We are seeking a Grants & Contract Manager. This position is part of the CCP Finance Team working closely with Program Staff, Contracts, Human Resources, and CCP's Country offices to provide analysis and strong management of 1-4 countries or a larger country project. This includes ensuring that projects are delivered on schedule, within the scope and budget and of the utmost quality. This person will also work across all phases of financial management from new business development to close out ensuring that financial systems and reports are compatible with standard CCP accounting practices and follow donor rules and regulations. They will also be responsible for ensuring that the program and technical staff have the necessary financial analysis and guidance to make appropriate decisions throughout the lifetime of the projects.
Specific Duties & Responsibilities
As a member of the Finance Department, the staff member will provide support to various groups and individuals within the organization who rely on and benefit from financial information to make informed business decisions through financial analyses (i.e. current policies and processes, actual performance vs. budget).
Preparation of financial data for distribution to management; as well as donors.
Responsibilities include actively assisting the project teams in the Monthly Reviews, budget tracking and monitoring; compliance issues; overseas operational issues; travel oversight; procurement processing and management; annual budget process, quarterly forecasting, periodic analysis of operational compliance and performance, strategic input into large scale decision making on compliance and financial issues for programs, and supervision, training, and mentoring of staff.
Leads & Proposals
Provides input and review of proposal budget costs based on analyses of new and existing country implementation costs (e.g., activity costs, shared costs, market rates, etc.)
Ensures that countries have all the necessary financial management systems and support needed to effectively start-up new projects, and Conducts finance-specific tasks in start-up plan.
Support activities in start-up checklist e.g., hiring new finance staff; setup bank accounts; remote imprest fund set up and increases, orientation, and tracking of start-up budgets, etc.
Implementations & Control
Responsible for managing all financial and operational aspects of the award.
Contributes to the strategic decision making for issues which have a broad programmatic impact.
Develops strong work plan budgets and budget notes in accordance with JHU and donor requirements in coordination with country staff, sub-awardees, and field staff.
Prepares scheduled or ad hoc financial reports for donors that are timely, complete and accurate and maintain a schedule of routine financial reports and analysis for donors.
Performs pipeline analysis, including review of accruals and commitments of the current portfolio to ensure projects operate within allocated budgets and according to the contractual terms; prepare internal reports and charts to identify trends; and make recommendations for implementation.
Reviews cost share accounts and against authorizations and cost share plan where applicable.
Actively participates in sub-recipient monitoring. To include
Review company profile, audits, financial statements for items of risk.
Complete risk assessment.
Work with program team to determine appropriate terms and conditions.
Work with field teams to develop a monitoring plan, ensure plan is followed.
Track sub-recipients requiring annual yellow book audits.
Facilitates audit process and any follow up required as a result of the audit.
Works with program staff to plan salary allocations, and ensure that the allocations are input into SAP by finance staff.
Monitors sub-awardees financial expenses compared to their obligations and prepare, review or approve modifications and collect and review sub-recipient annual financial checklist and audits, where applicable.
Maintains complete and accurate financial files, team sites, shared folders.
Follows up on due diligence report findings to clear within 30 days (ensure country and program staff understand each finding and its applicable solution)
Tracks statutory requirements for portfolio countries country team on statutory requirements e.g., audit, government filings, etc.
Tracks tax requirements and timely filing. Support the country team to complete all requirements on all tax related matters e.g. VAT, payroll tax, import, etc.
Monitors inventory and asset registers to purchases in QBE, and SAP.
Responds to internal and external audit requests.
Conducts large scale and in-depth monitoring of award balances and take timely action to ensure that there is always sufficient funding for implementation.
Immediately notifies Team Leader and Sr. Administrative Manager of any issues.
Oversees field asset management and ensure that equipment is correctly reported to USAID as needed.
Ensures prior approvals and waiver requirements are met prior to incurring costs requiring prior approval.
Managing staff allocations on award and making timely adjustments as needed.
Reviews and approve all transactions including wire transfer requests; online payments; purchase orders and sub-recipient documentation —ensure the requests are within established Policies and Procedures and terms of agreement.
Actively provide guidance and planning for annual work-plan to include an analysis of historical spending patterns and estimate of future expenditures.
Prepares detailed budget tracking tool to inform program teams on expenditure and balances. Using this data, prepares a financial analysis with which teams can make programmatic decisions. In the cases of PEPFAR funded projects, be familiar with PEPFAR reporting requirements and develop budgets and tools with those requirements in mind.
Provides accounting and financial guidance to project teams and overseas field accountants.
Meets the published closing and reporting schedules for projects.
Ensures internal controls are in place and operating effectively in accordance with JHU standards and Federal regulations. This may include site visits; and/or desk review of operational systems.
Ensures documentation adequately supports the transactions incurred overseas—timely verification and reporting of Field Reports receipts and certifications.
Identifies potential accounting problems, research and propose solutions.
Initiates and leads field accounting special projects, etc. for process improvements.
Other ad hoc reports and duties, as requested.
Participate in close-out work plan and conduct all close out activities assigned (e.g., develop HQ close out budget, review country close-out budgets, pay all final invoices, close out contracts, sub-awards within donor guidelines)
Lead the project procurement team by providing direction, training, and advice as needed on procurements.
Design and implement a streamlined system to track field procurement submissions and Baltimore workflow.
Meet with program team during RFP development and make the official determination of the correct contracting mechanism needed.
Oversee the processing of purchase order creation, payment, documentation and troubleshooting for a complex global award.
Ensure the proper use of JH-OneDrive entries by FA's.
Ensure all source origin and approval requirements are adhered to by program staffSPECIAL PROJECTS:Monitor.
Monitor any non-sponsored spending to ensure expenditures match authorization.
Act as the Financial Analyst on new countries as needed.
Ad-hoc requests as assigned.
*This position is responsible for independently deciding for program staff the proper financial and contractual procedures to follow. The contractual decisions are particularly difficult and critical because they involve complex legal and regulatory issues, but require good judgment, weighing thoroughness against efficiency. Decisions often have to be made quickly and always in compliance with federal, contract and JHU regulations. These are independent decisions, and when further guidance is required it is obtained from Senior Management, USAID and/or the SHPH Office of Research Administration. Continual internal and frequent external international, domestic, and interoffice (within JHU) communications are required in both verbal and written forms. These contacts are mainly directed toward problem-solving, providing financial reporting and sub-awardee personnel to discuss contractual issues and provide financial reporting guidance. Other duties assigned by Supervisor. To perform this job successfully, an individual should have knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing.
Five years of related experience in sponsored research and/or financial positions, preferably in an academic or medical setting, and financial or cost management experience, preferably in support of US Government grants. Two of the years must include working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects serving as a recognized subject matter expert.
Experience working with public and/or private donors.
Experience with financial analysis, financial reporting, cash flow analysis, budget development, and forecasting.
Strong understanding of Microsoft Excel required.
Understanding of US government cost principles, GAAP accounting rules, and grant/contract management.
Strong problem-solving skills.
Excellent oral and written communication skills.
Demonstrated ability to effectively manage several major activities simultaneously.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula. Successful completion of the RAT program (13-15 months) is equivalent to two years of relevant experience for this position. If an employee does not successfully complete the program, no additional experience will be applied.
Working knowledge of SAP and QuickBooks preferred.
Classified Title: Grants & Contracts Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $71,230-$97,880 Annually (Commensurate with experience) Employee group: Full Time Schedule: M-F; 8:30-5 Exempt Status: Exempt Location: Hybrid/JH at 111 Market Place Department name: Ctr for Communication Programs CCP Personnel area: School of Public Health
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
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