Job Description

The Grants Officer (GO) will be responsible for oversight and management of the sub grants under Jhpiego/Tanzania’s program. S/he advises and assists in the design, development, and oversight of the sub-grants management policies, procedures and practices. Provides guidance and interpretation of grants policy for program staff as well as Sub-grantees. Assist the Director of Finance to analyze and evaluates grant applications, and awards to ensure adherence to grants management policies and donor requirements and analyzes budget estimates for reasonableness and consistency. He/she will be required to travel to the field to conduct compliance visits.

Responsibilities

• Work with the Director of Finance, Program technical Officers/Managers to oversee the process of selecting Sub grantees for award. This will include preparing a Request for Application, reviewing applicants’ submitted proposals requesting grants/award funds, conducting pre-award assessment assessments to determine the responsibility of prospective grantees and providing feedback to the applicants as directed by the Grants manager
• Assist the Director of Finance in reviewing consortium partners’ invoices on monthly basis to ensure timely reimbursement of costs.
• Maintain the Invoice tracking sheet (Sub Grantees Data Analytics modal) follow up compliance to award terms and conditions
• Maintain and update the sub award tracking system (Sub Grantees Data Analytics modal) on daily as well as monthly basis
• In coordination with compliance Manager conducts verification of expenses submitted by Consortium Partners/sub grantee and vendors.
• Make determinations of risk profiles of prospective Sub-grantees and recommend appropriate approaches to mitigate the risks identified.
• In addition to pre-award assessments, the Grants Officer will also be responsible for the following pre-award tasks:
  • Budget analysis and review
  • Checking potential grants applicant’s historical performance.
  • Assessing potential grants applicant’s staff’s composition and competences and ability to deliver.
  • Checking grants applicant’s integrity on managing project funds.
  • Checking the strength and week of grants applicant’s internal available policies.
• Provide technical assistance to staff and Sub grantees on administrative policies and procedures for grants management such as;
  • Jhpiego grants management policies and procedures
  • Policies and procedures for procurement under sub-grants
  • Interpretation of donor regulations
  • Sub grantee monitoring
• Review monthly Invoice reports where each Sub grantee project submits requests for reimbursements, liquidations, financial status, monitoring and evaluation data and a narrative report on progress.
• Consolidate financial review feedback for all CSOs and assess the implementation of the recommendations set forth
• Monitor expenditure against the budget and provide recommendations for budget alignment, review variance analysis from CSOs and recommend actions to be taken.
• The Senior Grants Officer will ensure systems and tools are in place and updated to enable successful monitoring of the action at contractual and programmatic levels.
• Assist budget holders to produce financial reports for grants within specified donor formats, ensuring accuracy and compliance
• Maintain a comprehensive timetable for grant audits and facilitate auditor to carry out the required audits in a timely and cost-effective manner.
• Facilitate the process of grant audits, be a liaison point between the auditors and budget holders on grant-related issues;
• Oversee accuracy, presentation, and timeliness of all grant financial reports, ensuring reconciliation to Jhpiego accounts system.
• Provide inductions and ongoing briefings to Jhpiego Staff on all aspects of Jhpiego grant management systems and requirements.
• Conducting capacity build trainings to partner’s organization in the areas of; grants management, budgeting, procurements and compliance to Work with the Finance Director, and Procurement Manager to obtain prior approvals and waivers from clients required for administration of specific grants.
• Conduct site visits to selected sub-grantee organizations to directly observe project implementation, provide project management support, train on USG rules and regulations
• In collaboration with Director of Finance, organize and maintain all project documents and files related to grant process and individual sub-grantee activities.
• In collaboration with Director of Finance maintain and update specific project and related correspondence files, tracking and status sheets, and databases.
• In collaboration with Director of Finance, collect and maintain complete documentation of submission/transmittal of reports that are specific to grants under prime awards.
• Inventory of property in Sub grantees’ custody.
• VAT reports of Sub grantees.
• Audit reports of sub-grantees.
• Other deliverables (programmatic and financial) of Sub-grantees
• In collaboration with the Director of Finance, conduct investigations to resolve contractual issues/problems/disputes arising from grants and make recommendations to the Project Chief of Party for resolution.
• In collaboration with program technical teams, participate in the project annual work planning and budgeting.
• In collaboration with CMCD team from Baltimore, work and ensures all Sub grantees FAA agreement are timely prepared and approved.
• In collaboration with Director of Finance makes a Deep Dive QBE presentation to the Jhpiego Senior Management Team on the progress of implementing the Project activities under the Sub Recipients Assume other duties as assigned.

Required Qualifications

• Bachelor's degree in Accounting, Finance, or related field [Master’s degree preferred]
• CPA/ACCA Finalist or equivalent is an added advantage
• Minimum of five to (7) years of post-qualification experience in grants management position in a reputable NGO or development agency.

Preferred Qualifications

• Communication and interpersonal skills - Strong written and oral communication skills.
• Excellent interpersonal skills and ability to deal with staff at all levels
• Tax Knowledge - In depth knowledge of Tanzania income tax regulations
• Understanding of USG rules and regulations
• Supervisory skills- Ability to Mentor and train other Finance staff
• Knowledge of the Microsoft office suite
• Knowledge of sub awards and mandatory award requirements

• Work with the Director of Finance, Program technical Officers/Managers to oversee the process of selecting Sub grantees for award. This will include preparing a Request for Application, reviewing applicants’ submitted proposals requesting grants/award funds, conducting pre-award assessment assessments to determine the responsibility of prospective grantees and providing feedback to the applicants as directed by the Grants manager
• Assist the Director of Finance in reviewing consortium partners’ invoices on monthly basis to ensure timely reimbursement of costs.
• Maintain the Invoice tracking sheet (Sub Grantees Data Analytics modal) follow up compliance to award terms and conditions
• Maintain and update the sub award tracking system (Sub Grantees Data Analytics modal) on daily as well as monthly basis
• In coordination with compliance Manager conducts verification of expenses submitted by Consortium Partners/sub grantee and vendors.
• Make determinations of risk profiles of prospective Sub-grantees and recommend appropriate approaches to mitigate the risks identified.
• In addition to pre-award assessments, the Grants Officer will also be responsible for the following pre-award tasks:
  • Budget analysis and review
  • Checking potential grants applicant’s historical performance.
  • Assessing potential grants applicant’s staff’s composition and competences and ability to deliver.
  • Checking grants applicant’s integrity on managing project funds.
  • Checking the strength and week of grants applicant’s internal available policies.
• Provide technical assistance to staff and Sub grantees on administrative policies and procedures for grants management such as;
  • Jhpiego grants management policies and procedures
  • Policies and procedures for procurement under sub-grants
  • Interpretation of donor regulations
  • Sub grantee monitoring
• Review monthly Invoice reports where each Sub grantee project submits requests for reimbursements, liquidations, financial status, monitoring and evaluation data and a narrative report on progress.
• Consolidate financial review feedback for all CSOs and assess the implementation of the recommendations set forth
• Monitor expenditure against the budget and provide recommendations for budget alignment, review variance analysis from CSOs and recommend actions to be taken.
• The Senior Grants Officer will ensure systems and tools are in place and updated to enable successful monitoring of the action at contractual and programmatic levels.
• Assist budget holders to produce financial reports for grants within specified donor formats, ensuring accuracy and compliance
• Maintain a comprehensive timetable for grant audits and facilitate auditor to carry out the required audits in a timely and cost-effective manner.
• Facilitate the process of grant audits, be a liaison point between the auditors and budget holders on grant-related issues;
• Oversee accuracy, presentation, and timeliness of all grant financial reports, ensuring reconciliation to Jhpiego accounts system.
• Provide inductions and ongoing briefings to Jhpiego Staff on all aspects of Jhpiego grant management systems and requirements.
• Conducting capacity build trainings to partner’s organization in the areas of; grants management, budgeting, procurements and compliance to Work with the Finance Director, and Procurement Manager to obtain prior approvals and waivers from clients required for administration of specific grants.
• Conduct site visits to selected sub-grantee organizations to directly observe project implementation, provide project management support, train on USG rules and regulations
• In collaboration with Director of Finance, organize and maintain all project documents and files related to grant process and individual sub-grantee activities.
• In collaboration with Director of Finance maintain and update specific project and related correspondence files, tracking and status sheets, and databases.
• In collaboration with Director of Finance, collect and maintain complete documentation of submission/transmittal of reports that are specific to grants under prime awards.
• Inventory of property in Sub grantees’ custody.
• VAT reports of Sub grantees.
• Audit reports of sub-grantees.
• Other deliverables (programmatic and financial) of Sub-grantees
• In collaboration with the Director of Finance, conduct investigations to resolve contractual issues/problems/disputes arising from grants and make recommendations to the Project Chief of Party for resolution.
• In collaboration with program technical teams, participate in the project annual work planning and budgeting.
• In collaboration with CMCD team from Baltimore, work and ensures all Sub grantees FAA agreement are timely prepared and approved.
• In collaboration with Director of Finance makes a Deep Dive QBE presentation to the Jhpiego Senior Management Team on the progress of implementing the Project activities under the Sub Recipients Assume other duties as assigned.

• Strong written and oral communication skills.
• Excellent interpersonal skills and ability to deal with staff at all levels
• In depth knowledge of Tanzania income tax regulations
• Understanding of USG rules and regulations
• Ability to Mentor and train other Finance staff
• Knowledge of the Microsoft office suite
• Knowledge of sub awards and mandatory award requirements

• Bachelor's degree in Accounting, Finance, or related field [Master’s degree preferred]
• CPA/ACCA Finalist or equivalent is an added advantage
• Minimum of five to (7) years of post-qualification experience in grants management position in a reputable NGO or development agency.