Responsibilities

Grants administration

• Support the compliance review of donor contracts and facilitate the process of contract clearance and signature.
• Review and support the preparation and submission of grants-related documents: donor reports, no- cost extensions, grant agreements and agreement revisions.
• Support compliance of donor reports with contractual requirements
• Support the set up new grants in the ERP systems.
• Assist with information management activities including filing and regular updating of information on the ERP System & SharePoint project generated documentation during the projects lifecycle (Grant Agreements, reports submission, invoices, variations, approvals, grants closure and other grant-related requests / correspondences)
• Support the generation of invoices and correspondence / courier to donors.
• Assist with the development and implementation of improved tools and processes for grants administration.
• Support with drafting capacity-building, communication and information-sharing materials around grants administration

Sub-grants administration

• Collaborate in gathering and compiling documentation from partners for the due diligence process (new partners) and ensure regular checks for partners information (ongoing partners).
• Support the coordination of partners performance assessment, closure processes, Watchdog verifications, others; and ensure proper data management in the ERP and other systems.
• Draft or review Letters of Agreements (LoA) and related amendments for compliance with prime donor’s requirements
• Facilitate Partners’ understanding of reporting requirements and contractual compliance.
• Set up new Sub-grants in the ERP system and communicate to internal stakeholders on compliance requirements.
• Assist with a range of information management activities including filing of Sub-grant documents, due diligence documents, reports, clearances.
• Assist with sub-grants closure and with Partners performance assessment.
• Assist the GMU team in the generation of requisitions/forms for the payment to partners.
• Develop and maintain a comprehensive “Partner Lifecycle Tracking Report for Bean program” integrating key information from GMU, PLANS, and Treasury to:
• Monitor grant and subgrant flows, disbursements, and reporting requirements;
• Ensure partners receive funds on time and according to contractual schedules;
• Track partner deliverables, including technical and financial reports, approvals, and pending submissions;
• Follow up proactively with partners, and scientists to ensure timely and accurate completion of all reporting obligations;
• Identify potential risks or delays and escalate issues early to relevant teams.
• Prepare and disseminate the Partner Lifecycle Tracking Report monthly to the Bean Program Leader, PMO and the Principal Investigators, ensuring they receive updated and accurate information for decision-making and follow-up.
• Pre-review Bean partner reports for completeness, consistency, and compliance before scientists conduct technical review.
• Conduct onboarding briefings (virtual or written) to ensure Bean partners understand deliverables, deadlines, and documentation requirements.
• Information management, communication and capacity building
• Ensure Grants, LoAs and Partners databases and filing systems are maintained up to date.
• Assist with written communications (i.e. meeting minutes, cover letters, submission of reports, special acknowledgment of funds to donors etc).