Grants Management Specialist

Grants Management Specialist – USAID Integrated Nutrition

Reports to: Sr. Manager, Grants & Compliance

Collaboration:
Internal: all HKI/N staff
External: HQ, APRO

Level / Grade: K

Job Purpose:

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome long standing cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in 20 countries – across Africa, Asia, Europe, and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential.

Background:

USAID Integrated Nutrition’s primary goal is to improve the nutrition status of women, adolescents, and children in Nepal’s underserved and marginalized communities. The activity will tackle direct and underlying determinants of malnutrition in Nepal while strengthening the national and local enabling environment to implement multisectoral nutrition programs through four synergistic intermediate results. Achievement of the purpose will be measured by improvements in indicators of nutrition status among women of reproductive age, adolescents, and children.

Functional Relationships:

The Grants Management Specialist will be a key member of the Helen Keller Intl. USAID Integrated Nutrition Operation Team and will provide leadership and oversight of all subawards management and will be responsible for efficient implementation of program objectives and activities by ensuring sound management and optimal performance in all areas of contract and grants management in compliance with Helen Keller Intl and donor policies. S/he will work in close coordination with the Sr. Manager – Contract and Grants, Program and Technical Lead, Director Field Program Operation, Province Lead and other colleagues at Helen Keller’s Nepal Country and Headquarters to ensure achievement of all subawards control and performance objectives in accordance with the Helen Keller Intl. USAID Integrated Nutrition program objectives.

As gender and social inclusion (GESI) is a cross-cutting and core component for HKI programs, all personnel are required to ensure GESI sensitivity and integration where they work.

Helen Keller Intl has a matrixed reporting structure that respects both the line management and authority within country office hierarchies; and the accountability and oversight duties of colleagues at the regional and headquarters level (especially for multi-country grants). This requires regular communication among colleagues and an ongoing effort to clarify who is responsible and/or accountable for outcomes and who must be consulted and/or informed along the way.

The Grants Management Specialist will be responsible for the day-to-day sub award and grants management functions for USAID Integrated Nutrition. The Grants Management Specialist will work under the direct supervision of Sr. Manager Grants & Compliance to carry out all functions specified in this ToR. The position will ensure that Helen Keller complies with relevant laws, rules, and regulations, whether internal or external. Provide guidance and coach district finance officers to meet the reporting requirement and deadline.

Major Duties and Responsibilities:

• Assist Sr. Manager, Contract and Grants to ensure that the subaward review and selection process in a manner that is responsible, professional, transparent, fair, financially sound, participatory, sensitive to local needs, culture, and politics and in accordance with Helen Keller policies and procedures.
• Assist Sr. Manager Contract and Grants in completing the USAID approval package e. g. USG subaward approval form for new subawards or contract and make sure the approved clearances are on file.
• Draft relevant subaward documents in coordination with partners organizations program and technical staff (such as: program descriptions, budget and budget notes, sub awards (including sub agreements, fixed amount sub awards, in-kind grants, etc.) and other documents related to the grant-making process.
• Make sure the Sub-award and Contracts documents are reviewed; sign-off sheet and checklist are completed and singed by responsible staff members before processing for execution.
• Perform risk assessments and due diligence on potential subrecipients to ensure their capacity, financial stability, and compliance with regulations. Draft the risk determination form, selection and negotiation memo, and other aspects of the preaward process.
• Updates program and technical on when subawards are ending and therefore the need to modify them on a timely manner.
• Coordinate with Manager Partnership and Compliance (province based) and ensure of maintenance a database, records, and all files (soft and hard copy) of all subawards/contracts and supporting documents, including solicitations, applications, preaward documentation, subawards and attachments, amendments, reports, pertinent correspondence and ensure that contractual information are archived/uploaded fully and in a proper manner in Net Suite AML and AuditBoard appropriately.
• Be familiar with and serve as a resource to project staff and subrecipients on USAID rules and regulations and HKI policies, including its Subaward Manual, on subaward management.
• Conduct financial and compliance monitoring visit to partner organization and provide on-site coaching as needed.
• Serve as primary point of contact for USAID Integrated Nutrition partner organization in the implementation of subaward activities.
• Ensure the flow of information and good communication between HKI Province Office staff, Central staff, and counterparts, providing subrecipients with direction and support regarding USAID regulations and HKI policies.
• Document meetings and workshop with regards to subawards; participate in sharing and planning meetings to discuss and address issues related to subaward implementation.
• Support subaward kick off meetings and ongoing guidance to ensure compliance with the terms and conditions of the subawards.
• Ensure the financial management system is in accordance with Donor’s & HQ guidelines, International & National Accounting Standards and local laws and regulations.
• Monitor subawards agreements/documents files and folder in systematic way for easy access to concern staffs and back up files as required.
• Fulfil all the required process of close out of sub-awards by reconciling financial records, assessing deliverables/reports.
• Perform other tasks as assigned by line manager.

Qualifications and Competencies:

Educational Degree:

• University degree in management, finance, administration, development studies, social sciences, community development, or related field or equivalent combination of education and experience. Master’s degree is preferred.

Experiences years:

• Professional experience of at least ten (10) years with at least five (5) years in similar award management position, preferably in an international NGO plus.
•  Demonstrated experience with INGO in progressive working experience in similar environment with adequate exposure to project accounting, financial management including budgeting, and collaboratively manage operational activities of complex programs including sub-grant management.
•  Required: Working knowledge and experience with USG Regulations specifically 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
•  Experience in dealing with a diverse group of stakeholders representing government, civil society, international organizations, local government units, community and political leaders, and others.
•  Excellent interpersonal skills, including the ability to exercise diplomacy and tact as demonstrated in previous roles that required communication with a broad and diverse set of partners.
•  Excellent capacity building, team building/management, and coordination skills. An ability to delegate responsibilities effectively and coach and mentor junior staff.
•  Excellent oral and written English language skills, including the ability to clearly communicate complex financial, compliance and operational issues into layperson language.
• Fluency in Nepali.
•  Excellent analytical and self-motivation skills; excellent advocacy and persuasion skills; able to think critically.
•  An ability to work in challenging and changing environments, and to see through challenges to find solutions.
•  An ability to maintain balance when under stress.
•  Experience using Excel, Word, and PowerPoint and other software’s
•  Demonstrable respect for all persons regardless of religion, ethnicity, class, or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.

Interested candidates can apply until August 24, 2024.

In the spirit of our founder and namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, caste, age, disability, or any other status that has no bearing on the ability of an individual to perform the functions of the job.