The Grants and Contracts coordinator supports the entire Soil Values (SV) program staff to finalize and monitor partnership agreements or MoUs/, sub grants, as well as service contracts, in SV’s implementation countries. She/ he is responsible for developing and monitoring subgrants, in consultation with the country teams and in compliance with partnership agreements and the SV subgrants manual. She/ he is also responsible for building the financial/ administrative capacity of the local Implementing Partners (LIPs) that were awarded a subgrant.
Responsibilities Specific task
Update the subgrant manual of SV and all its annexes (in both English and French). Ensure its application by the SV team in all countries;
Design and update clear flowcharts for the elaboration of partnership agreements, MoUs, contractual agreements, subgrants, and service contracts in SV, considering the specificities of host offices (managed either by IFDC or by SNV);
Support SV technical staff in finalizing partnership agreements, MoUs, contractual agreements, subgrants, and service contracts. Give specific attention to legal clauses, consistency of the document (including annexes), formatting, budget and payment aspects;
Update the system to monitor key deliverables agreed upon in the partnership agreements as well as in MoUs/ sub grants and service contracts related to all active partnerships;
Conduct and document the due diligence of potential new LIPs identified for specific related services, as per the country's plan or related action plans. Document the selection of consultancy organizations for service contracts;
Review action plans (or terms of reference, depending on the assignment) and budgets proposed under subgrants and service contracts. Whenever needed, assist in revising or finalizing them;
Submit partnership agreements, MoUs, contractual agreements, subgrants, and service contracts for approval and monitor the contract making process until the document is fully executed;
File each fully executed document and related payment documentation, through SV’s agreed-upon filing system;
Develop a subgrant/ service contract tracker, monitor schedules for installment disbursements, alert field teams about deadlines and make disbursement projections for the following month;
Identify and prioritize needs and gaps of LIPs in financial management and governance systems, including operational policies and manuals;
Develop an efficient (replicable) approach to guide and train LIPs in the management of the subgrants;
Visit the selected organizations that are implementing activities through SV’s subgrants. Monitor LIPs to assess performance, attainment of targets, adherence to contractual obligations stated in subgrants and quality of interventions;
Write and submit quality progress reports and notes with strict respect of deadlines;
Prepare monthly contract recaps and projections for all countries;
Collaborate with the admin and financial officers of host offices (from both IFDC and SNV) to ensure adequate financial reporting/ forecasting to the management team.
Requirements
Master’s degree in management, Accounting, or a related field;
A minimum of 7 years of professional experience in contract management;
Proven experience in developing and implementing subgrant process with donor funded programs especially with DGIS;
Excellent facilitation, communication, and presentation skills in French and English (proficiency in both is highly desirable);
Experience working with a diverse range of stakeholders, including national governments, NGOs, research institutions, and farmer organizations.
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