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Director, Grants and Contracts Management

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Helen Keller International
Location: New Yor, NY or Washington, DC
Last Date: March 2, 2011
Email: hkihr@hki.org (Reference: DevNetJobs.org)



Job Announcement – Director, Grants and Contracts Management
New York, New York or Washington, DC

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International (HKI) works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, HKI currently conducts programs in 21 countries in Africa and Asia as well as in the United States. HKI is known for sustainability, reliability, efficiency and the highest level of technical expertise in fighting and treating blindness and malnutrition. To accomplish its work, HKI builds the capacity of local governmental, civil society and private sector systems and infrastructure, and promotes the development of sustained, large-scale programs that deliver effective preventative and curative eye health and nutrition services. The hallmark of HKI’s work is its proven effectiveness in developing, testing and scaling-up health interventions, and integrating them within government and community structures. HKI works with partners around the world to help meet key provisions of the Millennium Development Goals (MDGs), selected by all 191 United Nations member states, as well as VISION2020, The Right to Sight. With nearly 700 staff and an annual cash operating budget of over $45 million, HKI is seeking a Director, Grants and Contracts Management.

Scope of the Position:
Establish and lead the Department of Grants and Contracts Management in supporting project teams throughout HKI’s programming areas by ensuring sound grant and contracts management, timely financial reporting, and oversight of sub-grant awards as well as analysis of agreements and contracts. Responsible for the establishment and oversight of policies and procedures supporting HKI’s administration and management of grants, sub-grants and contracts, specifically for US and other government donors; and the implementation of grants management operations to ensure compliance with legal and donor requirements across programs. Assist program and technical staff in their understanding of the terms and conditions of grants and contracts by providing grant donor compliance expertise and advice to senior managers to ensure that programs are delivered with minimized compliance risk.

Administer the Project Database and oversee the integrity of the data that provides budget and grant award information to the organization’s management staff at Headquarters, Regional and country office locations for the effective management of approximately $45 million in grants and contracts funding. Primary to successful performance is the ability to work collaboratively with regional office staff to train and build capacity of local national staff.

Major Duties and Responsibilities:
Systems Development:
• Provide leadership and guidance to support all aspects of the contracts and grants process.
• Develop guidelines, procedures, standards, work processes, manuals, metrics and methodologies for a successful and comprehensive grant management system.
• Ensure that tools, systems and procedures support timely and accurate reporting to all users of grant information.
• Assess and communicate the benefits and risks of adopting new grant policies, procedures, systems or technologies.
• Liaison between fundraising and financial teams and systems to ensure continuity, accuracy, and adherence to key processes.
• Assist with developing and maintaining strong working relationships with key partners and stakeholders within a multi-disciplinary, multi-cultural environment.
• Partner with headquarters, regional and field staff to provide training, analysis and information and to build consensus on the management of organizational grants and budgets.

Grants Management and Reporting
• Ensure robust organizational grants and budget management systems and controls for maintaining compliance with all applicable organizational policies and procedures, U.S. and foreign laws and regulations, and donor rules and regulations.
• Develop and oversee standard terms and conditions for grant award letters, agreements and contracts.
• Write and review memoranda of understanding, teaming agreements, contracts, and sub-agreements, and contracting officer approval letters
• Ensure effective and efficient operations in the areas of procurement, solicitation, budget preparation, contracting, and award administration (grants, cooperative agreements and contracts) to include financial monitoring.
• Oversee technical, legal, financial, and administrative components of grant management for the organization, working effectively with the finance team, country program teams, other administrative departments and senior management.
• Ensure accuracy of manual and electronic grant files including but not limited to coding, reporting, and forms through use of periodic reconciliations and checks.
• Develop tools and indicators to ensure quality and timeliness of all aspects of grants processing and management.
• Oversee the contact with donors regarding the use of grant funds
• Maintain grant oversight by recording the status of grants, forecasting and tracking grants and program budgets.
• Play the lead role in ensuring that key processes are in place to ensure that grant risk assessment, donor financial compliance, and reporting management systems receive consistent attention and direct support.
• Conduct regular monitoring field visits for compliance to all applicable rules and regulations.
• Assist in trouble-shooting issues as they arise.
• Ensure that sub-grants are being effectively monitored and continuously contribute to HKI’s sub-grant management capacity.
• Maintain primary relationship for financial grant management with funding partners.
• Manage the close-out of completed projects.

Supervisory Responsibilities:
Directly supervise one employee in accordance with the organization's policies and applicable laws, including interviewing, hiring, and training employee; planning, assigning, and directing work; appraising performance; rewarding and disciplining employee; and addressing complaints and resolving problems.

Requirements/Qualifications:
• Master’s Degree in business administration, grants/contracts management, finance, accounting, public administration or related field with five years relevant experience working on finance, grants, and contractual management of government-funded projects; or Bachelor’s Degree with seven to ten years of relevant experience. Certificate in Grants and Contracts Management is a plus.
• Minimum of five years experience with donor-funded programs in developing countries, preferably with the United States Agency for International Development (USAID).
• Knowledge and experience in grants administration and procurement regulations.
• Proven ability to create and maintain effective systems for managing information, and tools for making information accessible and understandable to a broad audience.
• Able to explain complex legal, regulatory, budget and financial information to a broad range of individuals from various backgrounds.
• Able to plan and manage complex projects.
• Experience in leading a grants and contracts management team.
• Knowledge of Microsoft software products. Experience in the use of various financial software packages and/or manual accounting systems.
• Able to develop and conduct training for program and operations staff in financial and grants and budget management policy, procedures and processes.
• Able to prioritize workload, assume responsibility for work and follow through to completion.
• Able to undertake field travel.
• Able and willing to work under pressure as a part of a global team.
• Demonstrated understanding of the synergy between the programmatic, operational and financial components of public health initiatives.
• Strong interpersonal skills in dealing with internal and external colleagues.
• Periodic travel to domestic and international locations may be required.

To Apply:
Interested applicants must submit: (1) cover letter, (2) current resume, and (3) short writing samples (2-3 pages), to Ms. Lori S. Tiller, Senior Vice President and Chief Operating Officer, at hkihr@hki.org. Please note Grants and Contracts in the subject line. Applications will be accepted until the position is filled.


 

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