Functional Responsibilities
The Programme Management Office Associate (Grants & Contracts) will be working within the Programme Management Office at MMCO.

Under the overall supervision of the Head of Programme Management Office, and direct supervision of Programme Management Office Specialist (Grants & Contracts), Programme Management Office Associate (Grants & Contracts) will ensure close collaboration and engagement with the Programme Units of MMCO as well as other PMO and MMCO Departments. He/she will ensure effective and efficient functioning of the Programme Management Office (PMO), full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. PMO supports multiple funds in MMOC such as LIFT, Access to Health fund, Nexus Response Mechanism, LAMP etc.

1. Grant management

• Assist the Grant Management Officer in the many activities related to management of the grants awarded to the various implementing partners (IPs), including but not restricted to: preparations for award requests, grant agreements and grant amendments; monitoring IPs’ expenditures and budgets; verifying respect of reporting requirements, and where necessary, assist the Grant Management Officer. Support the Grant Management Officer in processing payments based on the agreed payment schedules;
• Monitor reporting deadlines in consultation with the Grant Management Officer & FMO team and communicate with the IPs and FMO team on pending and delayed reports.
• Follow IP payment schedules to prepare and process necessary documentation for grant payments in accordance with agreed upon payment schedule as per grant agreement and fun availability, create POs and submit payment requests to Finance/BSSC
• Assist in the closure of projects with appropriate actions (e.g. project audits, clearance of final reports, assets management) and ensure overall adherence to a required procedure before the final payment is released.

2. Capacity building & administration

• Assist the Grant Management Officer in organizing IPs training and providing day-to-day guidance to the IPs to ensure IP understanding of, and compliance with financial and organizational management standards.
• Assist in keeping grant management tools and databases updated

3. Documentation

• Collect hard and electronic records of financial transactions for easy reference and retrieval, and monitor routine information related to contractual arrangements;
• Maintain for the Grant Management Unit a database/archive of all grant-related documentation of all the implementing partners of the LAMP;
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on project status.
• Perform other duties, as required.