Grants Officer/Bookkeeper

Scope of Work

Grants Officer/Bookkeeper

 

I. Overview

Chemonics International was founded in 1975 and is one of the largest U.S. consulting firms  providing expertise in developing and emerging-market countries for initiatives  financed by the U.S. Agency for International Development (USAID).

 

II. Position Name

Grants Officer/Bookkeeper

 

III. General Responsibilities

The Grants Officer/Bookkeeper will at all times adhere to and act according to the Chemonics Professional Code of Ethics (“Living Our Values”) and will make the principles of the Code a part of the project’s culture and standard operating procedures.

 

Under the Grants Manager’s direction the Grants Officer/Bookkeeper also should be ready to undertake other project duties as required by the COP and DCOP, if needed.

 

IV. Specific Duties

 

·        Ensure that the grant award process, grant assessment, award, and disbursements are in line with USAID procedures. Support the Grants Manager to conduct subcontract pre-award determinations. Review existing processes and provide guidance on the pre-award responsibility, determination processes, and required documentation, including reference checks, organizations’ formal registration, applicant’s audited financial statements, and copies of grantees’ and subcontractors’ policies and procedures, etc.

·        Negotiate initiation of grant agreements. In close consultation with the long-term technical team and monitoring and evaluation specialist, provide inputs relating to the submitted proposal, and ensure that outputs comply with the terms and conditions of the awards

·        Support the Grants Manager to manage grant award files and subcontractors files in accordance with Chemonics’ filing system. Ensure that all files contain the critical elements for awarding and monitoring grants or subcontracts,  including signed certifications, memoranda of negotiation, required applicable standard provisions, environmental impact assessments, and marking and branding plans, etc.

·        Review existing processes and provide guidance to grantees and subcontractors on their financial management, including analyzing and assessing compliance with budgetary and financial management of grants, reviewing monthly financial reports, verifying cost share, conducting audits, and paying invoices, etc., to ensure that they comply with USAID regulations.

·        Review how grantees and subcontractors handle procurement including source, origin, nationality issues, and disposition of equipment, as well as provide guidance on best practices to grantees on these processes.

·        In collaboration with the Grants Manager, prepare subcontract and grant closing documentation, including asset management, final payment, tax exemption, etc., and ensure that these comply with USAID regulations.

·        Assist in assessing the training, technical assistance, and commodity needs of potential grantees and government partner agencies and, in particular, establish controls for expenditures and reporting on use of funds related to these needs.

·        In collaboration with the Grant Manager, work with project office staff involved with grants and subcontracts, including technical staff, accounting/finance staff, and others to confirm that there is a shared understanding of roles and responsibilities. Coordinate with the M&E Specialist on reporting requirements and how grantees and subcontractors are contributing to the PMP and M&E plan.

·        Serve as an effective liaison between project staff and local grantees to ensure that they are provided with suitable technical advice and assistance to complete their proposed objectives.

·        Work closely with the Grants Manager and DCOP, and other team members as required on all other matters relating to local grants and subcontracts.

 

V. Qualifications

§  Minimum Bachelor Decree from a reputable university

§  at least 3-5 years experience, preferably with large-scale international projects

§  Good English speaking and writing skills

§  Good Accounting skills

§  Good understanding of  USAID regulations 

§  Previous USAID or other international donor experience preferred

§  Strong inter-personal and communication skills are desired.

  

VI. Reporting

 

The Grants Officer/Bookkeeper will report directly to the Grants Manager. S/he will prepare regular oral and written progress reports that demonstrate the status of project activities toward expected results, as well as other reports as required.

 

Interested applicants for this position are requested to send a cover letter and resume to us.chemonics@gmail.com no later than 15 March 2014. Please indicate the position in the subject line.  Only the strongest candidates will be contacted. No telephone inquiries.