JOB DESCRIPTION

Post title:Grants Manager

Project: Ilm Ideas 2

Responsible to: Deputy Team Leader

Updated: November 2017

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Job Profile

Ilm Ideas 2 is looking to recruit a dynamic, proactive and forward-thinkingGrants Manager. This is a strategic, critical, high paced and demanding position within the project. The candidate will work closely with Ilm 2’s leadership, finance and technical teams, along with the grantees and client to ensure grant management functions are efficient and fit for purpose.This position will demand the successful applicant to oscillate between the big, strategic picture and routine activities. This is a full-time position based in Islamabad. ______

Accountabilities

Grant agreements/contracts

Direct grantees

  • Prepare and issue quarterly contract amendments to grantees post quarterly stocktakes;
  • In close coordination with the Ilm 2 leadership and technical teams, critically review grantee budget revisionsfrom year 1 to year 2;
  • Lead on other contract amendments as required, such as budget revisions/modifications;

Business incubators

  • Constitute an evaluation committee, lead, and review the nominations received from the business incubators;
  • Ensure all internal governance controls are complied with and issue the ‘start-up decision letters’ to the business incubators;
  • Lead on preparing start-up milestone packs and circulate to the relevant incubator;

Consultants

  • Draft consultant contracts and amendments as required;
  • Issue work orders for framework/call-down contracts;
  • Lead on project level procurement contracts/purchase orders for all procurement above the pre-agreed ceiling

Monitoring

Direct grantees

  • Effectively line manage the Assistant Grants Manager (AGM) and Grants Officer (GO)to ensure reminders are sent out to grantees for monthly/quarterly milestones and invoices, recorded on the system in a timely and accurate manner and random spot checks have been undertaken;
  • Undertake spending analysis and milestone performance in line with Mott MacDonald and DFID requirements;
  • Identify, design and lead on conducting grantee refresher trainings for contractual compliance;
  • Actively partake and lead on grant management session in the quarterly stocktakes;

Business incubators

  • Actively manage start-up performance and progress;
  • Maintain start-up log and allocate each nominated start-up a unique tracking number;
  • Review invoices including administrative checks and track and record milestones;

Procurement

Direct Grantees

  • Oversee AGM and GO work on procurement; ensure it complies with MM internal controls and processes;

Programme

  • Lead on the entire procurement process for all procurements above the pre-agreed financial limit;

Risk mitigation/audit

  • Oversee the work of AGM and GO on grantee level audits and due diligence performance;
  • Proactively review the findings from audit and interval reviews and make recommendations to the Deputy Team Leader and the client;
  • Provide timely update to the client on audit findings;

Close out

  • Lead on closing out each grant award: which will include final financial and progress reports, project milestones; beneficiary list and profiles, communication material, final audit report, inventory disposal and close out sheets.

Grantee facing communication

  • Provide timely day to day technical back stopping and trouble-shooting for all grantees (direct grantees, incubators, and research grants);
  • Identify support required by grant recipients to ensure their compliance with terms and conditions in the grant agreement;
  • Channel communication from the grantee to the project team and the project team to the grantee

Client Liaison

  • Attend client meetings as required;
  • Support the DTL to provide required information by the client;
  • Support the Project Accountant (PA) and DTL in preparing the monthly invoice to the client;
  • Provide verified expenditure per grantee (direct grantees, incubators, and research grants) and service contracts for the reporting month;
  • Support the PA and DTL in the preparation of monthly/quarterly and annual forecast for the client;
  • Support in preparation of the project annual review;
  • Draft relevant sections of the QTR report;

Other

  • Stay informed of the “best practices” in the area of grants management and recommend improvements to systems and procedures;
  • Supervise the tasks assigned to AGM and DO and build his/her capacity with respect to his/her job role and responsibilities;
  • Actively support the Finance Manager, MML Pakistan Branch, in getting the financial data audited as per the requirements of the donor agency;
  • Make regular field trips to the grantees’ offices;
  • Any other activities which are critical and strategic to the effective functioning of the operational department.

Note : This job description reflects the present requirements of the role. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the role holder.

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Candidate Specification

  • Relevant education qualifications in the areas of finance, audit, accounting and grants
  • At least ten years’ experience of Grant/Fund management on international donor-funded programmes (experience managing DFID funds is required)
  • Experience designing, implementing and monitoring fund management systems and establishing clear reporting lines and schedules to grantees and the client on areas such as fund disbursement
  • Experience working in Pakistan;
  • Excellent communication (written and oral), interpersonal and teamwork skills, and able to relate to others confidently
  • Strong management, organisational and co-ordination skills.
  • Able to plan ahead and prioritise workloads (of self and others) to maximum efficiency and productivity
  • Reviews and analyses processes in order to identify and implement improvements
  • Demonstrable attention to detail and accuracy
  • Clear thinking and effective decision-making, able to retain composure under pressure
  • Project management skills i.e. able to manage a team, manage an office, monitor budgets, commercially aware, able to negotiate with stakeholders, etc.
  • Able to engage with stakeholders at all levels within a cross-cultural environment
  • Motivated to actively engage in own continuous learning and development

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