Contracts and Grants Manager Employment Opportunity – IntraHealth International

Organisation: IntraHealth
International
Project Name: USAID Regional
Health Integration to Enhance Health Services in Eastern Uganda Project
(USAID/Uganda RHITES-E) Project
Duty Station: Mbale, Uganda
Reports to: Director, Health
System Strengthening (HSS).  
About US:
For over 30 years, in more than 100 countries, IntraHealth
International has empowered health workers to better serve communities in need.
IntraHealth fosters local solutions to health care challenges by improving
health worker performance, strengthening health systems, harnessing technology,
and leveraging partnerships. In collaboration with governments, nongovernmental
organizations, and private- sector organizations around the world, IntraHealth
champions the needs and contributions of health workers—from doctors and nurses
to community health workers to health facility managers—and works to ensure
they have the tools, supplies, information, training, and support they need to
provide communities they serve with the best possible opportunity for health
and well-being.
About USAID RHITES-E Project:
IntraHealth International will implement the USAID RHITES-E which
supports the Government of Uganda (GOU) and key stakeholders to increase
availability and utilization of high quality health services in 21 districts in
Eastern Uganda and 2 in Karamoja by strengthening health systems and improving
the quality of, access to, and demand for health services with attention to
equity and underserved populations.
Job Summary:The Contracts
and Grants Manager will oversee the contracts and grants components of the
project, including sub-grants to partners, sub-grants to district governments,
FBOs, and private health care facilities, as well as contracts for
construction/renovation. The jobholder will also provide support and supervise
Contracts and Grants Officers for the RHITES-E Project.
Key Duties and
Responsibilities:  
Contract and Grants Management:
  • Manage the major functions of contracts
    and grants management and execution.
  • Serve as RHITES –E point of contact on
    contractual matters for major vendor contracts.
  • Contribute to discussions to formulate
    selection criteria for recipients of contracts and grants and sit on
    committee to apply those criteria to make decisions about selecting the
    recipients
  • Manage a transparent and fair supplier
    contractual process.
  • Monitor and steer review, approval,
    reconciliation, and amendment processes to ensure timely movement of
    contract actions through the Organizational workflow processes.
  • Liaise with vendors on troubleshooting
    contractual obligations and demonstrate communications in writing.
  • Liaise with finance (both in country and
    HQ) to ensure compliance of contract implementation according to
    IntraHealth’s and USAID’s requirements.
  • Reconcile documents such are invoices and
    waybills with sub awardees GRNs and other data before submitting payments
    to finance.
  • Process payments to finance for contracts
    based on payment terms and conditions.
  • Advise when specific tenders and
    market-testing exercises need to be conducted, and provide commercial
    advice, assistance and/or leadership of these exercises.
  • Ensure that signed contracts are
    communicated to all relevant parties to provide contract visibility and
    awareness, and assist with interpretation of contract terms to support
    implementation.
  • Develop contract management system
    including control mechanism for monitoring of implementation as well as
    for troubleshooting contractual obligations.
  • Prepare monthly cash projections for
    on-going contractual obligations.
  • Monitor transaction compliance
    (milestones, deliverables, invoicing, etc.).
  • Monitor contract close-outs, extensions
    and/or renewal.
  • Prepare necessary documents and
    justification in case of contract terms are to be changed during
    implementation.
  • Prepare amendments to contracts as
    necessary to reflect changes in contract terms and conditions.
  • Provide regular reviews and updates on
    status of ongoing contracts to the Management Team.
  • Maintain up-to-date knowledge on relevant
    country business norms, legal conditions, and customs, and ensure this
    information is incorporated in contract agreements as required.
  • Develop and implement procedures for
    contract management and administration in compliance with IntraHealth’s
    and USAID policies, rules and regulations. As appropriate, contribute to
    or influence company policies.
  • Conduct field visits to vendors to ensure
    vendors’ project implementation capacities
  • Monitor vendor satisfaction with our terms
    and conditions and contracting practices.
  • Recommend changes to improve RHITES-E’s
    ability to procure needed goods and services on an ongoing basis.
Team Management:
  • Ensure that RHITES-E project staff are
    properly trained to manage contracts and grants at a high level.
  • Work closely with program management to
    facilitate program planning and upcoming contract implementation needs.
  • Work closely with procurement Unit for
    drafting and negotiations of the contracts.
  • Support procurement Unit in solicitation
    process to ensure invitational documents adequately and appropriately
    align with anticipated contractual terms and conditions.
  • Assist to establish procurement norms and
    strategies.
  • Assist teams in understanding their roles
    and responsibilities in terms of interaction with operations.
  • Work in liaison with program teams
    regularly to ensure their needs are being met in terms of purchases and
    contractual obligations.
  • Manage and work with quality control team
    to ensure that contractors are meeting their contractual obligations in
    terms of content and specification of goods and services provided.
  • As needed, provide guidance on contract
    matters to project managers and/or operational staff, including training
    to new project managers and other employees in contracting practices and
    procedures.
  • Be responsible for full and proper
    implementation of IntraHealth’s and RHITES-E’s systems of procurement and
    contract management, compliance and control as described in the
    organizational and project policies and manual
  • Work with finance compliance to mitigate
    fraud, conflict of interest and legal ramifications of RHITES-E’s
    activities.
Qualifications, Skills and
Experience:
  • The applicants for the USAID RHITES-E Contracts and Grants Manager  job opportunity must hold a Master’s degree in accounting,
    finance, or business administration, and six years’ experience (or a
    Bachelor’s and 10 years)  in
    Contract and Grants management.
  • Holder of CPA III.
  • Extensive knowledge of FAR and AIDAR and
    Ugandan government laws and regulations.
  • Previous experience interpreting and
    applying USAID rules and regulations.
  • Prior exposure and experience in
    donor-funded organizations preferred.
  • Excellent interpersonal and
    capacity-building skills.
  • High integrity
  • Ability to work with minimal supervision.
  • Excellent oral and written communication
    skills.
  • Ability to work under tight deadlines and
    to multi-task.
  • Computer literacy skills i.e. proficiency
    in using QuickBooks, MS Word, Excel, and Power point
     
Personal Competencies:
  • Managing Performance: Ability
    to plan and design practices, processes and procedures that allow for
    effective management of people, resources and processes to optimize
    overall organizational performance. Managing for performance includes the
    ability to delegate and encourage growth and leadership across the team(s)
    as part of maximizing performance and productivity.
  • Strategic Thinking: Applies
    organizational knowledge to identify and maintain focus on key success
    factors for IntraHealth while recognizing, anticipating and resolving
    organizational challenges. Ability to develop organization- and
    industry-specific expertise and apply sound decision making processes to
    reach productive resolutions that translates strategy into actionable
    business plans.
  • Effective Communication (Oral &
    Written):
    Understands effective communication concepts, tools and
    techniques; ability to effectively transmit, explain complex technical
    concepts in simple, clear language appropriate to the audience; and
    receive, and accurately interpret ideas, information, and needs through
    the application of appropriate communication behaviors
  • Risk Management: Knowledge of
    processes, tools and techniques for assessing and controlling the
    organization’s exposure to risks of various kinds; ability to apply this
    knowledge appropriately to diverse situations.
How to Apply:
All suitably qualified and interested candidates who wish to join the
USAID RHITES-E Project should upload an updated CV/Résumé, completed USAID Form
1420 Contractor Employee Biographical Data Sheet, download
here
and three professional references at the web link below

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