General Summary

The Grants Officer has responsibility and accountability for the grants management function within the Finance and Grants Section of the IDI Office. The Grants Officer assists other programme team members in supporting implementing partners with work plans and budgets development. He/she will develop/implement grants management procedures that match the Ugandan context so that grantees are able to manage their grants efficiently and in compliance with funder regulations. He or she supports the entire grants management cycle including grant-making processes and procedures from inception to close-out.

Key Responsibilities

1. Grants Management ·

• Develop or adapt formats, procedures, and regulations to be used0+ for formulating, negotiating, executing, monitoring, and closing sub-grants according to funder regulations. ·
• Collaborate with other programme staff in designing/revising mechanisms to solicit Activity plans or proposal applications (if applicable), award sub-grants, negotiate terms of reference, and monitor and report on financial activities as appropriate. ·
• Assist technical staff in reviewing implementing partners’ periodic work plans and budgets ·
•  Work with the Senior Grants officer and Grants Manager to ensure that the Grant Management Manual is kept up to date and amended as required. ·
•  Support the close-out process with the IDI implementing partners.
• 2.Donor Compliance ·
• Develop mechanisms for making payments and monitoring/reporting financial performance, in accordance with funder requirements and guidelines and those established in the agreements with sub-grantees. · Administer the grants according to criteria and guidelines set forth by the IDI  in relation to funder requirements, contractual agreements and the IDI Grants Management  Manual and guidelines.
•  Review financial reports and records submitted by sub-grantees in order to help them improve or maintain acceptable standards that enable them to generate reliable information and reports that are compliant with donor requirements.
• 3.Support to Grantees ·
• Develop financial capacity assessment tools for local partners and grantees ·
• Build the technical support strategies and plans according to the needs identified after the financial assessment of grantees. ·
•  Conduct training workshops, one on one technical support and mentoring for local partners’ staff in grants management and other finance areas as necessary.
•   Provide regular field-based support to sub-grantees to track work progress, provide guidance and support, and ensure consistent quality of work is performed in grants management; conducting performance plans and reviews; implementing and assuring adherence to Project policies, guidelines and values; ·
• Providing administrative and logistical support to the technical review process ·
• In conjunction with partners and other staff support grantees to adhere to organizational policies and procedures, and other recommendations for financial and programmatic accountability. ·
• Follow up on financial capacity building plans and monitor the grantees that have received training to ensure that they are applying the knowledge acquired appropriately. ·
•  Work with and support finance and programmatic personnel during the budgeting process.
• 4.Manage the Grants Information System ·
• Provide inputs and support on the definition of financial and programmatic selection criteria to be followed in the granting process. ·
•  Develop monitoring tools for Program staff to review compliance issues during support visits. ·
•  Maintain all the files, generate and share out all grantee information that will facilitate decision making and donor reporting. ·
•  Work with partners and staff to develop monitoring plans/schedules and through periodic visits, follow-up the grantees to assess implementation and compliance with the grants agreements. ·
• Assist in developing work plans, monitor progress, track expenses, and prepare reports under the guidance of the Senior grants Officer and Grants Manager. ·
•  Analyse financial data on sub-granting; report on performance trends and compliance with the budgets and agreements. ·
• Review the Quarterly reports and Grant Information System Reports submitted by the implementing partners.

Work conditions

The position is based in Kampala, with approximately 30% time spent in the field providing support supervision and monitoring of IDI grants.

Person Specification

• Minimum of a bachelor's degree in Business Administration, Finance, Accounting or other related field ·

• Minimum of 5 years’ experience, 3 of which must be in US Federal funded grants/contracts administration and management. Preferably with international non-governmental organizations. · Experience in the development or implementation of contracts/grants and compliance training. ·
• Excellent communications skills (oral and written), including editing and proof reading ·
• Proficient computer/software skills, including good command of MS Word and Excel ·
• Excellent organizational skills, ability to work independently, assess priorities and manage a variety of activities with attention to detail
• Ability to interact professionally with colleagues, contractors, vendors, and awardees ·
•  Willingness to travel up to 30% of time.

General Summary

The Grants Officer has responsibility and accountability for the grants management function within the Finance and Grants Section of the IDI Office. The Grants Officer assists other programme team members in supporting implementing partners with work plans and budgets development. He/she will develop/implement grants management procedures that match the Ugandan context so that grantees are able to manage their grants efficiently and in compliance with funder regulations. He or she supports the entire grants management cycle including grant-making processes and procedures from inception to close-out.

Key Responsibilities

1. Grants Management ·

• Develop or adapt formats, procedures, and regulations to be used0+ for formulating, negotiating, executing, monitoring, and closing sub-grants according to funder regulations. ·
• Collaborate with other programme staff in designing/revising mechanisms to solicit Activity plans or proposal applications (if applicable), award sub-grants, negotiate terms of reference, and monitor and report on financial activities as appropriate. ·
• Assist technical staff in reviewing implementing partners’ periodic work plans and budgets ·
•  Work with the Senior Grants officer and Grants Manager to ensure that the Grant Management Manual is kept up to date and amended as required. ·
•  Support the close-out process with the IDI implementing partners.
• 2.Donor Compliance ·
• Develop mechanisms for making payments and monitoring/reporting financial performance, in accordance with funder requirements and guidelines and those established in the agreements with sub-grantees. · Administer the grants according to criteria and guidelines set forth by the IDI  in relation to funder requirements, contractual agreements and the IDI Grants Management  Manual and guidelines.
•  Review financial reports and records submitted by sub-grantees in order to help them improve or maintain acceptable standards that enable them to generate reliable information and reports that are compliant with donor requirements.
• 3.Support to Grantees ·
• Develop financial capacity assessment tools for local partners and grantees ·
• Build the technical support strategies and plans according to the needs identified after the financial assessment of grantees. ·
•  Conduct training workshops, one on one technical support and mentoring for local partners’ staff in grants management and other finance areas as necessary.
•   Provide regular field-based support to sub-grantees to track work progress, provide guidance and support, and ensure consistent quality of work is performed in grants management; conducting performance plans and reviews; implementing and assuring adherence to Project policies, guidelines and values; ·
• Providing administrative and logistical support to the technical review process ·
• In conjunction with partners and other staff support grantees to adhere to organizational policies and procedures, and other recommendations for financial and programmatic accountability. ·
• Follow up on financial capacity building plans and monitor the grantees that have received training to ensure that they are applying the knowledge acquired appropriately. ·
•  Work with and support finance and programmatic personnel during the budgeting process.
• 4.Manage the Grants Information System ·
• Provide inputs and support on the definition of financial and programmatic selection criteria to be followed in the granting process. ·
•  Develop monitoring tools for Program staff to review compliance issues during support visits. ·
•  Maintain all the files, generate and share out all grantee information that will facilitate decision making and donor reporting. ·
•  Work with partners and staff to develop monitoring plans/schedules and through periodic visits, follow-up the grantees to assess implementation and compliance with the grants agreements. ·
• Assist in developing work plans, monitor progress, track expenses, and prepare reports under the guidance of the Senior grants Officer and Grants Manager. ·
•  Analyse financial data on sub-granting; report on performance trends and compliance with the budgets and agreements. ·
• Review the Quarterly reports and Grant Information System Reports submitted by the implementing partners.

Work conditions

The position is based in Kampala, with approximately 30% time spent in the field providing support supervision and monitoring of IDI grants.

Person Specification

• Minimum of a bachelor's degree in Business Administration, Finance, Accounting or other related field ·

• Minimum of 5 years’ experience, 3 of which must be in US Federal funded grants/contracts administration and management. Preferably with international non-governmental organizations. · Experience in the development or implementation of contracts/grants and compliance training. ·
• Excellent communications skills (oral and written), including editing and proof reading ·
• Proficient computer/software skills, including good command of MS Word and Excel ·
• Excellent organizational skills, ability to work independently, assess priorities and manage a variety of activities with attention to detail
• Ability to interact professionally with colleagues, contractors, vendors, and awardees ·
•  Willingness to travel up to 30% of time.

Communications Assistant (1)

The Communications Assistant is expected to work within a team to capture and develop communication materials for programme beneficiaries, donors, and other internal and external stakeholders. He/she will also be tasked with tracking campaign analytics and maintaining digital media archives.   

DREAMS Officer (1)

The position holder will support day-to-day implementation of comprehensive DREAMS packages for eligible AGYW through collaborative efforts with District and sub-District structures, and in line with the current GOU and USG funder guidelines.

Urban TB Services Coordinator (1)

IDI recently received a five-year transition award entitled USAID Local Partner Health Services-TB Activity.  The purpose of the Award is to increase TB case detection and treatment success in Uganda to 90% of all cases and thus contribute to substantial reduction of Uganda’s TB burden by 2026. IDI works through technical assistance to the National TB Program in the three focus districts of Kampala, Mukono and Wakiso and Regional Referral Hospitals to increase the availability, accessibility and utilization of integrated TB, TB/HIV and MDR-TB services.

The Urban TB Services Coordinator will support the smooth implementation of the planned technical activities under the USAID LPHS-TB Activity in Kampala, Mukono and Wakiso districts. S/he will lead on capacity-building activities for both project and health workers in the supported facilities, the smooth implementation of planned activities and the collaboration of the various partners in TB service delivery in KMW.

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