Grants and Contracts Officer

Background

The Health NGOs Network (HENNET) was founded in 2005 and registered in 2007 as an NGO with a goal of coordinating and networking the CSOs in the health sector. This came as a result among the players that a common platform among the CSOs dealing with health-related issues in Kenya was necessary for purposes of collaboration, sharing of experiences and advocacy. HENNET has a membership of over 108 members as of 2023 which comprises of both local and international Non-Governmental Organizations (NGOs), Faith-Based Organizations (FBOs) and Research Institutions working in all the 47 Counties in Kenya but all focused-on health and health related issues. The various members have diverse health-related interests but all share on the vision of having a healthy Kenyan society.

Vision: A healthy Kenya Society

Mission: To stimulate linkages and strategic partnerships among health NGOs, government and private sector in order to enhance their responses towards health needs of Kenyans.

Overall, Purpose of this role

The grants & Contracts Officer shall be responsible for leading the design, implementation, and management of all the grants and subcontracts operations for HENNET. S/He shall Coordinate grants and subcontract management activities for HENNET grants.

Duties and Responsibilities

1. Manage sub-granting portfolio of awards (donor, prime, sub recipient) as the contact point.
2. Responsible for reviewing, negotiating and approval for signature of donor/prime agreements.
3. Responsible for drafting, negotiating and approval for signature of subrecipient agreements and project-related collaboration agreements or MoUs.
4. Conduct change management of transactions that require a modification to donor or subrecipient awards.
5. Support technical and financial reporting function ensuring timely follow up with Sub-grants on submission deadlines and response to donor queries.
6. Participate in project life cycle reviews and meetings (Start up and Close-out Meetings).
7. Maintain up-to-date database and repository of HENNET signed awards, project related MoUs and communications of HENNET.
8. Review granting, sub-granting policies and support in developing other institutional policies, guidance documents and procedures.
9. Build capacities and train Staff and subgrantees on grants and contract compliance and donor’s requirements.
10. Design and manage grant and subcontracts tracking systems to ensure the timely and compliant execution of all grant agreements.
11. Participate in the implementation and monitoring of grants milestones, tracking grants deliverables and monitoring grants delivery against grants budget.
12. Organize and hold Quarterly Review meetings with subgrantees for performance review, refreshers and learning exchange.
13. Guide and advise grantees/sub-awardees on the interpretation of grant terms and conditions and client rules and regulations; provide training, guidance, and mentorship to grantee/sub-awardee partners.
14. Take initiative and provide creative solutions to complex contractual/compliance problems.
15. Prepares, organizes, and maintains grant records and files documenting grant award, modification, performance and compliance with assistance of Finance Assistant.
16. Review liquidation support documentation files from sub-awardees to ensure compliance of donor & HENNET polies & requirements.
17. Maintain the grant portfolio database and project grant data on relevant grant database system and Project SharePoint site for all grants mechanisms, ensuring up to date records at all times
18. Manage the development and presentation of internal and external reporting (for example: Internal grants reviews, grants risk assessments, grants annual reviews, and grants deliverables)

Requirements:

• A degree in international relations, Business Administration, Operations or related field, or an equivalent combination of education and experience.
• At least 5 years of demonstrated experience in grants and contracts management, with at least 5 years working on multinational development organizations, at a global scale (USAID and/or BMGF experience preferred).
• In-depth knowledge of current best practices in grants and contracts management.
• Project Management for Development certification preferred.
• Good Knowledge of major donors’ compliance requirements.
• Demonstrated background ensuring compliance on large complex donor funded programs.
• Proven track record of working collaboratively with various external stakeholders
• Well organized, able to work independently, skilled in handling multiple tasks, able to adhere to deadlines.
• Strong leadership, strong interpersonal, writing, and oral presentation skills in English.

Working Relations Internal: Interacts regularly with the Executive Director and the Advocacy & Communication Manager, and other heads of departments. S/He is peer to Finance and Administration Manager and Partnerships and Resource Mobilization Officer.

External: Interacts with HENNET members, Ministry of Health both at the county and national levels, parliamentarians, Civil Society Organizations, Private sector, Community Teams, Health Regulatory Bodies and Other likeminded organizations.