Grants Management Specialist

4 weeks ago

Mansfield, Nottinghamshire, United Kingdom The Elizabeth Glaser Pediatric AIDS Foundation Full time

Overview of the Role:

As a Grants Management Specialist, you will play a crucial role in ensuring compliance and effective management of grants. Your responsibilities will include:

Compliance Oversight:

· Collaborate with project coordinators to develop and implement compliance review strategies.

· Conduct biannual compliance reviews for each partner as outlined in the grant management plan.

· Perform annual risk assessments and pre-award evaluations for new partners.

· Provide insights to the technical leader regarding potential risks in the grant portfolio.

· Ensure timely resolution of compliance findings in accordance with the grant management plan.

· Maintain an updated inventory of assets and provide this information during compliance visits.

· Advise on audit requirements for sub-grantees annually, adhering to relevant regulations.

· Foster sustainable relationships between the organization and grant recipients.

· Monitor recipient performance to ensure adherence to grant terms and conditions.

· Offer ongoing support to grant recipients to ensure compliance with their agreements.

· Oversee the closeout process for grants.

Documentation and Communication:

· Systematically document all relevant information in line with established guidelines.

· Ensure that files are consistently updated in both physical and electronic formats.

· Proactively communicate with colleagues and partners regarding shared information.

· Facilitate the documentation process for grants managed by recipients.

· Keep supervisors and colleagues informed of all communications and documentation.

· Provide weekly updates based on monitoring and support activities.

Financial Management:

· Ensure that all grant recipients have the necessary cash flow to implement project activities.

· Submit monthly cash requests for each recipient in a timely manner.

· Monitor monthly expenses of grant recipients and provide financial analyses.

· Collect and review supporting documentation from grantees on a monthly basis.

· Advise on cash flow risks within the portfolio.

· Track all wire transfers to grant recipients and maintain accurate records.

· Facilitate accurate cash projections for grant recipients on a quarterly basis.

Contract Management:

· Ensure that all grant recipients maintain active contracts and track modifications.

· Monitor adherence to contractual and donor regulations through capacity-building initiatives.

· Assist in the pre-award assessment process to ensure organizational capacity for grant management.

· Provide technical justifications for grant selections and cost analyses.

· Collaborate with financial, contractual, and technical teams to ensure compliance.

· Address any issues related to grant management promptly and effectively.

· Advise on appropriate funding mechanisms for the portfolio.

Capacity Building:

· Facilitate training sessions on relevant regulations and financial management for grant recipients.

· Provide ongoing technical assistance to key personnel in administrative and financial procedures.

· Proactively enhance portfolio capacity through on-site training as needed.

· Continuously learn and share knowledge on project and grant management developments.

Additional Responsibilities:

· Collaborate effectively with colleagues and demonstrate a positive attitude.

· Contribute to the development of tools and resources for continuous improvement.

· Report quarterly activities in alignment with project office plans.

· Support other grant officers and colleagues as directed by supervisors.

Qualifications:

· A minimum of three years of experience in managing US Federal funded grants and contracts.

· A Bachelor's degree in Business or a related field is required.

· Experience in project management is essential.

Preferred Qualifications:

· Experience in business management or financial administration of federally-funded programs.

· Proficiency in data management.

· Experience with international non-profit organizations is preferred.

· Strong communication skills, both oral and written, including editing and proofreading abilities.

· Proficient in computer software, particularly Word and Excel.

· Excellent organizational skills with the ability to manage multiple priorities.

· Professional interaction with staff, applicants, and sub-recipients is essential.

· Willingness to travel as required.

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