Senior Grants and Operations Manager, Head Office at Pact
Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven, and owned by the communities we serve. Our vision is thriving, resilient and engaged communities leading their own development.
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Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact. To learn more about Pact Tanzania, visit: http://www.pactworld.org/country/tanzania
We are a recognized global leader in creating social impact. Our staff have a range of expertise in areas including capacity development, public health, governance, and civil society, climate change adaptation and mitigation, energy, women’s economic empowerment, fragile states, artisanal and small-scale mining communities, monitoring and evaluation, microfinance, and more.
Project Overview
ACHIEVE is a five-year, USAID-funded global cooperative agreement with the dual objectives of attaining and sustaining HIV epidemic control among at-risk and hard to reach pregnant and breastfeeding (PBF) women, infants, children, and youth, as well as to mitigate the impact of HIV/ AIDS and prevent HIV transmission among these populations: and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners.
ACHIEVE is funded by USAID in Tanzania to implement a four-year activity (October 2020 to April 2024) which aims: (1) to improve national- and community-level social welfare systems in order to sustain support for orphans and vulnerable children (OVC) and families affected by HIV and (2) to strengthen the capacity of local organizations to deliver OVC services and (3) to deliver high quality OVC services and DREAMS interventions for AGYW 9-14 years.
Pact Tanzania is looking for an enthusiastic, creative, energetic individual to fill the following vacant position for the ACHIEVE Tanzania Project:
Position : Senior Grants and Operations Manager, Head Office (1 position)
Contract Duration : 1-year contract (Renewable)
Reporting to : Country Director, Pact Tanzania
Position Purpose:
The Senior Grants and Operations Manager is directly responsible to and supervised by the Country Director of Pact Tanzania. The Senior Grants and Operations Manager provides high-level grants and contracts management to achieve the goal of the Pact Tanzania project, working with partner organizations and Civil Society Organizations (CSOs). S/he provides overall leadership and oversight for all aspects related to the management of sub-grants and subcontracts. This requires close collaboration with Pact HQ to ensure compliance with Pact and USAID, DFID, and other donor guidelines. The Senior Grants and Operations Manager supervises all staff within the grants, IT and procurement. S/he will play a critical role as a Pact Tanzania Country Management Team (CMT) member in strategic decision-making and ensure the effective and efficient operation of these functions.
Key Responsibilities’
Sub-award Administration
- Develop subcontract and sub-grant award documents compliant with donor requirements and Pact standard templates and work closely with Pact HQ Agreement Management team to execute quality sub-awards.
- Administer the full cycle of sub-award management activities beginning from solicitation through selection, pre-award assessments, negotiation, monitoring/compliance visits, and closeout.
- Utilize Pact’s sub-award management system (Promise) and accounting system (Serenic NAV) for sub-award issuance and management. Ensure that all required documentation is available and stored as per Pact regulations.
- Oversee budget management of projects’ sub-award pools working with the Senior Finance Manager. Work closely with the Senior Finance Manager to ensure accurate and timely disbursement and liquidation of sub-award expenses.
- Ensure timely training of grantees and Pact Tanzania staff to understand and comply fully with donor Develop training materials and carry out regular training with grantee partners.
- Ensure that office systems for grants and contracts administration are maintained and that regular reports are provided to Pact headquarters.
- Award and administer sub-contract(s) and consultant agreements necessary to support local programs and
- Develop and/or update Pact Tanzania Country Office Sub-awards Manual in compliance with Pact HQ guidance.
- Support closeout of awards, including preparation of final inventories, property disposition, etc.
- Track and update all the special wards conditions in all sub-agreements and sub-contracts.
Agreements Management
- Work with Pact Project Director/Program Directors and senior managers to select grantees for award under various projects. This will include the conduct of pre-award assessments to determine the responsibility of prospective grantees using Pact’s capacity
- Provide technical assistance to staff and grantees on administrative policies and procedures for Agreement
- Work with the Agreements Management Team at HQ to obtain prior approvals and waivers from donors required for the administration of specific
- Ensure the approved branding and marking plan is implemented by all required stakeholders of the grant/contract Contract and Consultancy Management
- Review all the contracts (lease, Insurance, Projects Contacts, ) as required by various projects with Pact Tanzania
- Prepare Consultancy contracts and provide guidance for consultancy engagements within Pact Tanzania
- Performs contract administration activities for selected contracts and assists in the monitoring of contractor’s performance, approval of progress payments, verification of deliveries, and similar activities.
- Utilizes price/cost analysis techniques to support the development of cost-related sections of solicitation documents and the analysis of cost and price data, labor and material cost,
- Supports the extension of periods of performance and contract closeout processes.
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Operations Management (General Administration, Procurement, ICT, and Security)
- Oversee the review and renewal of all insurance policies that affect Pact Tanzania including facilities and liability and ensure that Pact Tanzania complies with mandatory
- Oversee Pact Tanzania property management to ensure all inventory, maintenance, repairs, and disposition are performed according to the organization’s regulations.
- Complies with federal, state, and local legal requirements by studying existing and new legislation: enforcing adherence to requirements: advising management on needed actions.
- Ensuring compliance with financial aspects of contract requirements including liability, property, and other insurance matters, and audit requirements
- Provide Support to Pact and CSO to comply with Cost share policy by ensuring the policy is adhered to, and reporting is done to Pact and the donor.
- Supports Compliance to Pact Tanzania by providing information and support required to develop and implement policies, processes, and procedures necessary to achieve strategic objectives
- Reviews analyzes and drafts contract language to ensure they comply with all applicable donor, Pact, and host government regulations
- Work with/train CSOs to ensure they comply with all required rules set by the Pact, Donor, and the government.
- Responsible for communicating all compliance messages to Pact staff and
- Ensure proper submission of taxes and process tax exemptions where required by the donor
- Advise and ensure compliance on cost charging to various projects as per the pact and donor
- Ensure Tax reporting to Pact from CSOs and to the donor as stipulated in the prime Awards
- Ensure compliance with Asset reporting to HQ as well as to the donor as per the donor’s requirements.
- Coordinate with other Program and Grants & Contracts Department for training/mentoring of sub-grantees where necessary to administer the program’s sub-agreements with
- Mentoring and training staff to ensure they have the appropriate skill levels for their positions and develop their full potential.
Minimum Qualifications:
- Minimum requirement is a Bachelor’s degree but preferred is a MA/MSc/Masters in Business Administration degree or equivalent relevant qualification
- At least 7 years of relevant experience in the NGO sector within Tanzania in managing the award and administration of sub-grants funded by Global Fund, USAID, or international
- Experience managing sub-award design and administration
- Experience in donorfunds administration
- Understanding of local contract and procurement law
- Excellent communication skills both verbal and written Kiswahili and English
- Knowledge of 2 CFR 200
- Strong knowledge of donor auditing requirements and demonstrated ability to exercise financial oversight of
- Demonstrated solid knowledge of USAID and other donor regulations applicable to agreements administration.
Additional Qualifications:
- A Certified Public Accountant – CPA(T), a Professional Accounting Certification registered and endorsed by the Tanzanian the National Board of Accountants and Auditors (NBAA).
- Experience managing USAID contracts and/or cooperative agreements.
- Experience in leading USAID project close-out activities.
Preference for:
- Experience assessing the responsibility and grant-worthiness of organizations through financial statements, audits, and other documentation presented in a proposal or in support of an award
- Proven capacity to design and deliver a range of training and technical assistance programs to build full range of capacities for grant management
- Proficiency in a local language Instructions on
If you believe you are the ideal person we are looking for, please submit your application letter and a Curriculum Vitae online via email describing why you are the right candidate for this position detailing your experience and three (3) professional referees from your previous and current place of employment. Please send the application online (through Email: humanresourcestz@pactworld.org identifying the position you are applying for in the subject line). Only the applications sent online will be reviewed.
The closing date for applications is on July 10th, 2023
Qualified candidates are strongly encouraged to apply.
Pact is an equal opportunity employer and does not discriminate in its selection and employment practices based on race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.
Only shortlisted candidates will be contacted.
