About the position
The selected candidate will support the administration of institutional research grants, sub-grants, processes and tools for their administration, under the supervision of the Team Leader of the Grants Management Unit (GMU) in the Americas Hub.
The position will be based in the operations center of the Americas, located in the Campus of Palmira, Colombia.
Key Responsibilities
Grants administration
- Support the compliance review of donor contracts and facilitate the process of contract clearance and signature.
- Review and support the preparation and submission of grants-related documents: donor reports, no-cost extensions, grant agreements and agreement revisions.
- Support the LAC GMU team initiatives in the overall management and monitoring of grants.
- Assist the GMU LAC team with information management activities including filing and updating information on the ERP & SharePoint with project generated documentation during the project's lifecycle for the LAC portfolio (Grant Agreements, reports submission, invoices, variations, approvals, grants closure etc.)
- Assist with the development and implementation of improved tools and processes for grants administration.
- Support the GMU LAC team in the generation of invoices and correspondence/courier to donors. Draft capacity-building, communication, and information-sharing materials around grants administration.
Sub-grants administration
- Collaborate in gathering and compiling documentation from partners for the due diligence process (new partners) and ensure regular checks for partners information (ongoing partners).
- Support the LAC team in the coordination of partners performance assessment, closure processes, Watchdog verifications, others; and ensure proper data management in the ERP and other systems.
- Draft or review Sub/Lumpsum Agreements and related amendments for compliance with prime donor's requirements
- Facilitate Partners' understanding of reporting requirements and contractual compliance.
- Set up new Sub-grants in the ERP System and communicate with internal stakeholders on compliance requirements.
- Assist the GMU LAC team in the generation of requisitions/forms for the payment to partners.
Requirements
Information management, communication, and capacity building
- Assist with written communications (i.e., cover letters, submission of reports, special acknowledgment of funds to donors, others).
- Respond and provide regular updates on significant events coming up for grants and sub-grants to the Team Leader.
- Support the management and improvement of information management systems (databases, Intranet space, filing systems, etc.)
- Support the development of improved processes and tools for grants and sub-grants administration.
- Contribute to the monthly updates of the CGIAR Grants Database.
- Support the GMU monthly lists for upcoming and outstanding reports as well as follow up on project closure requirements and collaborate in the checks for closure conditions of grants and subgrants in the ERP (updates and checks).
Qualifications and requirements
- Technology career (or equivalent) supplemented by office training or related courses in the field of this announcement.
- Technology career (or equivalent) supplemented by office training or related courses in the field of this announcement.
- Assist with written communications (i.e., cover letters, submission of reports, special acknowledgment of funds to donors, others).
- Collaborate in gathering and compiling documentation from partners for the due diligence process (new partners) and ensure regular checks for partners information (ongoing partners).