Senior Grants Finance Specialist at DAI Global LLC

PURPOSE OF THE ROLE:

The Senior Grants Finance Specialist (SGFS) will play a role in managing the grant award administration process, including pre-award and post-award requirements as outlined in the project’s Grants Under Contract (GUC) Manual and DAI policies and procedures. The SGFS will actively participate in team discussions, contribute ideas to design processes, remain flexible with assigned tasks, and think creatively about how to structure and develop grants mechanisms to the private sector that facilitate technical excellence and performance-based results, while meeting high standards of regulatory compliance. Due to the innovative nature of IBR’s grants program, the SGFS will be expected to deliver clearly articulated ideas and clearly written products that are well thought out and tailored to businesses, private associations, banks, financial institutions or other eligible organizations in meeting grants objectives.  The SGS will be required to perform at a high level for managing multiple competing priorities and award processes under pressure to meet activity deadlines.

Because the IBR grants program will include a focus on identifying non-traditional, local, and niche technical partners, this will require the SGFS to work in collaboration with other IBR personnel to build the capacity of prospective and awarded grantees on how USAID award administration functions, while ensuring that agile programming, accountability for performance, and grant compliance remain in place. The SGFS will support continual processes for improvement under an adaptive management approach that is responsive to the technical and operating environment in Ukraine.

The Senior Grants Finance Specialist will also work closely with the Senior Grants Manager to oversee expenditure monitoring under grants and maintaining financial and pipeline tracking tools related to grants. The Senior Grants Finance Specialist will support grantee efforts to effectively manage grant budgets in support of the work necessary to achieve results, ensuring that all submitted payment requests meet the terms and conditions of each grant award.

OBJECTIVES AND DUTIES:

General Award Management:

• In collaboration with the Senior Grants Manager and technical teams, manage the full grant award lifecycle, including but not limited to conducting market research, finalizing to completion notice of funding opportunities (NOFO, i.e. RFC, RFA, APS, etc) and their annexes, organizing and leading applicant conferences, responding to applicant questions, organizing and leading technical evaluation committees, completing cost reasonableness reviews and due diligence requirements, preparing approval documents, assisting technical leads with implementation management, ensuring performance targets are captured in grant awards, providing capacity building support to partners in grant administration, and ensuring proper grant closeout.
• Support the development and establishment of clear grants policies, procedures, and templates by using simple language, prioritizing operational efficiencies, and systematized grant award administration procedures.
• Ensure that all grant activities follow the approved GUC Manual and comply with relevant USAID and DAI regulations, policies, and procedures, including the use of DAI authorized systems.
• Actively nurture and promote a collaborative work environment and culture that is idea driven, solutions oriented, and committed to compliance.
• Manage grant files to completion ensuring that all required documentation follows a grant checklist and is saved in the Grant’s database TAMIS and SharePoint, according to the project records map.
• Upholds and exemplify DAI values and code of conduct (ethics and integrity).
• Work with TAMIS Administrator to customize the Grant Module in TAMIS, as necessary.

Pre-Award Responsibilities:

• In collaboration with the technical team support the collaborative design and structure of the NOFO and anticipated grant mechanism.
• Clearly set timelines and roles and responsibilities for meeting competition requirements and estimated award dates.
• Develop to completion any NOFO amendments, as required.
• Organize and lead the applicant conference, including responding to questions.
• Manage the grant intake process and complete eligibility pre-screening.
• Organize and prepare documentation for technical evaluation committees, including ensuring individual and group score cards are completed, TEC instructions sent, and Confidentiality and Non-Disclosure forms are signed.
• Chair or Co-Chair Grant TECs as a non-voting member.
• Lead and/or complete due diligence / pre-award surveys for apparently successful applicants (ASAs) to assess the capacity and readiness of potential grantees.
• Provide support to the technical team in co-creation.
• Ensure all grant budget estimates meet the standards of allowability, allocability, cost reasonableness, and consistency.
• Support the completion of required award approval packages, including the negotiation memorandum, final budget, program description, milestone schedule, environmental compliance, and background vetting.

Award and Post Award Responsibilities:

• Upon USAID approval, prepare grant agreements and amendments, explaining terms, conditions, roles, and responsibilities.
• Work with the procurement department to compete and purchase goods and services for in-kind grantees.
• In collaboration with the Sr. Grants Manager and Component Lead, schedule kick-off meetings with grantees and support meeting preparation.
• Ensure that any identified weaknesses in initial grantee assessments and related requirements have been addressed and clearly incorporated into the agreements, as appropriate, with the required monitoring and actions on the part of the grantee.
• Periodically audit award implementation to ensure schedules, activities, and implementation meet the terms and conditions of the grant award.
• Monitor grant milestone schedules and ensure all means of verification are complete and included with requests for payments or follow grant agreement terms to ensure compliance.
• Ensure grant closeout procedures are completed, including disposition plans (as applicable) and grant checklists/trackers are marked closed.
• Troubleshoots grant related issues with the other grant staff.

Continual Learning and Reporting:

• Support the technical, M&E and Communications teams in monitoring the work of grantees in agreement with USAID and DAI policies and regulations.
• Provide scheduled training, guidance, coaching, mentorship, and support (on-the-job training, learning-by-doing) to project staff on grants schedules, implementation, and compliance of grants policies, procedures, and instructions, tailored to their role in the process.
• Work with the MEL and technical team to ensure that all grantee/activity monitoring reports and data are correctly entered into the project’s Activity Database (i.e. TAMIS) on a regular basis, and that databases are capable of monitoring, tracking, and reporting different reporting requirements.
• Contribute data required on a recurrent basis to assist in the preparation of reports, analysis, and presentations on grantee/activity performance.

Grants Finance Management:

• Review and analyze grant budgets on a regular basis to advise the Senior Grants Manager on expenditure trends.
• Review requests for payment or reimbursement for accuracy, compliance, and sufficient detail to ensure compliance with the grant agreement.
• Submit requests for payment through the authorized DAI system and track payment times.
• Review all cost share / contribution / leverage presented by the grantees for accuracy, compliance, and sufficient detail to ensure compliance with the grant agreement.
• Monitor and report on cost share / contribution / leverage attained by the grantees.
• Conduct regular variance analysis based on review of grantees financial reports and respond to respective queries in relation to financial reports from DAI/ IBR management.
• Maintain up-to-date grants projections and grant financial tracking.
• Keep track of de-obligated funds under grants in close collaboration with the finance team.
• Continually update the grants financial and pipeline trackers.
• Ensure that DAI regulations are complied with in all grant transactions and processes/
• Raise financial or cost performance issues to the Senior Grants Manager for discussion.
• Assist in the preparation of cash flow plans to ensure that sufficient cash is available for grants disbursements.
• Consult grants recipients in financial reporting to IBR to build their organizational capacity in financial management under USAID awards.
• Work closely with the Finance Manager to ensure that accrued grant liabilities are accurately tracked, and progress payments are processed on a timely basis.
• Other duties as assigned by the Senior Grants Manager, Deputy Chief of Party or Chief of Party that are consistent with the overall focus of the assignment.

QUALIFICATIONS:

• Master’s degree in international development, business administration, finance, management, accounting and audit, or related field is required.
• Minimum of 4 years’ experience in international business/organization at the financial management roles.
• Demonstrated record of achieving results in financial management with international development programs with experience in USAID grants management is preferred.
• Demonstrated knowledge and experience related to the Ukrainian private sector is preferred.
• Ability to solve complex technical, managerial, or operational problems and evaluation options based on relevant information.
• Strong interpersonal skills and written and oral communication skills.
• Language requirements are as follows:
  • Fluency in Ukrainian
  • English level III (General working proficiency) Reading/Writing/Speaking. Preference will be given to the candidates with English level IV (Fluent).
• Highly skilled in Microsoft Office suite products (Word, Excel, Power Point, Teams).

Qualified individuals with disabilities are encouraged to apply.

Please submit Cover Letter and CV tby August 05, 2024.

Only shortlisted candidates will be contacted.

2024-07-23T15:33:10.000 2024-08-05T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна DAI GLOBAL LLC, USAID Financial Sector Reform Activity (FSR)