Grants Assistant at Creative Associates International

Position Summary

• The Grants Assistant will support the Grant Officer’s and Grants Manager with the oversight of all grants activities, including ensuring efficient and proper controls for USAID grant compliance and reporting; coordinating training and grants administration with grantees; and review and submission of financial reports as required for each grant.

Reporting & Supervision:

• The Grants Assistant will report to the Lead Grants Manager.

Primary Responsibilities
Pre-Award:

• Conduct initial eligibility review for full applications submitted by applicants
• Obtain organization documents from applicants (e.g., registration, relevant policies) and complete due diligence review
• Vet applicant details through excluded party lists using the Trade Hub’s vetting system
• Conduct pre-award assessments with shortlisted applicants, seeking input from the applicant, the Public Private Partnerships (PPP) team, and Finance as needed
• With support from Grants and finance officers as needed, conduct initial detailed review of budgets developed by PPP with applicants
• Maintain supporting documentation in SharePoint and ensure all required documents are uploaded to the Trade Hub’s grants management system, SMART
• Support Grants Officer and Manager to prepare grant negotiation memo
• Obtain signatures on finalized Environmental Review Form (EFR) prepared by Environmental Compliance Officer and upload to SMART
• Ensure finalized conflict risk assessment is complete and uploaded to SMART

Full Implementation:

• Support grantees to submit grant payment requests in SMART
• Conduct compliance review of payment request in parallel to PPP and monitoring, evaluation, and learning (MEL) staffs’ review/validation of payment means of verification (MOVs) submitted by grantees
• Ensure that the correct accounting information has been entered on the payment request prior to submission to Finance
• Maintain supporting documentation in SharePoint and ensure all required documents are uploaded to SMART

Grant Close-Out:

• Using the grant closeout checklist, ensure grant record and all required documentation in SMART is complete and that the grant file in SharePoint is neatly organized and audit ready
• Liaise with Finance to ensure all payments are complete, amounts in local currency/USD are final, and that disbursed amounts are within the approved ceiling.

Required Skills & Qualifications

• High School Diploma is required in or professional accounting/financial qualification or relevant qualification.
• Minimum of one (1+) year plus experience in grant management, including disbursements and reporting and one (1+) year plus of general experience.
• Demonstrated experience in financial administration, budget and cost control management is essential;
• Knowledge of USAID Rules and Regulations, previous experience working on USAID-funded projects is preferred;
• Excellent record keeping, and documentation skills; and
• Good communication and interpersonal skills.
• Ability to analyse data and suggest areas of improvement.
• Understanding of cost-share and/or leveraging preferred.