Titre du Poste : Assistant(e) des Subventions (Contrat & Grant Assistant)
Durรฉe : Une annรฉe renouvelable
Lieu du poste : Dakar
Type de poste : CDD
CONTEXTE
Family Health International (FHI360) est une Organisation Non Gouvernementale (ONG) ร but non lucratif, dรฉdiรฉe ร lโamรฉlioration de la vie de faรงon durable via des solutions intรฉgrรฉes. FHI 360, est prรฉsente dans plus de 70 pays au monde et dans tous les รtats et territoires des รtats-Unis et intervient dans les domaines de la santรฉ, de lโรฉducation, de la nutrition, de l'environnement, de l'รฉconomie et du dรฉveloppement, de la recherche et technologie, crรฉant ainsi une combinaison unique de capacitรฉs pour relever les dรฉfis du dรฉveloppement.
DESCRIPTION DU POSTE :
Dans le cadre du renforcement de son dรฉpartement de Finance, FHI 360 SENEGAL recrute pour son bureau de Dakar Un (1) ASSISTANT (E) en Gestion des Subventions (Contract and Grant Assistant)
Sous la Supervision du chargรฉ des Subventions, lโassistant (e) des subventions aura pour mission dโappuyer la chargรฉe des subventions dans la gestion et le suivi des sous partenaires dโexรฉcution du projet et effectuer des fonctions de comptabilitรฉ diverses suivant des procรฉdures standards et pratiques comptables.
PRINCIPALES RESPONSABILITES :
- Appuyer ร la collecte et ou prรฉparation des documents nรฉcessaires ร la contactualisation avec les partenaires
- Aider le Grant Officer dans la revue des demandes dโavance
- Rappeler aux partenaires les dรฉlais et suivre la soumission des rapports / livrables.
- Assister le Grant Officer dans le processus de validation des SFR.
- Assister le Grant officer ร renseigner le SAT et le Tracker dans le systรจme FHI 360
- Assister dans le suivi de la mise en ลuvre des activitรฉs conformรฉment au contrat et aux dรฉlais et au plan dโaction.
- Assister dans la revue des rapports financiers / livrables soumis par les partenaires.
- Poster les SFR approuvรฉs dans le systรจme GFAS.
- Effectuer tout autre tรขche demandรฉe par son superviseur et entrant dans votre domaine de compรฉtence.
- Fournir une assistance technique en finance au personnel des projets et partenaires d'exรฉcution si nรฉcessaire ;
- Participer aux travaux d'analyse des dรฉpenses des partenaires et mettre ร jour le tableau de suivis budgรฉtaires des partenaires de mise en ลuvre ;
- Assurer une bonne gestion de lโarchivage, des contrats, des rapports (financiers et techniques) ou tout autres documents relatifs aux partenaires ;
- Vรฉrifier les documents de paiement et piรจces justificatives pour sโassurer de leur conformitรฉ ;
- Participer aux visites et pre award assessment sur site chez les partenaires ;
- Appuyer la Grant officer dans les formations et capacitation des partenaires
COMPETENCES ET QUALITES REQUISES
- Avoir un BAC + 2 au minimum en finance et comptabilitรฉ
- Avoir un minimum de 2 ans d'expรฉrience professionnelle, dont au moins 1 an dans un poste de contractant ou un poste connexe.
- Avoir une expรฉrience dans une ONG ou institution de la place
- Avoir une bonne notion du respect des dรฉlais et รชtre honnรชte et bien organisรฉ
- รtre capable de travailler sous stress
- Maitriser Excel, Word et au moins un logiciel comptable
- Maintenir de bonnes relations de travail avec les fournisseurs et les partenaires sโassurant de prรฉserver lโintรฉgritรฉ et la rรฉputation de FHI 360.
- รtre capable de travailler dans un environnement multisectoriel, pluridisciplinaire et multiculturel
- Avoir une bonne capacitรฉ ร communiquer en langue anglaise tant ร lโoral quโร lโรฉcrit
- Connaissances des politiques et procรฉdures des bailleurs tel que USAID
- Excellente capacitรฉ de communication orale et รฉcrite avec les petits et grands groupes
- Excellente capacitรฉ de communication orale et รฉcrite en franรงais et bon niveau en anglais.
Job Summary:
The Contract Specialist will work in partnership with Contracting Officers and other staff to efficiently operate and maintain an effective contracts portfolio management system. Principal duties will include contract administration and professional/managerial support to ensure full compliance with donor rules and regulations. The Contract Specialist will perform specialized tasks from pre-award to close-out as assigned by the supervisory Contracting Officer. These tasks may include a wide variety of discrete transactions occurring at various stages of the award and sub award processes. Typical tasks include but not limited to: a) Supplementing the technical assistance provided by the Contracting Officer to proposal development and operations staff to produce competitive and responsive proposals. The Contract Specialist will provide informed interpretation of fundamental regulations and standard contract requirements. b) Conduct select negotiations with the guidance of the Contracting Officer. c) Provide technical assistance to operations staff and other enterprise services staff on matters of contract interpretation and compliance. d) Prepare and submit requests for donor approval as delegated by the Contracting Officer. e) Prepare, review, and approve sub awards and procurement actions up to authorized thresholds. f) Conduct contract close-out. g) Assist the Contracting Officer in preparing management reports.
Accountabilities:
Pre-award:
- Provides supplemental interpretation of fundamental regulations and standard contract requirements to help produce competitive and responsive proposals.
Post-award (Prime):
- Assists in the review of prime award documents prior to signature.
- Receive and process signed contracts from clients. Assure completeness and accuracy of contracts.
- Data set-up in contract management/financial management system.
- Serves as first responder to operations staff and enterprise services staff on routine business transactions of a contractual nature.
- Prepares and submit routine business transactions such as requests for donor approval.
- Prepares periodic management reports.
- Other duties as assigned by the supervisory Contracting Officer.
Post-award (Lower-tier):
- Prepares, reviews, and approves sub awards and select procurement actions following established procedures and thresholds.
- Process sub award data in sub award database.
- Prepares, reviews, and modifications to sub awards.
- Works in partnership with operations staff to monitor sub award compliance with flow-down provisions. Records management:
- Work in partnership with records management staff to maintain the accuracy and integrity of the unit filing system.
- Performs other duties as assigned.
Applied Knowledge & Skills:
- Intermediate knowledge of donor (USG and non-USG) rules and regulations, common mechanisms of funding, types of acquisition and assistance awards, contracting concepts and principles from the solicitation phase to post-award administration.
- Strong oral communication and business/technical writing skills.
- Strong analytical skills applied to problem-solving.
- Proficient in contract portfolio management systems, processes and computer software.
- Adaptable to work environments in diverse cultural settings.
- Able to anticipate many of the tasks related to contract administration.
- Committed to accomplishing high quality deliverables on schedule.
Problem Solving & Impact:
- Exercises judgment within well
- defined procedures and practices.
- Works on assignments of moderate complexity.
- Demonstrates proficient analytical thinking and considers impact of actions.
- Still has task orientation for projects but has growing understanding of how the task meets the deliverable objective and is able to identify improvements in the process to meet the objective and/or recommend alternative tasks that meet project objectives.
- Achieves quality and timeliness goals.
- Identifies potential process efficiencies and improvements.
- Errors could result in loss of donor/client confidence and damage relationships.
- Errors could result in financial impact to the organization.
Supervision Given/Received:
- Seeks guidance and technical assistance from supervisor, experts and /or unit management.
- Works in team environment in mentoring relationship.
- Interacts frequently with supervisor/mentor and/or more experienced team members.
- Interacts with internal and external clients with direction and mentoring from supervisor, more experienced staff and/or unit management.
Education:
- Bachelor's Degree or its International Equivalent โข Business Administration, Legal Studies or Related Field.
Experience:
- Typically requires 0-2 yearsโ professional work experience with at least 1 yr. in a contracting or related position.
- Intermediate knowledge of donor (USG and non-USG) rules and regulations applicable to sponsored projects.
- Strong understanding of contracting concepts and principles.
- Excellent oral and written communication skills.
- Strong organizational skills and project management skills.
- Manage a variety of activities and pay close attention to detail.
- Proficiency in word processing, spreadsheets, and Internet capabilities.
- Read, write and speak English. Fluency in a foreign language is desired.
- International development, healthcare, or consulting industry experience preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5-50 lbs.
Technology to be Used:
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
Travel Requirements:
- Less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.Please click here to continue searching FHI 360's Career Portal.
- Less than 10%
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
- Bachelor's Degree or its International Equivalent โข Business Administration, Legal Studies or Related Field.
- Provides supplemental interpretation of fundamental regulations and standard contract requirements to help produce competitive and responsive proposals.