Uganda: Contracts & Grants Manager

IntraHealth International. Inc.

Job Profile: Contracts & Grants Manager

Why Choose IntraHealth

At IntraHealth, we are a global team of creative, committed humanitarians on a mission. We are advocates, technologists, health workers, and communicators. Program officers, finance experts, and technical leaders. We are passionate and diverse. And we’re united in our belief that everyone everywhere should have the health care they need to thrive. That’s why we work every day to improve the performance of health workers around the world and strengthen the systems in which they work.

For almost 40 years in over 100 countries, IntraHealth has partnered with local communities to make sure health workers are present where they’re needed most, ready to do the job, connected to the technology they need, and safe to do their very best work.

Our programs are designed with a deep understanding of and appreciation for the context of human rights, gender equality and discrimination, economic empowerment, and changing populations. And the longstanding relationships we’ve built with government agencies, private-sector partners, and members of civil society make our efforts stronger and more effective.

Join us and together we can make lasting changes in global health—for all of us.

SUMMARY OF ROLE

Provide support and supervise Contract and Grants Management for the RHITES-E Project, its partners and sub-awardees

Responsibilities Include:

Contract Management

· Oversee major functions of contract management and execution.

· Serve as RHITES –E point of contact on contractual matters for major vendor contracts.

· Monitor and steer review, approval, reconciliation, and amendment processes to ensure timely movement of contract actions through the Organizational workflow processes.

· Liaise with vendors on troubleshooting contractual obligations and demonstrate communications in writing.

· Liaise with finance (both in country and HQ) to ensure compliance of contract implementation according to IntraHealth’s and USAID’s requirements.

· Reconcile documents such as invoices and waybills with sub awardees GRNs and other data before submitting payments to finance.

· Process payments to finance for contracts based on payment terms and conditions.

· Advise when specific tenders and market-testing exercises need to be conducted, and provide commercial advice, assistance and/or leadership of these exercises.

· Ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, and assist with interpretation of contract terms to support implementation.

· Develop contract management system including control mechanism for monitoring of implementation as well as for troubleshooting contractual obligations.

· Prepare cash monthly cash projections for on-going contractual obligations.

· Monitor transaction compliance (milestones, deliverables, invoicing, etc.).

· Monitor contract close-outs, extensions and/or renewal.

· Prepare necessary documents and justification in case of contract terms are to be changed during implementation.

· Prepare amendments to contracts as necessary to reflect changes in contract terms and conditions.

· Provide regular reviews and updates on status of ongoing contracts to the Management Team.

· Maintain up-to-date knowledge on relevant country business norms, legal conditions, and customs, and ensure this information is incorporated in contract agreements as required.

· Develop and implement procedures for contract management and administration in compliance with IntraHealth’s and USAID policies, rules and regulations. As appropriate, contribute to or influence company policies.

· Conduct field visits to vendors place to ensure vendors project implementation capacities remains strong

· Monitor vendor satisfaction with our terms and conditions and contracting practices.

· Recommend changes to improve RHITES-E’s ability to procure needed goods and services on an ongoing basis.

Team Management

· Ensure that RHITES-E project staff is properly trained to perform excellence.

· Work closely with program management to facilitate program planning and upcoming contract implementation needs.

· Liaise with procurement Unit for drafting and negotiations of the contracts.

· Support procurement Unit in solicitation process to ensure invitational documents adequately and appropriately align with anticipated contractual terms and conditions.

· Assist to establish procurement norms and strategies.

· Assist teams in understanding their roles and responsibilities in terms of interaction with operations.

· Liaise with program teams regularly to ensure their needs are being met in terms of purchases and contractual obligations.

· Manage and work with quality control team to ensure that contractors are meeting their contractual obligations in terms of content and specification of goods provided.

· As needed, provide guidance on contract matters to project managers or operational staff, including training to new project managers and other employees in contracting practices and procedures.

· Be responsible for full and proper implementation of IntraHealth’s and RHITES-E’s systems of procurement and contract management, compliance and control as described in the organizational and project policies and manual

· Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of RHITES-E’s activities.

EDUCATION/EXPERIENCE REQUIREMENTS

Education & Experience

· Minimum of a bachelor’s degree in accounting, finance, or business administration. Membership to an accounting professional body is an added advantage.

· Minimum of 5 years’ experience in a busy grants and contracts department.

· Extensive knowledge of FAR and AIDAR and Ugandan government laws and regulations.

· Experience interpreting and applying USAID rules and regulations.

· Experience in donor-funded organizations preferred.

· Good interpersonal and capacity-building skills.

· High integrity

· Ability to work with minimal supervision.

· Excellent oral and written communication skills.

· Ability to work under tight deadlines and to multi-task.

· Ability to work under pressure.

· Ability to mentor and coach colleagues lacking financial education/training.

· Excellent skills using QuickBooks, Excel, and Access

Competencies

• Managing Performance: Ability to plan and design practices, processes and procedures that allow for effective management of people, resources and processes to optimize overall organizational performance. Managing for performance includes the ability to delegate and encourage growth and leadership across the team(s) as part of maximizing performance and productivity.
• Strategic Thinking: Applies organizational knowledge to identify and maintain focus on key success factors for IntraHealth while recognizing, anticipating and resolving organizational challenges. Ability to develop organization- and industry-specific expertise and apply sound decision making processes to reach productive resolutions that translates strategy into actionable business plans.
• Effective Communication (Oral & Written):Understands effective communication concepts, tools and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Risk Management: Knowledge of processes, tools and techniques for assessing and controlling the organization's exposure to risks of various kinds; ability to apply this knowledge appropriately to diverse situations.

Summary of Benefits

IntraHealth International, Inc. is a great place to work and prides itself on its comprehensive benefits package. We offer competitive salaries and a dynamic inclusive work environment which supports health workers so they can improve the lives of people throughout the world.

IntraHealth International is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, and requires affirmative action to ensure equality of opportunity in all aspects of employment. This is also to include inquiry about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

To apply and learn more about IntraHealth Careers @: http://www.intrahealth.org/section/careers

Learn more about “Who We Are” @: http://www.intrahealth.org/section/about-us1

To apply and learn more about IntraHealth Careers @: http://www.intrahealth.org/section/careers

Learn more about “Who We Are” @: http://www.intrahealth.org/section/about-us1