Malaysia: Grants and Contracts Administrator - Alliance for Financial Inclusion - Kuala Lumpur (Malaysia)
The Grants and Contracts Administrator is a member if AFI’s Operations team and will report to the Chief Accountant. S/he is responsible for the independent administration of all new and active grants made by AFI and provides support to finance and accounting staff on the processing and ongoing administration of contracts and event sponsorships. This role is responsible for documenting and ensuring adherence to all grant and contract policies, processes and systems to ensure compliance, efficiency and effectiveness of the grants and contract cycle. The position ensures a high level of due diligence on grants and grantees and is responsible for ensuring that AFI’s grant and contract making processes and compliance procedures are transparent and understandable to internal staff, grantees, applicants and other stakeholders. Additionally, this role oversees collection, sharing and analysis of grant and contract related data with AFI teams to support strategic decision making. As AFI transitions to an independent international organization this role will be responsible for formulating new grant and contract policies and procedures independent of the current systems overseen by GIZ.
RESPONSIBILITIES INCLUDE:
Policy and Process Compliance and Creation
Maintain and/or develop grant and contract administration procedures and policies.Document and file appropriately all grant and contract making processes and policies and update existing processes and policies as necessary.Review and sign off on individual grant investment documentation, in order to ensure adherence to legal requirements, donor stipulations, and organization policies.Prepare all grant agreements, formal grant-related letters, memoranda of understanding and any subsequent amendments (working closely with grant managers and finance staff as needed).Monitor compliance with grantee reporting requirements and evaluate grantee narrative and financial reports to ensure administrative and legal compliance.Develop and maintain internal and external grant related documentation, including explanatory materials to ensure that processes are transparent and understandable.Develop and manage the use of standardized grantmaking templates.Monitor and report on grantee compliance with administrative and other requirements. Identify early warning indicators of potential problems on compliance or operational performance.Data Management and Analysis
Responsible for the creation and maintenance of official hard and soft copy grant files.Maintain, update, and monitor the grant pipeline tool to ensure data regarding new grantmaking and financial projections are accurate.Oversee the management and maintenance of all grant data in the CRM system.Provide status reports on all active grant investments to staff on a monthly basis and produce additional grant related reports for staff and leadership as requested.Track and report on performance against annual grantmaking budget.Ensure grant data in various systems is reconciled regularly.Conducts internal audits as it relates to grant and contract compliance with internal and external polices, writes reports, and ensures that corrective measures are acted upon.Ongoing Improvements and Transition to Independence
Assess grant and contract making procedures on a regular basis and analyze the impact these procedures have on strategic objectives and long-term organizational goals.Work across the organization to continuously improve AFI’s grant and contract making service by gaining feedback from stakeholders and looking for ways to increase efficiencies and impact.Work closely with the finance team to develop appropriate grant and contract making policies, process, tools and templates that replace those currently overseen by GIZ (specifically related to contract development, payment management, and grant closures).Represent the grant team during the development and implementation of a new ERP system including data mapping and data migration from current systemsSpecial projects as assignedDESIRED SKILLS AND EXPERIENCE
5+ years of experience administering grants, sub-grants and/or contractsStrong attention to detail and organizational skillsPast experience developing and implementing organization wide policies and processes and creating supporting tools and templatesProven ability to manage multiple time-sensitive projects and prioritize tasks to best support team and organizational needsStrong oral and written communication skills targeted at international audiencesGood command of the English language – French, Spanish or Russian would be an asset but not requiredExperience with CRM or financial management systems – Financial Edge and Raisers Edge experience a plusLegal or paralegal background is a plus, but not requiredBachelor’s degree required, Master’s a plus – potential areas of study include business administration, legal (paralegal), finance, accounting, nonprofit administration etc.How to apply:For more information on the Alliance for Financial Inclusion, please visit www.afi-global.org
To submit your interest to this position, please send your CV and Cover Letter to talent@afi-global.org
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