Administration, Contracts, and Grants Officer - PROEPL Health Malawi

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Last update: Jan 20, 2023 Last update: Jan 20, 2023


Deadline: Feb 20, 2023 Deadline for applications has passed
Location: Malawi Malawi
Organization: The Palladium Group (HQ)
Job type: Contract, 12 months +
English English
Work experience: From 3 years
Date posted: Jan 20, 2023


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Position Description:

The Admin and Grants officer will support PROPEL Health and is responsible for supporting the Admin/Contracts Manager with duties ranging from office administrations, logistics, travel, procurement, including supervision of periodic administrative support staff and other consultants as needed. In addition, the officer will also support the Grants manager with duties ranging from, assist in implementation management and closeout of PROPEL Health’s grants over the life of the project.


Provide support in recruitment process, help track and maintain leave database and closing balances of leave to ensure they are current and accurate.
Provide support in procurement process including market surveys to identify supply source of items, evaluation of the quotations, negotiations with vendors/service providers; follow-up and liaise with vendors/service providers to ensure timely delivery and all payments, invoicing and budgeting information is accurate.
Provide administrative support including translation, maintenance of diaries, scheduling and arranging meetings, travel arrangements, events/meeting organization etc., to ensure efficient operation of the program.
Support management and maintenance of office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically.
Assist with timesheet management of in-country staff to hold them accountable to signing timesheets by corporate deadlines and ensuring no suspense hours are booked

Other duties as assigned


In consultation with the Administration/Contracts Manger, assist the project team in the procurement of consultants, vendors, and contractors. 
In consultation with the Administration/Contracts Manger, support the project team follows company policies, Standard Operating Procedures (SOPs), project processes and donor regulations when hiring consultants, vendors, and contractors. 
Work with the Administration/Contracts Manger to liaise the project team and HQ Operations team to process contracts, agreements, grants, purchase orders and all other procurements and leases.  
Help keep track of deliverable due dates and contract expiry dates, and timely inform Technical Monitors and HQ team for contract extensions. 
Help maintain and update separate folder for each of the procurements. Keep records of important information, documents and deliverables related to consultants, sub-contractors/grantees, and vendors for future audit purposes, such as selection, contracts and modifications, deliverables, invoices, and close outs.  
Send reviewed and approved deliverables/invoices to the Finance Officer and Finance Manager to process payment


Assist in the design and development and be support the coordination for implementation management.
Help with the closeout of PROPEL Health Malawi grants over the life of the project
Follow grants management policies, procedures, and practices to grantees
Assist the Administrative & Contracts and Grants Managers in coordinating with the M&E, Capacity, Comms, Grants
Advisor, develop RFA and prepare documentation for grant evaluation and approvals
Assist in evaluating grant applications with the review team and Grants Manager before to ensure grants adhere to
PROPEL Health Grants Manual
Organize and file appropriate documentation to ensure everything is on file to guarantee passing of grant file audit readiness
Help the Grants Manager conduct grantee training as needed, including capacity building for potential grantee organizations, and knowledge transfer for internal project staff
Help support pre-award reviews of potential grantees, regular mid-implementation audits, and pre-close out grant file review in coordination with the M&E, Capacity, Comms, Grants Advisor, and other staff as required, to maintain clean, audit-ready files throughout the life of project
Help monitor payment of grant milestones to ensure compliance with workplan and milestones and monitor the projected expenditures against their actual expenses
In coordination with Finance staff, help the Admin and Contracts Manager review monthly grants budget reports to monitor spend rate against forecast
Help screen all selected grantees/subawardees through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
Other duties as related to program grants and/or project start-up, as required


Support the PROPEL Health Malawi Grants Manager and program by abiding to the PROPEL Health Grants
Management Manual based on USAID regulations and contractual requirements
Assist in preparing documentation for grant solicitation, evaluation, and approvals.
Assist in competitive grant solicitation processes from pre-solicitation to award, and then through implementation and closeout
Help obtain required documentation for agreements/subcontracts and follow up on required reports
Enter relevant information in grant tracking/monitoring system
Inform the Administrative & Contracts or Grants Manager of irregularities and contribute to identifying solutions
Assist in administrative and grants trainings
Assist in filing administrative and grant files
Other duties as assigned

Required Qualifications:

3-5 years of work experience in administrative, operations, procurement, and office management with an international organization and USG-funded project experience
Thorough knowledge and understanding of procurement, including competition, source selection, award, and managing agreements
Previous experience in program operational areas – administrative, programmatic, procurement, human resources, ICT, security, and safeguarding
Previous experience with grants management is preferred
Demonstrated ability to work effectively in team-based environment
Strong written and verbal communications skills
Fluent in English
Malawian nationals are strongly encouraged to apply for this role.

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