1 month ago

Job Summary

The Grants Officer will ensure effective and efficient management of grants administration and design flexible, innovative, and rapid-response mechanisms to target key zones. S/he will also ensure that the Grant Management and administration function is always in compliance with Creative and USAID’s policies and procedures; and will work towards capacity building of grant recipients as well as the other staff members in the area of grants management.

  • Minimum Qualification:Degree
  • Experience Level:Mid level
  • Experience Length:4 years

Job Description/Requirements

Responsibilities
Activity Development

  • Contribute actively to internal discussions on programmatic strategy and activity ideas.
  • Conduct research and outreach to identify potential partners, consultants and grantees for the program.
  • Support the Senior Grants Manager in developing targeted scopes of work and solicitations (Requests for Applications, Annual Program Statements.).
  • Work in close collaboration with the Senior Program Development Officer and Grantees on the development of activity Implementation Plans and Budgets.
  • Conduct on-site grantee capacity assessments, including reviews of financial and administrative systems.
  • For each activity under development, ensure that the activity background, implementation plan, budget, and monitoring & evaluation plan are coherent and consistent.

Activity Implementation

  • Ensure compliance with Creative’s grants policies as detailed in the Field Manual and the program’s Activity Manual Addendum (Grants Manual).
  • Update and maintain grants files in Creative’s grants management system, SharePoint, as well as the USAID/OTI online database.
  • Mainly regular contact with LRI grantees under the grants officer’s portfolio, at a minimum through a weekly call.
  • Work with the Snr. Grants Manager in drafting Grant Agreements and related grant management documents (negotiation memorandum, environmental compliance forms, etc.) according to Creative’s policies and procedures.
  • Conduct ad hoc activity site visits to understand how grantees are implementing their award. Write concise activity notes documenting such visits.
  • Collaborate with the Monitoring, Evaluation and Learning team and Snr. Grants Manager to ensure that activity notes have been uploaded to the USAID/OTI database on a weekly basis.
  • Facilitate grant kick-off meetings, coordinating with finance, procurement, and program staff.
  • Ensure quality control and the integrity of the data in Creative’s and USAID/OTI online grants databases and ensures that the data in the system is always up to date.
  • Monitor activity budget and timelines, coordinating with the Programs, Procurement and Finance departments to ensure activity-level spending is on track and provide quality control on any required modifications. Maintain a budget tracker for each activity, updating them on a bi-weekly basis in close collaboration with Finance staff.
  • Participate in grants regional department weekly meeting and provide updates for the site.

Activity Close-out

  • Conduct a financial reconciliation of the activity budget in partnership with Procurement and Finance staff and advise the Senior Grants Manager funds need to be de-obligated.
  • Conduct final review of the grant files including media files (photos, videos) and ensure they have been uploaded to Creative’s grants management system (SMART), SharePoint as well as the USAID/OTI online database.

Teamwork and Relationship Management

  • Work in close collaboration with Senior Program Development Officer, the Procurement & Logistics Officer and the Finance Officer.
  • Function as part of a larger, multi-lingual program team operating across Benin, Togo, and Ghana, sharing experience and learning from the experiences of others.
  • Present activity updates directly to USAID/OTI during weekly meetings; prepare Powerpoint slides documenting the latest activity updates.
  • Assist the SGM to provide guidance and interpretation for program staff as well as grantees of Creative’s grants policies and procedures and USG regulation.
  • Assist the SGM to provide training and support in grants compliance to Creative staff.
  • Other duties as required from the Senior Grants Manager (SGM).

Qualifications:

  • Bachelor’s degree in relevant field or professional accounting/financial qualification required.
  • Minimum of 4 years working experience with three (3) years professional experience working in complex and challenging field operational contexts.
  • Minimum one (1) year working on an international donor program with a grant component. Previous USAID grant experience strongly preferred.
  • Competence in computers and using financial software.
  • Understanding of budget and cost control management.
  • Excellent written and spoken English skills.
  • Must be willing to be based in Tamale, Northern Ghana.
  • Proficiency in languages spoken in Northern Ghana desired.
  • French language proficiency is desired but not required.
  • Must have existing work authorization for Ghana.

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