Grants and Contracts Officer

Grants and Contracts Officer, Global Health

Location : Accra

Ghana

POSITION TYPE :  Full Time, Local Hire

DURATION : 1 year with extension

LOCATION :  Accra, Ghana ( note that Project HOPE will not be covering relocation expenses )

POSITION TITLE :  Grants and Contracts Officer

DIVISION : Global Health

REPORTS TO : Finance and Grants Manager

Project HOPE  is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a  culture of respect, integrity, accountability, and transparency.

BACKGROUND ON Ghana IHP :

The purpose of the USAID-funded Ghana Integrated Health Partnership (IHP) activity to strategically contribute to the Government of Ghana’s strategies to reduce preventable maternal, newborn and child deaths, including stillbirths, and improve their overall health and well-being by 2030. Activities are expected to advance Ghana toward increased localization, strengthening the capacity of Ghana institutions and local organizations to introduce, deliver, scale-up, and sustain the use of evidence-based, quality integrated Reproductive, Maternal, Neonatal, Child Health and Nutrition and Malaria services. The program will strengthen Ghana’s Networks of Practice in six regions and 31 districts to deliver integrated RMNCH+N+M services in primary care settings and will support high burden District, Regional and Teaching Hospitals serving large numbers of mothers, newborns and children nationwide to immediately and significantly reduce preventable deaths. Project Hope is the prime partner in a multi-partner consortium with Christian Health Association Ghana (CHAG) and Sanford Health Ghana as significant implementing sub partners, and a range of contracted technical resource partners.

POSITION SUMMARY :

The Grants and Contracts Officer will use their experience in donor compliance to ensure that activities are delivered with minimized compliance risk, in addition to other duties as assigned. We are looking for a Grants and Contracts Officer to provide cradle-to-grave prime- and subaward compliance guidance and support for a new and large USAID-funded program with a range of sub partners and contracted resource partners. This position reports to the Finance and Grants Manager and will focus on leading compliance along the prime and subaward management and monitoring life cycle, including being the principal point of contact for sub partner compliance leads to ensure their understanding of the terms and conditions of their awards and for corrective action, where required.

PRINCIPAL RESPONSIBILITIES :

Grants and Compliance :

• In collaboration with the program staff, ensure the award and subaward packet documents are completed to be issued by Project HOPE Ghana and submitted to Project HOPE HQ Contracts and Grants (C&G) department review.
• Liaise with Project HOPE HQ C&G department regularly to ensure proper guidance is received in terms of the awards and subawards management and then such guidance is conveyed to field staff.
• Serve as a subject matter expert, providing guidance and building the capacity of staff on award and subaward management to ensure compliance with donor and Project HOPE requirements.
• Ensure the implementation of Project HOPE HQ awards and subawards management manuals, SOPs, tools, and liaise with HQ C&G for questions, concerns, and comments regarding the applicable procedures.
• In collaboration with Project HOPE HQ C&G department, enhance and maintain the grant management system and subrecipient processes.
• Utilize existing Project HOPE HQ Awards and Subawards tools, templates, and guidelines to reinforce donor requirements, improve knowledge of grants and contracts, reflect best practices, build the capacity of Project HOPE and partner field staff, support the sustainability of the project, and provide feedback where necessary.
• Develop and update training modules, in collaboration with Project HOPE HQ C&G department, and conduct training for Project HOPE and Partners field staff.
• Conduct initial review RFPs, RFAs, and Teaming Agreements for new business opportunities and submit for a final review to Project HOPE HQ C&G department to provide support as it relates to pre-award compliance questions, as necessary.
• Upon receipt of a new award, modification, or sub-agreement, conduct initial review terms and conditions for compliance, accuracy, and completeness then submit to Project HOPE HQ C&G department for a final review to advise on negotiation strategies with the donor or subrecipient prior to signature to ensure terms that are most favorable to Project HOPE, mitigating potential risk.
• Lead day-to-day grant and contract administration, proactively reinforcing prime and sub-award compliance requirements throughout the project period.
• Ensure that staff understand prime award prior approval requirements and follow up to ensure that they are met.
• Organize Award and Subaward kick-off meetings with project staff, including Project HOPE staff from various departments C&G, GOF, Legal, etc., and present an Award Compliance Matrix and subaward key requirements to the subrecipients.
• Collaborate with project staff and Project HOPE HQ departments C&G and GOF to manage project closeout processes in accordance with the Award, Subaward, requirements and Project HOPE available procedures and tools such as closeout checklists, etc.
• In collaboration with Program Staff, oversee subrecipient monitoring in accordance with Project HOPE’s subrecipient monitoring plan and available / applicable checklists.
• Participate in regular program and finance meetings to stay updated on project activities and address Award and Subaward-related issues.
• Meet with Project HOPE HQ C&G on a biweekly (once in two weeks) basis to ensure the Awards and Subawards are managed appropriately and discuss issues, if any.
• Maintain award and subaward filing system and ensure all records relevant to Awards and Subawards are provided to Project HOPE HQ C&G as per the Project HOPE HQ C&G filing structure and SOP.
• Assist project staff in evaluating sub-partners capacities and risks.

Fulfill other duties and responsibilities as may be reasonably assigned by the Finance and Grants Manager.

MINIMUM REQUIRED SKILLS, EDUCATION AND EXPERIENCE :

BS in Accounting, Business and Compliance, Contracts, International Development (or international equivalent), or in a related field. Graduate degree welcomed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT :

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands :

Work environment :

All positions will be based in Ghana. Ghana nationals are strongly encouraged to apply.

Due to the substantial number of inquiries we receive, only candidates who have met the required experience and qualifications for this position will be considered.