Description

Job Description

Job title:

Grants and Compliance Manager

Work Location:

Freetown

Department:

Grants and Compliance

Reports to:

Director of Grants and Compliance

Req #:

4330

Line Management:

TBD

Organization Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based on our partnership with the Governments and Ministries of Health. The support to education, training, and mentorship to Healthcare workers and students is one of our pillars for strengthening the healthcare system.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Kazakhstan, Sierra Leone, and the Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health (MOH), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

PIH seeks a detail-oriented, results-driven grants and compliance manager with experience in contracts and grant management in the nonprofit sector, including working with high-compliance donor funding. This role plays a key function in ensuring compliance with all funding requirements related to PIH grants. We are seeking someone with superb interpersonal and organizational skills to guide and support PIH Sierra Leone in grants and compliance management. This position will report to the Director of Grants and Compliance working closely with other PIH Sierra Leone team members to ensure strong management of all donor funding.

Essential Duties and Responsibilities:

Essential Compliance:

• Act as the primary point person for all grants and compliance requirements of award management, including comprehensive consideration of donor regulations, and policy guidance.
• Ensure that PIH SL has: (a) adequate policies and procedures in place, and (b) staff with the capacity and support to implement those policies and procedures, to facilitate compliance with donor guidelines.
• Coordinate with other grants and compliance colleagues to respond to donor pre-award compliance inquiries and to ensure that compliance-related costs are included in proposal budgets.
• Assist with training and equipping staff on award management best practices.
• Support the development and roll-out of policies and procedures to ensure fulfillment of compliance requirements. This will include developing training tools and delivering training on topics.
• Monitor compliance with donor requirements by working with grants managers, project managers, finance managers, and other relevant staff to confirm and, as needed, build capacity for adherence to key policies and procedures.
• Provide ongoing support to colleagues across departments to ensure they understand grant requirements and have the capacity and support they need to fulfill them.
• Coordinate and manage grant-specific audits, fulfilling requests from auditors, compiling and reviewing supporting documentation, and drafting and reviewing responses to audit inquiries; guide, monitor, and support the implementation and communication of post-audit corrective actions.
• Ensure PIH-SL has appropriate record-keeping and documentation systems in place
  • Conduct ongoing monitoring of compliance with donor requirements, including conducting periodic spot checks, and support colleagues to address any gaps identified.
  • Implement tools and training to enhance the efficiency and effectiveness of award management, and compliance activities. Provide guidance and support to resolve any specific issues expeditiously and effectively.
    • Perform review of and organize due diligence checks on financial and audit reports, and agreements, including other contractual, Human Resources, procurement, and financial documents. As required, organize appropriate approval of these documents through donor and PIH systems.

      Sub-grantee management

      • Conduct assessment and monitoring of sub-award recipients to ensure that each sub-recipient has (a) adequate policies and procedures in place, and (b) staff with the capacity and support to implement those policies and procedures, to comply with the terms of their sub-award.
      • Review sub-grantee reports and processes as needed, ensuring compliance with donor requirements and agreements
      • Build a strong relationship based on mutual trust with sub-grantee partners
      • Build capacity in sub-grantees on compliance requirements.

        Financial management and reporting, budget development, and grant management

        • Support planning and budgeting processes for annual budgets, re-budgeting, and communicating the grant budget to PIH staff
        • Deliver monthly, quarterly, and annual budget to actual expenditure reports. Collaborate with partners to deliver necessary financial information in appropriate formats.
        • Perform budget against actual analysis and expenditure projections; share differences with Project Managers and Budget Holders and offer suggestions in line with donor budget and policies. Review monthly expenses and salaries to ensure proper allocation to the grant.
        • Support budget revisions, funding requests, and support prior approval requests to donors during the lifetime of a grant
        • Provide guidance and support to the finance team to ensure they have the information needed for accurate expense coding and are appropriately saving supporting financial documentation in an accessible shared location.
        • Support development, review, and signature of various types of contract agreements.

          Education and Work Experience Requirements:

          Specifications and Requirements

          • Must have a proven track record of proactively identifying and communicating potential problems and proposing solutions for grant management and compliance-related challenges
          • A minimum of 5 years’ experience in grants and compliance management, within the international development nonprofit sector.
          • Experience working on donor-funded projects with high compliance donors, such as USAID, US CDC, FCDO, Global Fund, EU, World Bank, Global Affairs Canada, or similar donors
          • Excellent facilitation, oral and interpersonal communication, and presentation skills including excellent writing skills.
          • Excellent planning and prioritization skills, creative problem-solving, and analytical skills.
          • Strong project management and time management skills; highly organized and detail-oriented.
          • Ability to work independently and effectively in a high-pressure, fast-paced environment and handle multiple priorities simultaneously.
          • Experience developing and delivering training on topics related to grant management and compliance
          • Strong collaborator with effective interpersonal, analytical, and communication skills
          • Demonstrated ability to manage and meet competing deadlines in a fast-paced and changing work environment.
          • Master’s degree in business administration, public administration, international development, or related field.
          • Excellent analytical, communication, and computer skills. Ability to write in detail to effectively convey compliance requirements, and compose emails, presentations, and reports in a logical, organized, and concise manner
          • Commitment to health and social justice.
          • Ability to live in Sierra Leone full-time required.

            Prevention of Sexual Exploitation and Abuse

            Partners In Health Sierra Leone is dedicated to preventing unwanted behaviour in the workplace, including sexual harassment, exploitation, abuse, financial misconduct, and ensuring the welfare of those we serve. We expect all staff, consultants, contractors, vendors, and volunteers to uphold these values as outlined in our code of conduct.

            The successful candidate will receive appropriate training and must adhere to the organisation’s safeguarding policies. Employment offers are contingent upon satisfactory references and screening checks, which may include criminal records and terrorism finance checks.

            As a participant in the Inter Agency Misconduct Disclosure Scheme, we request information from previous employers about any instances of sexual exploitation, abuse, or harassment. Additionally, Partners In Health Sierra Leone will share records of such misconduct with other agencies upon staff departure, ensuring transparency and accountability. By applying, candidates acknowledge and agree to these recruitment procedures

            Social Justice

            We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

            Mode of Application

            Interested candidates are required to apply through our website: www.pih.org/employment .In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than 5:00pm GMT (Midnight) on Thursday 31st October 2024