Grants Officer – Community Аction for HIV Control, Pact. Inc

Pact Overview:

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42 -year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Pact Inc, is implementing a USAID-funded project Community Action for HIV Control. The project goal is to accelerate Ukraine’s efforts to achieve HIV epidemic control by 2030 by improved prevention, testing and linkage to care among key and priority populations.

Position Summary:

Grants Officer shall provide administration of the full cycle of grants management for the Community Action for HIV Control beginning with award procurement, pre-award assessments, managing deliverables, ensuring compliance with rules and regulations, reviewing grantees financial and programmatic reports, managing close-out procedures, and maintaining complete files and data management for each award. S/He will be responsible for ensuring direct technical assistance to sub awardees, as well as monitoring implementation of program activities under the project’s sub-awards. A successful candidate must demonstrate strong organizational skills and a spirit of flexibility, adaptability, and collaboration under challenging conditions. The Grants Officer is responsible for ensuring the highest level of integrity in the management of sub-grants including proper adherence to Pact and GAC policies and procedures.

Duties and Responsibilities:

• Assist in the design, development and implementation of awards, under the supervision of the Grants Manager;
• Develop grant documents in compliance with funder requirements, using Pact standard templates and working closely with Pact HQ Agreement Management team and the Grants Manager to execute quality agreements.
• Under oversight of the Grants Manager, coordinate requests for applications
• Manage the selection of grants and liaise with the Selection Committee members.
• Administer, pre-award assessment, negotiation, and monitoring/compliance visits.
• Utilize Pact’s Subaward Management System (Salesforce) and accounting system (Serenic NAV) for subaward issuance and management. Ensure that all required documentation is uploaded and stored as per Pact policy.
• Together with the Grants Manager and in close coordination with other Pact staff ensure compliance with donor and Pact’ policies and procedures, and achievement of intended results;
• Ensure proper negotiation of final terms and conditions for grants and contracts, under the direction of the Grants Manager and review and analyze budget estimates for allowability, reasonableness, and consistency;
• Ensure the proper preparation and execution of grant and contract documents and grant disbursements consistent and compliant with donor and Pact requirements, and project procedures and best practices. Documentation required will include grant agreements, negotiation memos, grant activity forms, branding and marking plans, and others;
• Work closely with Program team to ensure that sub-award monitoring and evaluation is conducted as required and that financial deliverables, deadlines, programmatic outputs and impact are captured and recorded in the project databases in an accurate and timely fashion;
• Provide support focused on compliance, grants and contracts management and successful implementation of grants and contracts as well as other activities such as short-term technical assistance (STTA) and/or direct distribution of goods and services (DDGS);
• Provide advice to the grantees on grant projects implementation and financial reporting;
• Oversee the implementation of grants from the operational perspective and be responsible for sub-grantee’s reports timely submission, review and approval.
• Work closely with the Grants Manager to ensure accurate and timely disbursement and liquidation of subaward expenses.
• Ensure that all award files are complete and maintained as required;
• Support closeout of sub-grants, including preparation of final inventories, property disposition, etc.
• Under oversight of the Grants Manager reviewing and analyzing filled in templates of budgets of subawardees applications, their financial reports.
• All other duties as assigned

Requirements

• Bachelor’s degree and 5+ years relevant experience or equivalent combination of education and experience.
• Other local education and experience: University Degree in International Relations/ Economics / Finance / Accounting / Social Science, Business Administration or other relevant area
• 3+ years of experience working with international technical assistance programs;
• Understanding of NGOs grant management cycle and outreach activities;
• Excellent computer skills (including Excel, Word, Powerpoint);
• Experience of working within complex networks and addressing issues of internal governance and management, dispute resolution, and fair and transparent decision-making;
• Good organizational skills and ability to manage a complex workload and deadlines;
• Highly effective administration skills including computing, word processing, and data management and visualization;
• Excellent communication skills (both written and oral) in English and Ukrainian.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.