ASSISTANT II- GRANTS MANAGEMENT (INTERNAL ADVERT ONLY)
The Organization
The Alliance of Bioversity International and CIAT delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crisis of malnutrition, climate change, biodiversity loss, and environmental degradation.
The Alliance works with local, national and multinational partners across Latin America and the Caribbean, Asia and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services.
About the position
Assistant II, reporting to the Senior Analyst in the Grants Management Unit and under the secondary supervision of the Crops, Nutrition, and Health – Beans, Program Leader, will support the administration of institutional research grants and sub-grants, the development of new processes and tools for their administration and provide specialized support to the Bean Program’s partner portfolio.
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).
  • Support the management and improvement of information management systems (databases, Intranet space, filing systems, etc.)
  • Support the development of improved processes and tools for grants and sub-grants administration.
  • Support in the training of partners based on identified needs / areas of improvement
  • Follow up on project closure requirements and collaborate in the checks for closure conditions of grants and subgrants in the ERP (updates and checks)
  • Provide administrative support for meeting’s needs, travel needs for the GMU Africa region team including tickets, accommodation etc
Required qualifications and experience
  • Bachelor’s degree in international development, International Relations, Economics,Business Administration, Finance or another relevant field
  • Minimum two (2) years of work experience in similar positions
  • Proficiency in English, additional language skills considered beneficial.
Competences
  • Demonstrated strong interpersonal, communication, and teamwork skills, showing courtesy and tact, with the ability to work effectively in multi-cultural and multidisciplinary teams, engage with external stakeholders, and maintain productive working relationships with individuals from diverse cultural and national backgrounds.
  • Proficiency in relevant software packages (Microsoft Word, Excel, PowerPoint)
  • Sound personal organization, priority setting and problem-solving skills
  • Sound judgment and initiative; ability to work independently within assigned areas
  • Strong client orientation and service approach
  • Ability to provide a high level of service under pressure.

Terms of employment
This is a nationally recruited position based in Nairobi, Kenya. The initial contract will be for one year subject to a probation period of three months and is renewable depending on performance and availability of resources. This position is graded at BG04 level in a scale of BG01 to BG14 (BG14 being the highest level according to the Alliance job classification framework policy). We offer a competitive salary and excellent benefits including but not limited to insurance, retirement plan, staff training and development, paid time off and flexible working arrangements.
The Alliance Bioversity-CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities. Female candidates are strongly encouraged to apply.
Applications
Applicants are invited to visit https://alliancebioversityciat.org/careers to get full details of the position and to submit their applications. Applications MUST include reference number RFP 300864 – Assistant II- Grants Management  as the position applied for. Cover letter and CV should be saved as one document using the candidate’s last name, first name for ease of sorting. The Alliance collects and process personal data in accordance with applicable data protection laws.
Applications closing date: 23rd November 2024
Please note that email applications will not be considered.
Only short-listed candidates will be contacted.
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