South Sudan (Republic of): Grants Manager

The Grants Manager is responsible for day-to-day management and administration of Pact South Sudan’s sub-grants program funded by USG as well as European and international donors such as OFDA; US State Department; the Governments of Sweden, Norway and Denmark; and other donors. S/he will work closely with Agreement Management (AM) in Pact HQ, Finance Manager, Program Managers and Officers, and implementing partners. S/he will supervise the Grants team. The range of tasks will cover pre-award to close-out as outlined below. In carrying out the role, the Grants Manager will be thorough and meticulous, as well as flexible and pragmatic.

Background South Sudan attained its independence on July 9, 2011 marking a culmination to a six-year peace (Comprehensive Peace Agreement) and decades of brutal conflicts with Sudan (1955-1972 and 1983-2005). Since 2005 South Sudan has made important strides in establishing a functioning system of government, establishing a firm foundation for the respect for human rights, tackling political instability and conflict, and expanding development to rural localities. In addition to this, in March 2013 Sudan and South Sudan signed the Matrix Cooperation Agreement and began the implementation of key post-secession arrangements bringing to a tentative close over a year of political and economic stalemate between long-time foes.

Nonetheless massive political, governance, economic and social challenges continue to rack South Sudan. It currently stands as one of the poorest countries in the world, featuring in the bottom 5% of global poverty indices. Internal violence and conflict continues to devastate lives, livelihoods and dignity of communities as a result of persistent acute intra and inter communal fighting that is deeply rooted in notions of marginalization, inequality and lack of security. As a result of the war that re-ignited in South Kordofan and Blue Nile in 2011 between SPLM-N and Khartoum, Unity and Upper Nile States in South Sudan are hosts to over 170,000 refugees with expectations that this will rise in the last half of this year.

Pact’s Work in South Sudan Pact has been working in Sudan since the late 1990’s supporting peace-building, governance, capacity development, and water and sanitation activities across South Sudan and up until recently, in the former ‘Three Areas’ of Southern Kordofan, Blue Nile and Abyei. The South Sudan Country Program currently implements the following programs: access to justice, peacebuilding (with a focus on conflict mitigation), water and sanitation provision, civic engagement and civil society strengthening, and community driven development. Pact is presently working in eight states out of the ten of South Sudan and has a dedicated focus on working in conflict affected areas of the country.

A. Pre-Award

 Work with Pact South Sudan program/project managers to select grantees/vendors for award under various sub-projects. This will include the issuance of RFAs and the conducting of pre-award assessments to determine the fitness for purpose of prospective grantees using an appropriate tool.

 Make determinations of risk profiles of prospective grantees/vendors and recommend appropriate measures to mitigate the risks identified, including the development of special award conditions.

 Obtain donor approvals where required.

 In addition to pre-award assessments, the Grants Manager will also be responsible for the following pre-award tasks:

a) Selection of the proper award instrument.

b) Cost analysis and budget negotiations.

c) Preparation of negotiation memoranda.

d) Complete submission of all award documents for approval by Agreement Management in HQ for purchase orders above $100,000, and documents for review by Agreement Management for grants above $30,000.

B. Post-Award

 Provide technical assistance to staff and grantees on administrative policies and procedures for grants management. Technical assistance on the following topics will be provided in conjunction with other initiatives of regional grant advisors:

a) Pact’s grants management policies and procedures.

b) Policies and procedures for procurement under sub-grants.

c) Interpretation of regulations (22 CFR 226, 22 CFR 228, OMB Circular A-110 and A-122, ADS chapters, etc.).

d) Preparation of solicitations (RFA, RFP, EOI).

e) Simplified grants, Standard Grants, Fixed Obligation Grants, Purchase Orders, and Consultant Agreements.

f) Modifications.

g) Grantee monitoring.

 Verify obligated funding available and data reported in the sub-grant matrix for each project.

 Maintain individual Trackers for each individual award to verify spending against the approved budget.

 Collect and maintain complete documentation of submission/transmittal of reports that are specific to grants under prime awards:

a) Inventory of assets in grantees’ custody.

b) VAT reports of grantees.

c) Audit reports of grantees.

d) Other deliverables (programmatic and financial) of grantees.

 Work with AM/HQ to obtain prior approvals and waivers for and from clients required for administration of specific grants.

 Monitor compliance with special award conditions by grantees.

 Conduct investigations to resolve contractual issues/problems/disputes arising from grants and make recommendations to the Country Director and/or Agreement Management Director for resolution.

 Routinely monitor the maintenance and control of the archive of grants.

 Ensure the final disposition of property acquired by grantee.

 Support and undertake regular site visits to grantee offices and activities.

 Ensure implementation of applicable audit recommendations relating to sub-awards, sub-contracts, and procurements.

 Track the audit requirements of the prime awards for South Sudan and provides information to the Finance and Administration Director to assist in the submission of required monthly, quarterly and annual reports in a timely Manner.

C. Procurement Under Grants

 Prepare RFPs, IQCs, and other instruments for competitive selection processes.

 Prepare and/or review documentation (selection, choice of instrument) of purchase orders and contracts financed under grants.

 Verify obligated funding available for purchase orders and contracts.

 Verify completion and payment of final invoices.

D. Training and Other Technical Assistance

• Contribute to the development and delivery of training in grants management in the field and internally for Pact Staff.

• Support New Business Development, especially through the review and development of an appropriate sub-award plan and budget.

• Although prime awards are managed by the HQ AM team, be a source of information to the South Sudan team on AM topics for managing prime awards.

E. Management

• Oversee Pact South Sudan Grants staff, 4 staff at present but with the possibility of adding 3 staff to be based in the field.

• Qualifications

 Demonstrated solid knowledge of USG and other donor regulations applicable to grants administration. Experience of managing USAID, OFDA or INL award(s) essential.

 Strong analytical skills to successfully perform financial reviews and other forms of quantitative analyses.

 Effective written and oral communication skills that are essential to building relationships with donors, host country counterparts, and partner organizations.

 Ability to exercise sound business judgment to wisely prioritize and successfully perform multiple and complex tasks.

 Highly organized and able to develop and streamline systems for efficient conduct of day-to-day tasks.

 Proficiency in word processing, spreadsheets and database skills.

 Fluency in English with preference given to applicants with high proficiency in Arabic. Language skills will be subject to testing.

 Ability and willingness to travel to remote environments and to live in not so perfect circumstances.

Minimum Qualifications

 BA and least 4 years of relevant experience (or equivalent).

 Experience of working for a capacity building and/or grant making INGO managing grants and contracts design and administration and managing and overseeing distribution of grants and contracts.

Preference for

 Knowledge of USAID rules and regulations as related to contracts and cooperative agreements; working knowledge of OMB Circulars.

 Experience in a similar role managing procurement teams.

 Experience assessing the responsibility and grant-worthiness of organizations through financial statements, audits, and other documentation presented in a proposal or in support of an award.

 Proven capacity to design and deliver a range of training and technical assistance programs to build full range of capacities for grant management.

 Fluency in English and proficiency in at least one other language

Skills and Abilities

A. Leadership

 Ability to sustain interpersonal and professional relationships with internal colleagues and contacts in donor and partner organizations.

 Strong understanding of Pact’s strategy and how tasks contribute to the greater good.

 Consistently works within the parameters of internal process and procedures.

 Strong interpersonal and team building skills.

 Engagement in corporate initiatives

B. Project Management

 Strong planning and time management skills.

 Strong written and oral communication skills, including the ability to make a presentation.

 Ability to problem-solve difficult issues.

 Ability to multitask with ease, adapting to frequently changing priorities.

 Good negotiating and conflict resolution skills.

 Strong understanding of budgets.

C. Technical Skills

 Good experience in one of Pact’s technical areas or a support function.

 Working knowledge and understanding of donor policies and regulations.

 Competence using common desktop applications and internal systems.

South Sudan is a non-family duty station. The position will be based in the capital Juba, Central Equatoria State. 25% of time is earmarked for travel to the field. Conditions can be extremely basic.

Disclaimer: This job description summarizes the responsibilities assigned to the position; however it does not contain an all-inclusive list of responsibilities. Periodically, employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This document does not create an employment contract, implied or otherwise. Employment at Pact is a voluntary “at will” relationship.

To apply for this position, please visit our website at www.pactworld.org