Grants and Contracts Manager

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Conservation International

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Quezon City, Philippines

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12 days ago

Grants and Contracts Manager

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Quezon City, Philippines

The Grants and Contracts Manager is responsible for managing grants and contract-related activities for Conservation International Philippines Foundation, Inc. (CIPFI). Collaborating closely with external partners and CIP/CI staff, they oversee grant-making activities including planning and application activities, contracting, day-to-day administration, reporting, and close-out.

The Grants and Contracts Manager reviews grants applications, proposals, agreements, and other grant information and ensures the accuracy of the information in the grants system/database. They monitor grant activities, review financial reports including partner reports, and generate internal and external financial and related reports. Working to minimize risk to CIP/CI, the Grants and Contracts Manager reviews program grants activities for compliance with CIP/CI and grantor policies and procedures. They provide follow-up on issues identified during the review process and help lead training and capacity-building efforts to strengthen grant processes.

Functioning as a key liaison, the Grants and Contracts Manager ensures effective communications with key stakeholders. They compile and manage grant information/resources, respond to requests from partners and CIP/CI program staff, and maintain complete, accurate, and up-to-date filing and tracking systems.

RESPONSIBILITIES

Grants Award/Contract Project Support: Deliver the full cycle of grants and contracts management and administration from funding sources identification, submission of proposals, contract negotiation, and post-award reportorial and administrative requirements. Monitor existing grants for compliance with grant agreements and CI policies and procedures.

A. Awards

  • Prepare proposals, contracts, and agreements.
  • Oversee grants review and selection process.

B. Management

  • Function as the point person for grants and contracts. Responds and coordinates inquiries and directives from and to the donors, grantees, Country Executive Director (CED), Operations Director (OD), and staff. Foster harmonious relationships among the stakeholders.
  • Provide expertise and knowledge in donor regulations, pre and post-award statutory and administrative requirements.
  • Lead in planning and discussion to address issues related to external grants and contracts implementation. Resolve issues arising from the discussion, elevate complex issues to the Operations Director, and ensure that all issues are resolved.
  • Ensure compliance with the policies, financial guidelines, and budget requirements of CIPFI. Review and manage contract amendments and additions.
  • Conduct field visits/desk reviews, as needed, in accordance with the monitoring and evaluation plan and in coordination with the Project Manager (PM) and technical staff.
  • Manage and maintain the system for the grantees’ database. Keeps track of the frequency of updates on fund-flows, reporting requirements, audits, contract deliverables, and budget revisions.
  • Maintain the Philippine programs’ Project Master Files (PMF) in Business World by constantly updating and uploading the financial and technical progress reports, amendments, approved annual work plans, and other relevant documents and communications. Work with system administrators to resolve recording issues; recommend system improvements as appropriate.
  • Manage grant close-out activities as directed. Closes out PMF or project accounts that have ended and are ready for closing.

C. Monitoring and Reporting

  • Provide timely and accurate monthly updates of project status and related reports to the CED, OD, and PMs.
  • Prepare the project financial reports and submit them to the OD and PM within the prescribed period, time and format.
  • Ensure compliance with internal and external policies, donor requirements, and CIPFI/CI policies and procedures.
  • Coordinate with HQ/APFD on the review of prepared financial reports for submission to donors.
  • Monitor proposals including project approval/rejection and overall project status. Ensure applicable CIPFI/CI staff are informed of deadlines, targets, and workflow changes.
  • Review grantee technical and financial reports and provide related technical oversight. Coordinate site visits/desk reviews as needed.
  • Provide orientation on grants and contracts procedures and processes to new employees.
  • Track frequently asked questions and develop training and related tools to address gaps and build staff and partner capacity.

Budget Development, Management, and Monitoring

  • Assist and provide inputs to budget development of country program’s proposals by collaborating with technical staff and ensuring that all activity and implementation costs are taken up in the budget.
  • Review the submitted Fund Request (FR) by CIPFI project teams against their respective budgets for consolidation into the country program’s monthly cash requirement. Ensure that projected activity expenses are within budget and approved by Project or Cost Center Manager before endorsing to the OD/CED for submission to HQ.
  • Manage the timely and accurate budgets vs. actuals and related status reports.

WORKING CONDITIONS

(In keeping with Philippine Government and CIPFI regulations health and safety regulations during COVID-19 pandemic)

  • Local and/or international travel of 20% or more, often in difficult travel conditions.
  • Ability to work in remote locations or under difficult working conditions.
  • Guidance on flexible work arrangements will be shared during the interview process.

QUALIFICATIONS

Required

  • Bachelor’s degree in Accounting or related course.
  • 4-6 years experience in grants, contract, and budget management and administration or related discipline.
  • Team player with proven ability to work cooperatively with internal and external partners.
  • Highly organized with a proven ability to prioritize tasks and adapt to changing priorities.
  • Maturity in handling confidential information.
  • Strong written and verbal communication skills (English and Filipino).
  • Keen to details and can work with minimal supervision.
  • Willing to abide by CI Code of Ethics and Policies.
  • Proficiency in Microsoft Applications.

To apply for this position please submit a resume and cover letter.

Application Deadline: November 29, 2022 (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is an Equal Opportunity Employer Minorities/Women/Vets/Disabled