Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance (KIPS)

POSITION Grants Manager

MAXIMUM LEVEL OF EFFORT Full-time long-term

BASE OF OPERATIONS Nairobi, Kenya

POSITION REPORTS TO Operations and Finance Director

1. PROJECT BACKGROUND

The purpose of the Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance activity (KIPS) is to ensure sustainable access to and appropriate use of quality-assured and affordable health commodities through a resilient and mature supply chain system and pharmaceutical regulatory services. KIPS will work to strengthen the capacity of local systems, institutions, and individuals to sustainably manage supply chains, for both USAID-procured health commodities and those procured through national/local systems, and to strengthen local pharmaceutical management systems, including quality pharmaceutical services and national regulatory systems.

2. POSITION PURPOSE

The Grants Manager will play a pivotal role in managing and implementing the grants fund guided by the Activity’s work plan. The position will be responsible for adherence to the project’s Field Operations Manual (FOM), USAID regulations, contract requirements and limitations, grant policies, procedures, controls, and reporting systems. The individual will proactively coordinate with all staff on planning and implementing grants through open communication, proactive market research, and price analysis. The Grants Manager will be responsible for managing the grants team, which includes one Grants Officer.

3. KEY DUTIES & RESPONSIBILITIES

The Grants Manager will work in collaboration with other Component Leads, technical staff, Resource Partners, and STTA to implement KIPS $2.4 million grants pool, and have the following specific responsibilities:

Management

• Responsible for providing training, guidance, and direction to all project staff on planning, implementation, and compliance of grant policies, procedures, and instructions.
• Use the FOM and project Grants Manual to ensure that policies, procedures, and/or practices are being met.
• Responsible for ensuring documentation requirements are met with various departments i.e. technical, grants, and finance.
• Supervises Grants Officer.

Planning and Implementation

Oversees grants management in coordination with the Grants

• Team.With guidance from the Director of Operations and Finance, develops and implements the grants manual.
• Participates in work planning and activity planning to align the grants program with overall project activities.
• Leads the development of timeline and details required for any activities needing grants; conduct market search and price analysis in coordination with technical staff.
• Coordinates with staff requesting grants to prepare Annual Program Statements (APS) and/or Request for Applications (RFAs) to solicit applications and assess the capacity and readiness of potential grantees.
• Manages the evaluation and selection committee process for grantees.
• Prepares the required approvals to ensure compliance with internal and external contract and policy requirements.
• Prepares grant agreements and amendments, explaining terms, conditions, roles, and responsibilities.
• Ensures that identified weaknesses in initial grantee assessments and related requirements are incorporated into the agreements explicitly/clearly with the required monitoring and actions on the part of the grantee.
• Organizes kickoff meetings and apprises grantees of the responsibilities, requirements and policies and procedures to be followed during the life of the grant.
• Ensures post award grant management in accordance with relevant regulations and generates reports of status of grant activities, such as forecasting payment, inventory, amendments, close outs, and sector specific data (i.e. monthly and quarterly reporting).
• Contributes to project contractual reporting deliverables as needed.
• With support from Director of Operations and Finance maintains and updates grants pipeline.
• Coordinates with Finance and Technical Teams to ensure on-time deliverables, payments, and cash flow requests by monitoring milestones and payment schedules.

Compliance

• Provides training, guidance, and direction to project staff on planning, implementation, and compliance of grants policies, procedures, and instructions, specifically their role in the process.
• Reviews grants for completeness and appropriateness with the work plan.
• Ensures all required documentation is uploaded in the grants database TAMIS.
• Reviews grant milestones and requests for payments against grant agreements to ensure compliance.
• Trains on and enforces policies and procedures to prevent improprieties, intentional and unintentional.
• Leads the audit of grant files no less than annually.
• Other tasks as assigned.

4. QUALIFICATIONS

• Bachelor’s degree in a relevant field. Advanced degree preferred.

• At least 9 years of experience of experience in grants management, implementation, and planning with donor-funded development activities.

• Demonstrated knowledge of USAID Grant requirements and regulations preferred.

• Prior work experience in Kenya

• Professional proficiency in English is required

5.SKILLS

• Organizational and planning skills for management multiple deadlines, and processes at

one time.

• Excellent oral and written communication skills.

• Ability to supervise a large team of four or more staff, both in-person and virtually.

• Attention to detail, able to manage one’s work, take initiative, set schedules and meet deadlines without close supervision.

• Ability to solve complex technical, managerial, or operational problems and evaluate options based on relevant information.

For further information and application submission, please see the link and follow the instructions:

https://fs23.formsite.com/OLJTgx/5zuwcztmnv/index

APPLICATION INSTRUCTIONS:

Select the position you are interested in applying for, fill out the required information, and upload your CV. Applicants are encouraged to apply as soon as possible, as interviews will be conducted soon. Please note that due to the volume of applications we receive and the urgency of filling positions, only shortlisted applicants will receive notification on the next steps. The application closing date will be November 6, 2024.

ABOUT DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.