Grants, Contracts, and Compliance Officer at Pact

Position: Grants, Contracts, and Compliance Officer

Pact Tanzania

Location: Head Office, Tanzania

Reporting To: Senior Grants and Operational Manager

Position Purpose

The Grants, Contracts, and Compliance Officer is responsible for managing the award and administration of sub-grants funded by the Global Fund, USAID, or other international donors. This officer provides high-level oversight to achieve the goals of the Pact Tanzania project in collaboration with project partners.

Key Responsibilities

• Sub-award Administration:
• Perform compliance reviews, financial assessments, and quantitative analysis.
• Conduct pre-award assessments to evaluate the responsibilities of prospective grantees using Pact’s capacity assessment tools.
• Determine risk profiles of prospective grantees and recommend appropriate strategies to mitigate identified risks, including the development of special award conditions.
• Select appropriate award instruments.
• Perform cost analysis and budget negotiations.
• Prepare negotiation memoranda.
• Complete the submission of award documents for approval by the Country Director, Chief of Party, or Finance Director.

Pre-Award Cycle:

• Assess the responsibility and grantworthiness of organizations through financial statements, audits, and other documentation.
• Support the development and delivery of training and technical assistance programs for grant management.
• Utilize Promise and Serenic systems for all key processes.

Post-Award Cycle:

Provide technical assistance to staff and grantees on:

• Pact’s grants management policies and procedures
• Policies and procedures for procurement under subgrants
• Interpretation of donor regulations and Circulars
• Simplified grants modifications
• Grantee monitoring
• Grantee inventory and VAT reports
• Audit reports of grantees
• Other deliverables (programmatic and financial) of grantees
• Monitor compliance with special award conditions
• Conduct investigations to resolve contractual issues/problems/disputes
• Routinely monitor the maintenance and control of the grants archive
• Contract and Consultancy Management:
• Review all contracts (lease, insurance, project contacts) as required by various projects with Pact Tanzania.
• Prepare consultancy contracts and guide consultancy engagements within Pact Tanzania.
• Perform contract administration activities for selected contracts and assist in monitoring contractor’s performance, approval of progress payments, verification of deliveries, and similar activities.
• Support the extension of periods of performance and contract closeout processes.

Required Qualifications

Education:

• Bachelor’s degree in Business Administration, Commerce, Social Science, or a related field.

Experience:

• Minimum of 6 years of relevant experience in the NGO sector within Tanzania, managing sub-grants funded by the Global Fund, USAID, or other international donors.
• At least 3 years of relevant work experience on USAID-funded projects.
• Proven experience in donor funds administration.
• Experience in managing sub-award design and administration.
• Understanding of local contract and procurement law.
• Knowledge of USAID CFR 200 and other relevant Circulars.
• Familiarity with USAID DATIM financial report preparation is a plus.
• Strong understanding of donor auditing requirements and guidelines.
• Solid knowledge of USAID and other donor regulations applicable to agreements administration.
• Experience assessing grantworthiness of organizations through financial documentation.
• Proven capacity to design and deliver training and technical assistance programs.
• Proficiency in a local language is preferred.

Skills:

• Excellent communication skills in both Kiswahili and English, both verbal and written.
• Effective written and oral communication skills.
• Proficiency in word processing, spreadsheets, and database management.
• Ability and willingness to travel.
• Strong analytical skills.
• Ability to perform cost analysis and budget negotiations.
• Ability to conduct investigations and resolve contractual issues.

Preferred Qualifications

• Financial background is a plus.
• Proficiency in a local language.
• Experience in designing and delivering a range of training and technical assistance programs.
• Proven capacity to build a full range of capacities for grant management.

Specific Duties

• Sub-award Administration:
• Strong analytical skills to effectively perform compliance reviews, financial assessments, and other forms of quantitative analysis.
• Conduct pre-award assessments to evaluate the responsibilities of prospective grantees using Pact’s capacity assessment tools.
• Determine the risk profiles of prospective grantees and recommend appropriate strategies to mitigate identified risks, including the development of special award conditions.
• Select the appropriate award instrument.
• Perform cost analysis and budget negotiations.
• Prepare negotiation memoranda.
• Complete the submission of award documents for approval by the Country Director, Chief of Party, or Finance Director.

Post-Award Cycle:

• Provide technical assistance to staff and grantees on:
• Pact’s grants management policies and procedures
• Policies and procedures for procurement under subgrants
• Interpretation of donor regulations and Circulars
• Simplified grants modifications
• Grantee monitoring
• To ensure the following documents are maintained by the grantee:
• Inventory of property in grantees’ custody is properly maintained
• VAT reports of grantees
• Audit reports of grantees
• Other deliverables (programmatic and financial) of grantees
• Monitor compliance with special award conditions by grantees.
• Conduct investigations to resolve contractual issues/problems/disputes arising from grants and make recommendations to the Senior Grants & Operations Manager.
• Routinely monitor the maintenance and control of the grants archive.

Instructions on How to Apply

If you believe you are the ideal candidate, please submit your application letter and a Curriculum Vitae describing why you are the right candidate for this position, detailing your experience and employment.

Submission Method:

Send your application online via email to: [email protected] identifying the position you are applying for in the subject line.

Only applications sent online will be reviewed.

Closing Date: Tuesday, October 22, 2024

Equal Opportunity Statement

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices based on sexual orientation, gender identity or expression, marital status, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors. Only shortlisted candidates will be contacted.