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 scaleable results drive strategic priorities.
- Partnerships and mutually beneficial alliances leverage resources and amplify effectiveness.
- 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.
Pact Sudan has also identified the following values:
Trust, Humor, Equity, Integrity, Respect, Dedication, Passion, Inquisitive, Team work and Impartiality
Position Summary
The grants manager will ensure proper maintenance and functioning of the entire subgrants and subcontracts management system and advise project managers with 1) general compliance and award modification considerations, 2) implementation problem solving and 3) start-up/close-out of their programs. The grants manager will be required to coordinate, design and carry out training courses for all Sudan grants staff, project staff implementing in-kind activities and sub-grantees as appropriate. The grants manager will provide oversight of subgranting strategies in new proposals and ensure capacity building remains a focus of Pact Sudan programs. The grants manager is responsible for overseeing the grants officers working on the Sudan portfolio. In addition the grants manager is part of the Leadership team and will be required to play a key role in the strategic visioning and management of Pact Sudan.
Specific Duties and Responsibilities
Subaward Management Vision, Leadership and Team Management
- Provide leadership and vision for grants management department and provide oversight/coordination on Prime award management in partnership with the HQ Grants department.
- Ensure that all prime and sub- grant documentation is maintained according to Pact standards and donor policies to the extent that they can be fully audited with limited or no findings.
- Ensure strong link between the grants management and capacity building approach to maximize efforts to strengthen strategic partners and build in strategies to the grant making process.
- Ensure strong link between the grants management and M&E systems to improve grantee reporting and link to Pact requirements.
Serve as the supervisor to some members of the grants staff.
Proposal Coordination
- Advise and provide oversight on the subgranting strategy of all Pact Sudan new business proposals, ensuring realistic subaward programs that encourage capacity building of local partners. Pursue new initiatives within Pact Sudan’s strategy that focus on building the capacities of local organizations suitable to the Sudan context- to include training of trainers for CBO organizations and organizational strengthening of local civil society organizations.
- Coordinate subgrants management systems across programs and in new proposals to ensure high quality and consistency with Pact’s capacity building mission.
Capacity Building Coordination
- Coordinate grantee organizational assessments of select Pact partners. Oversee the development of a tracking system to monitor and measure growth.
- Coordinate the identification of priority areas for training of partners and develop strategic interventions to assist grantees/partners.
- Coordinate various training courses for staff and grantees on grants management, financial management, proposal and budget development, compliance and other necessary skills. Identify key areas and initiate new training.
- Coordinate, organize and facilitate (as necessary) grants/activity management workshops for grantees and partners to provide guidance on good activity management.
Subgrants Coordination
- Oversee the creation of written subgrants policy and procedures to ensure clear understanding by all staff.
- Ensure responsible grantee proposal processing and timeliness of response to organizations.
- Ensure proper implementation of competitive processes for grantee selection and negotiation. Ensure that solid documentation is provided under each grant.
- Analyze, verify and review proposal budgets to ensure donor compliance and reasonableness.
- Coordinate grantee proposal review process and ensure compliance with solicitations and donor regulations.
- Coordinate pre-award evaluations and/or assessments of potential grantees, as needed.
- Assess grantee risk and implement appropriate training, systems and agreements to minimize risk.
- Oversee post project assessments of both administrative and financial systems.
- Ensure proper documentation of subaward negotiation.
- Ensure that grant modifications for cost/program changes are completed accurately and in a timely fashion.
- Prepare grant documents that meet both grantee and donor requirements and allow for required programmatic flexibility.
- Ensure the timely and appropriate close-out of subgrants and advise/coordinate on the close out of Pact prime grants.
- Maintain up-to-date knowledge of USAID, DFID, UNHCR and other donor rules and regulations and ensure implementation at all times.
Monitoring and Reporting (Financial and Programmatic)
- Monitor grantee advance and liquidation balances closely and ensure timely liquidations.
- Review all payment requests to ensure that they meet the standards of allowable, allocable and reasonable. Manage grantee budgets so that they do not exceed allowable amounts.
- Review program deliverables from grantees to ensure programmatic compliance against program description.
- Review financial reports from grantees to ensure financial compliance against grant budget.
- Prepare subgrant matrices to donors and Pact headquarters.
- Assist in the compilation of data and preparation of monthly, quarterly and annual reports.
- Closely monitor obligations from donors and grant obligations from Pact to grantees. Ensure that Pact never commits more funds than allowable.
Compliance Audit Coordination
- Monitor grantee procedures designed to comply with regulations.
- Collaborate with the finance department to coordinate the investigation of suspected violations of proper applications. Ensure that the team has the skills or readily available resources to carry this out in a timely fashion.
- Coordinate the assistance to grantees to resolve audit problems.
Consultancy/Administrative Contracts
Oversee preparation and signing of local consultancy and international STTA contracts, as well as administrative contracts.
Leadership
The post holder will serve as a key member of Pact Sudan’s leadership team. As such they are expected to work closely with other mangers to ensure an effective working environment.
Qualifications:
- Analytical skills to identify organizations eligible for grants based on pre-determined criteria, and then assess the credibility of organizations and their proposed programs. Undertake awards following review, evaluation and recommendations made by a technical review committee.
- Ability to determine the responsibility and grant-worthiness of organizations through financial statements, audits and other documentation presented in a proposal.
- Ability to establish and sustain interpersonal and professional relationships with Int’l Donor Missions, International PVOs, and local CBOs.
- Ability to perform and prioritize multiple tasks.
- Proficiency in the Microsoft suite of office products.
- Ability and willingness to be based in Juba and to travel within Sudan as required
- Ability to train PVOs and CSOs on grants management and required reporting preferred.
- Ability to work on short deadlines and multi-task.
Education and Experience Requirements
- Bachelors degree in a related business field : Masters a plus
- 2-5 years experience managing award and administration of donor funded small grants and subcontracts programs, or comparable experience in law, business or finance
- Working knowledge of donor regulations, to include USAID, DFID, UN and other major international donors.
- Demonstrated ability to exercise financial oversight of sub-grant programs
- Ability to coach and mentor team members
- Experience managing staff.
To Apply
Interested individuals submit a cover letter and resume to scpvacancies@gmail.com. Please place the position in the subject line of the email. No telephone inquiries please. Pact maintains a database of international consultants that is used by our recruitment team. If you meet the requirements, Pact will contact you when a consulting opportunity arises. If you are already registered with us, please update your information on our online application form at www.pactworld.org
Due to the high volume of applications we can only contact those who will be involved in the interview process.
