26 May 2017

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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