• Assists in reviewing, completing relevant sections and ensuring the signing of assigned grantee Notice of Awards (NoAs), Memorandum of Understanding, and Subcontracts. S/he will also assist to identify and resolve budget, compliance and/or other issues that may be noted.
• Ensures that the grants database for assigned awards is up to date and records are well maintained at all times.
• Supports 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
• Monitors assigned awards milestones and reporting timelines and ensure to work on invoices and financial reports for all assigned projects on time
• Facilitates the execution of bridge funding requests for assigned projects
• Runs and shares Budget to Actual reports for all assigned grants, support analysis of burn rates, coordinate grant related project meetings, and ensure filling of meeting minutes
• Coordinates and facilitates the resolution of all Grants and Contracst related technical and financial issues between Project Teams and Finance/Operations Teams
• Provides technical support as required to staff and sub recipient
• Tracks departmental tasks and ensure timely execution of assigned tasks.
• Communicates openly with team members/other stakeholders on all relevant work matters

• Strong communication and interpersonal skills
• Intermediate to advanced proficiency in microsoft office programs, particularly Excel and Word is a must.
• Experience using grants and financial management systems

• Grade 12 certificate
• A Degree in Business Administration/Accountancy or Finance or any related field
• Minimum of 3 years’ experience with private sector and/or NGO’s with experience that includes documentation and filing along with exposure to programmatic projects
• Knowledge and training in donor rules and regulations and policies preferred