Grants Assistant: Contracts and Agreements Team
International HIV/AIDS Alliance - Brighton
Contract

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Part time 50% FTE, 1 year contract

The International HIV/AIDS Alliance works with communities through local, national and global action on HIV, health and human rights. Our vision is a world without AIDS. Since 1994, the Alliance and its partners have supported over 3,000 projects, in over 40 countries, reaching millions of people.

The International HIV/AIDS Alliance is seeking a Grants Assistant to work within our Contracts and Agreements Team, who will provide support to the team’s assigned donor agreements including, when delegated, managing aspects of the agreements.

The Grants Assistant will be responsible for supporting financial, contractual, administrative and logistical aspects of donor-funded projects, working to agreement managers within the team. The Grants Assistant is expected to perform with considerable autonomy and is regularly required to use their initiative within the organisation. This role includes representational activities and acting as a focal point for information regarding assigned programme agreements for Secretariat staff and external audiences.

The successful candidate will have demonstrable experience in working with and supporting agreements (including understanding donor compliance and measures for tracking performance), along with good analytical skills and attention to detail. Experience in managing large and complex budgets, alongside experience in preparing, consolidating and editing narrative reports are also essential requirements.

Responsibilities:

CONTRACT MANAGEMENT

Objective: Effective contract management
  • Ensure that financial, contractual, administrative and logistical aspects of donor funded projects are adequately managed. For example:
  • Coordinate the annual project budgeting process, with Linking Organisations, international project partners and other secretariat teams;
  • Coordinate review of monthly financial reports, monitor project spend against budget, and contribute to quarterly dashboard review;
  • Input into annual review and re-planning process, and project evaluations;
  • Ensure timely submission of reports from partners and accurate entry of reports to Alliance database and financial systems by finance team;
  • Provide review of programmatic narrative and data reports;
  • Manage all secretariat processes relating to contract administration and compliance, including uploading annual budgets, preparation of sub grant agreements, audit requests, consultant and procurement processes;
  • Provide guidance to international project partners regarding budget and financial management, Alliance processes, and donor compliance;
  • Liaise with Technical Support Hubs to develop terms of references, budgets and manage ongoing contract administration;
  • Organise meetings, including with international involvement, and coordinate attendance of the team at external meetings and conferences, and document when necessary;
  • Coordinate internal and external donor reporting schedules to ensure reports are delivered on time;
  • Input into donor programme and finance reporting process;
  • Maintain up to date knowledge of donor compliance, rules and regulations.
  • Provide follow up support and tracking of administrative, programmatic and financial issues as requested by the agreement manager.
RESOURCE MOBILISATION AND DONOR RELATIONS

Objective: Adequately funded programmes
  • Liaise with donor and prime/PR on aspects of project management and oversight and so as to represent the project.
  • Provide background research and support to the proposal development process where required.
INTERNAL COORDINATION AND COMMUNICATION

Objective: Effective team and cross-team working
  • Work with other members of CAT and other Secretariat teams to ensure close liaison between project management and other related and/or linked functions;
  • Work with relevant regional and country Alliance and implementing partner staff and structures to support strong implementation of the project and the recognition and exploitation of potential linkages and synergies with other work, where necessary fostering helpful links with other parts of the Secretariat;
  • Participate actively in Secretariat, departmental, unit, and team planning, information sharing and team building.
REPRESENTATION, COMMUNICATION AND KNOWLEDGE SHARING

Objective: Effective representation, communication and knowledge sharing within and outside the Alliance
  • Develop and maintain information-sharing systems regarding assigned contracts and regional and country programme activities (i.e. country background and technical information);
  • Co-ordinate the sharing and exchange of information with consultants and programme partners;
  • Act as a representative and advocate for your contracts within the Alliance;
  • Assist in preparation of materials about programme activities or documentation of lessons learned in liaison with other departments;
  • Develop and maintain intranet sites and web pages for assigned contracts in consultation with the agreement managers.
OTHER DUTIES
  • Occasional supervision of staff, interns, consultants and/or volunteers;
  • Undertake other responsibilities not outlined above which are appropriate for a role of this nature and which have been discussed and agreed with the line manager.
Qualifications, education, knowledge

Essential

Graduate level qualification in a relevant field and/or equivalent experience.

Some experience of working in a developing country.

A solid understanding of development issues and project planning methods.

Excellent computer skills (Especially Excel and also Word, Outlook, Powerpoint).

Desirable

Knowledge of HIV, key populations and/or working conditions in developing countries.

Experience required

Essential

Demonstrable experience working with and supporting agreements, including ensuring donor compliance.

Experience managing large and complex budgets.

Experience preparing, consolidating and editing narrative reports.

Demonstrated organisational experience.

Experience of working in an International NGO or an AIDS service organisation.

Desirable

Experience of working with marginalised or stigmatised populations.

Experience of working in a changing and demanding environment.

Experience working with of a range of donors (USAID, EC, DFID)

Abilities and skills required

Essential

Good analytical and planning skills with strong attention to detail.

Highly numerate with a good working knowledge of budgeting.

Familiarity with project planning and monitoring tools.

Capable of working both independently and as part of a team.

Strong interpersonal skills.

Capacity to support colleagues in UK and overseas in financial management and donor compliance.

Willingness to combine administrative and support work with tasks requiring more flexibility and creativity.

Ability to use judgement, tact and discretion whenever appropriate.

Ability to communicate effectively in English.

Desirable

French and/or Spanish language skills

Personal qualities

Essential

Able to travel when required.

Highly motivated and flexible.

Strong commitment to HIV/AIDS and development issues.

Enjoy working within a multicultural environment.

All applicants must have existing eligibility to live and work in the UK.

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