Manager: Operations, Contracts and Grants

2 months ago

Pretoria, South Africa FHI 360 Full time

.Under the leadership of Finance and Administration Director, the Operations, Contracts & Grants Manager, will manage the Operations, G&C and sub-recipient monitoring aspects of all the sub-recipients/sub-contracts under the CDS project. S/he will liaise with the finance and programmatic functions to ensure compliance, and effective implementation of internal controls.

The position also provides technical assistance and capacity development support to sub-recipients/grantees in strengthening their award and financial management systems as well as assist in ensuring efficient financial, grants and contracts management. Monitor and ensure full compliance with USAID rules and regulations.

**Responsibilities**:
Sub-recipient Compliance and Risk management
- Ensure there is an existing and efficient risk assessments/reassessment process and mitigation of risk profiles for sub-recipients
- Management of sub-recipient monitoring schedules based on risk and ensuring the tracking of mitigating support as well as corrective actions taken
- Management and monitoring of all program cost share including grantee cost share plans and ensuring timely resolution and compliance of grantee cost share obligations
- Management of a seamless pre-award management process including management capacity assessments, award negotiations and cost analysis
- Coordinate with the compliance team on fraud related investigations and resolution at sub-recipient level
- Management and coordination of sub-recipient budget to actual analysis’ sessions with the technical/program teams
- Ensure timely and efficient close out of sub-recipients on the financial management side

Sub-recipient Capacity Development Support and mentoring
- Coordinate financial management assessments of grantees and identifying grantees’ financial management training needs.
- Developing Internal controls and financial management technical assistance plans for grantees in areas such as financial control systems, procurement procedures, and compliance with US government funding regulation.
- Management of financial capacity development plans for all sub-recipients and ensuring required mentoring is conducted
- Coordinate the onsite and offsite financial management technical assistance plans for all sub-recipients
- Ensure practical mentoring sessions are conducted and documented based on financial capacity development initiatives undertaken for sub-recipients
- Coordinate the development and revisions of relevant finance related training materials, tools and resources for sub-recipients as well as facilitating the relevant training sessions

Sub-recipient Financial Review Process
- Management of timely sub-recipient advance and liquidation process
- Coordination between departments to ensure sub-recipient questioned costs are addressed on a timely fashion
- Ensure SFR, OCIA, internal control and other systemic findings are addressed and fixed on a timely fashion

Grants and contracts processing
- Oversee the award negotiations of selected sub-recipients and clarification of sub-agreement as well as preparation of award letters and negotiation memorandum
- Ensure sub-recipients and contractors comply with terms and conditions in the signed contracts/sub-awards
- Initiate and administer yearly contract and sub-award modifications and approvals such as lifting of specific conditions, scope adjustments, personnel changes, budget re-alignment, performance period and all related changes of sub agreements
- Coordinate and consolidate responses and requests to and from contracted clients and sub-recipients.
- Monitor and ensure compliance with all USG Rules and Regulations
- Support sub-recipients on Initial Environmental Examinations
- Ensure that all grant related documentation including reporting, deliverables and related financial/ technical documentation are updated, completed and properly filed
- Provide training and mentoring to partners on compliance with relevant rules, regulations, policies and procedures
- In liaison with other staff, conduct site visits to partners to monitor compliance and provide guidance on any necessary corrective actions
- Contribute to the development of systems, tools, templates, manuals, trainings, policies and procedures regarding contract management
- Collaborate with the Finance department to prepare and update grants and subcontract pipelines to inform budget projections
- Be a source to train other staff in standardized procedures for efficient sub-award management
- Manage the sub-agreements' close out process

Management and Control of Assets
- Ensure that all assets are recorded and accounted for in the asset register.
- Regularly verify the existence and condition of assets by performing asset counts during the year.
- Ensure that all assets are tagged and numbered according to the asset register and as per donor requirements.
- Maintain systems that track the movement of assets between agreed locations and/or use by current sta

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