USA - Grants & Contracts Manager
Purpose of the Job
The purpose of this position is to develop, implement and oversee all aspects of grants and contracts financial and logistical management of awards; ensuring compliance with Federal, State, International and Local Government Agencies as well as terms of awards. Reporting to the Finance Director, the incumbent is a Finance professional who collaborates with Programs' personnel to ensure successful and effective management of awarded funds. This role supports the objectives of the organizations' programs and finance departments, leading the efforts of proposals budget building, award negotiation, monitoring of receipts and expenditures, accrual reports, and post-award financial management.
Essential Functions and Responsibilities
- Design, implement and monitor grants and contracts accounting operation processes and procedures workflow ensuring effective; grant management, operational systems and processes, compliance with grants' terms, accounting guidelines (GAAP), and audit standards. Monitor and maintain grants and contracts management database and/or tools and systems.
- Develops, documents, maintains and implements grants and contracts accounting and financial procedures to fulfill federal requirements and other granting agencies' terms. As an expert on grant rules and terms, advise personnel on proper procedures and spending rules. Ensure compliance with financial policies and procedures and grantor/donor requirements.
- Prepare and manage grant and contracts budgets/proposals for organization and donor agencies' personnel. Assist Program Officers in resolving financial questions/issues related to active grant awards.
- Record grant-related financial activities and transactions ensuring accuracy and observing internal and audit controls. Oversees quality of data to ensure accurate and efficient reporting of grants and contracts data. Generate and disseminate internal and external grant-related financial reports, and conduct timely fund draw-down after submitting required reporting.
- Review grant technical progress to submit with financial reports, ensuring the integrity of information and work with program staff to resolve any related financial or audit issues. Liaise between programs, finance, information technology, legal affairs and other staff and management to ensure grant related activities, data collection, and reporting are smoothly implemented.
- Review, revise, submit, defend, and negotiate awards; award amendments, award revisions, reallocation or waiver requests, no cost extensions, award closeouts and final reporting, and any other award deliverables as appropriate.
- Maintain all award files current, complete, accurate, and easily accessible according to award management standards and document retention policies. Contribute to the development of systems that facilitate improved award administration.
- Review partners' and sub-awardees' financial records, reports, budgets, modifications, burn rates, over/under spending, etc. to ensure reasonability and correlation to plans and scope of work. Provide guidance on partners and sub-awardees' agreements and any modifications. Assist with financial and institutional capacity building trainings with partners when needed.
- Conduct reviews and on-site visits to partners to ensure supporting documentation is compliant, complete, accurate and correctly posted. Initiate timely requests for payments to partners and keep track of all disbursements in coordination with Program Officers.
- Perform other related functions and tasks for assigned projects or operation
Knowledge, Education, Experience, and Skills
- Bachelor's degree in accounting or MS in Finance, business administration, or closely related field
- 10 years finance/accounting experience, with at least 5 years in grant management Nonprofit financial management experience a must. Must have thorough understanding of federal, state and other grant rules and processes
- Experience in international development and USAID are desired, and will be highly regarded.
- Up to date knowledge of accounting and auditing standards.
- Excellent analytical and organizational skills; keenly detail-oriented and excellent follow through skills.
- Proficiency in Microsoft Office Suite, QuickBooks and other financial software a must.
- Excellent communication, verbal and written, and interpersonal skills include teamwork. Proficiency in Arabic is a plus.
- Time management skills and demonstrated ability to coordinate and prioritize multiple tasks effectively.
- Ability to identify strengths and weaknesses in a process/financial system, and recommend improvements.
- Ability to work well under pressure, with minimal or remote supervision, in a team, independently, and meet all deadlines.
Fiscal Responsibilities (budgeting responsibilities, approval privileges on purchase orders and check requests, reporting and auditing functions)
Great oversight of income and expenses, payment approvals, budget analysis and other substantial fiscal responsibilities of awarded funds and expenses.
Extent of Public Contact (within & outside the organization)
Extensive contact with all various levels of staff and management across the organization, and with granting entities personnel, vendors, government officials, and other contacts as necessary.
Physical Demands (walking, lifting, carrying, etc)
Typical office environment, limited to walking, sitting, typing, using computer and office equipment, etc. and occasional lifting of boxes and luggage.
Working Conditions and Environment (i.e., necessary travel, unusual work hours, etc.)
- Some potential international travel to field office and project sites, and local travel to granting offices, and other local business meetings as necessary.
- Some weekends and evening work will be required based on workload and deadlines.