The Grants Officer is responsible for conducting pre-award assessment, supporting Grants Unit in developing new sub-award packages and modification of existing sub-awards, reviewing financial reports, and conducting orientation/capacity building activities for implementing partner (IP) as required. S/he will also support in maintaining compliance requirements as per sub-award terms and conditions, and support IP to address accounting and administrative issues.

Key Responsibilities

• Perform pre-award reviews by visiting the organization for assessing the organization’s financial and management capacity.
• Review funder rules and regulations, FHI 360’s policies and procedures; and local rules and regulations.
• Assist in developing sub-agreement budget following FHI 360 standard formats and requirements, and review cost based on allocability, reasonability and allowability.
• Prepare slides for financial management and reporting system and provide orientation/training to IPs as and when required.
• Prepare/maintain a checklist and complete file of implementing agencies for Grants Unit that includes agreement including modifications, pre-award, financial and administrative review checklist, policies, and procedures of the organization, among others.
• Ensure IPs submit the Recipient Monthly Financial Report (RMFR) in timely manner, reviews, and comments on monthly RMFRs submitted by IPs for country office approval and reimbursement of funds.
• Maintains financial information on funds received and monthly expenditure by the IPs and ensures IPs have good fund management system, have sufficient balance in hand and review IPs cash flow projection and their expenditures trends.
• Compile, review and prepare annual inventory report for IPs, maintain details of VAT bills, and forward to Admin Unit monthly.
• Conduct financial monitoring visit to examine compliance at IPs level using FHI 360 standard tool, share observations and obtain management response, work with IPs to liquidate the observations, update issue action matrix and subrecipient monitoring tracking sheet.
• Review IPs administrative/operation policy and make sure the policy is applied consistently and complies with the FHI 360 or funder or local policies and requirements.
• Assists in carrying out internal and external auditing functions and drafting report for management as required for internal and external sharing.
• Oversees/prepares IPs inventory control system and maintains details of VAT bills submitted by implementing agencies.
• Update Sub Award Tracking (SAT), Digital Process Automation (DPA) and other files as necessary in the document repository.
• Extend support to the Country Office Account Unit in reviewing documents as required for payment processing.
• Perform other duties as assigned by the supervisor or Finance and Administrative Director or Country Director.

Requirements

• Bachelor’s degree in accounting or business management with three to five years of work experience in a relevant field or master's degree with one to three years of experience in the above-mentioned field.
• Knowledge and experience with finance and grant management system.
• Experience with USAID contract and grants management.
• Experience in working effectively across various teams within the project and organization, and building and sustaining positive working relationships with NGOs, private sectors, government, and other stakeholders.
• Proactive in managing multiple tasks, managing, and working in virtual work environment, and flexible and open for managing time for working with different teams in different time zones as needed.
• Excellent interpersonal, organizational, communication, team building and management, and problem-solving skills.
• Excellent oral and written English and Nepali including documentation skills.