Grants & Contracts Manager

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Conservation International

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Quezon City, Philippines

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16 days ago

Grants and Contracts Manager

Project Site/Duty Station : Quezon City, Philippines

Division/Program : Asia Pacific Field Division (APFD)/Philippines

Application Deadline : 26 November 2022

Type of Contract : Regular, Full Time

Reports to : Operations Director

Conservation International Philippines Foundation, Inc. (CIPFI) is an Affiliate of CI, a US-based environmental non-profit organization. Our mission is “Building upon a strong foundation of science, partnership and field demonstration, empower societies to responsibly and sustainably care for nature for the well-being of humanity.”

CIPFI applies innovations in science, economics, policy, and community participation to protect the earth’s richest regions of plant and animal diversity in the hotspots, major tropical wilderness areas and key marine ecosystems.

Summary:

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, s/he oversees grant making activities including planning and application activities, contracting, day- to-day administration, reporting, and close-out.

Functioning as a key liaison, the Grants and Contracts Manger ensures effective communications with key stakeholders. S/he compiles and manages grant information/resources, responds to requests from partners and
CIP/CI program staff and maintains complete, accurate and up-to-date filing and tracking systems.

Duties and Responsibilities:

Grants Award/Contract Project Support: Deliver the full cycle of grants and contracts management and administration from funding sources identification, submission of proposal, 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 of grants and contracts. Responds and coordinates inquiries and directives from and to the donors, grantees, Country Executive Director (CED), Operations Director

(OD) and staffs. Foster harmonious relationship 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 contracts 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 staffs.

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Grants and Contracts Manager

  • 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 ready for closing.

C. Monitoring and Reporting

  • Provide timely and accurate monthly update of project status and related reports to the CED, OD and

PMs.

  • Prepare the project financial reports and submit it to the OD and PM within the prescribed period, time and format.
  • Ensure compliance to 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 donor.
  • 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.

Project 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 approved budget 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.

Qualifications:

  • 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 and with proven ability to work cooperatively with internal and external partners
  • Highly organized with 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

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Grants and Contracts Manager

  • Proficiency in Microsoft Application

CI Values: We expect that all employees will embrace the values of our organization. www.conservation.org

Passion: We are inspired by nature and cherish the diversity of life in all of its forms.
Respect: We respect and trust each other, and we embrace our diversity of cultures, talents, and experiences.
Integrity: We act with integrity and are accountable for our actions.
Optimism: We are optimistic about the future of life on Earth and are confident that, with our partners, we will achieve unprecedented conservation results.
Courage: We tirelessly pursue our vision, taking bold action and persevering through challenges.
Teamwork: We work together, recognizing that openness, collaboration and cooperation are fundamental to achieving a healthy and prosperous world for all.

Kindly send letter of intent with your resumé that will include three references, including their email and contact numbers to: cipfi_hratconservation.org on or before 26 November 2022.

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Grants and Contracts Manager

Job Type: Full-time

Benefits:

  • Health insurance
  • Life insurance

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Ability to commute/relocate:

  • Quezon City: Reliably commute or planning to relocate before starting work (Required)

Application Deadline: 11/26/2022
Expected Start Date: 12/01/2022