Associate Director / Grants and Administration (AD/GA)

Background: 

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions in the fields of health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology. FHI 360 serves more than 70 countries and all U.S. states and territories. In Lebanon, FHI 360 is implementing the USAID-funded Lebanon Civic Action Accelerator Program (LEB-CAAP) which aims to enhance civil society responsiveness to locally driven demands to accelerate inclusive rights-based policies, practices, and services through a combination of grants, technical assistance, and partnerships.  This $16M program began in July 2021 and will continue through June 2026. To learn more about our program offerings, visit https://daleel-madani.org/civil-society-directory/fhi-360 and our social media pages on Facebook and Instagram @lebcaap. 

FHI 360 seeks qualified national candidates to serve as the Associate Director/Grants & Administration (AD/G&A), responsible for providing strategic leadership and overall quality assurance of grants, contractual and compliance functions of LEB-CAAP. Serving as a member of the senior management team and reporting to the Chief of Party, the AD/G&A ensures that all grant, finance, and procurement activities are compliant with FHI 360 and USAID requirements and achieves balance between requirement for rapid implementation and minimizing potential financial, reputational and audit risks. The AD/G&A has management responsibility for the grant, finance, HR, and operations teams, with direct supervision of the finance manager, HR/office manager, and subaward managers.

Job Description

Responsibilities include but are not limited to:

Grantmaking

• Facilitate the effective implementation of LEB-CAAP grants throughout all phases of the grant cycle (design, competition, solicitation workshops, grant evaluation and selection, due diligence, risk assessment and mitigation, grant negotiations, award, implementation monitoring, modifications, and close-out).
• Ensure functions are efficiently coordinated by grants and finance staff; update existing and develop, as necessary, operating procedures to document and manage roles and responsibilities in these areas, identify and roll-out process efficiencies, improvements and standardized administrative procedures as required to maximize efficiencies in grantmaking and management.
• Manage internal reviews and approvals of grant packages prior to submitting to home office Contract Management Services (CMS) for final review (including negotiation memos, supporting documentation, milestone payment schedules, grant agreements, etc.) of cost reimbursable, fixed amount awards, and in-kind grants. Submit grant packages to USAID AOR for approval. In turn, coordinate with CMS and subaward managers on issuing grants and subsequent roll-out of subawards to grantees.
• Monitor grant tracking, financial and accounting control systems, grant management reporting systems, and overall compliance processes.
• Manage implementation of FHI 360 Fraud Prevention Strategy, coordinating with the relevant staff on scheduling and conducting compliance reviews, audits, etc. Analyze results and implement any necessary follow-up actions, including grantee capacity building, to ensure compliance with FHI 360 and USAID regulations.
• Contribute to the development and delivery of specialized training and mentoring for staff, grantees and civil society partners on all aspects of grants, finance and procurement management and grant reporting. Develop, in conjunction with relevant team members, customized materials for grantees to manage financial and administrative requirements of their grants.

Compliance

• Promote a project-wide culture of compliance and risk management through compliance practice leadership, staff compliance training, regular project compliance reviews and pro-active identification of potential compliance-related issues.
• Oversee quality control over all aspects of procurement to ensure full compliance with USAID regulations, FHI 360 policies, and local laws. Collaborate with senior management team in making recommendations on what and how to revise and update processes and procedures, as needed and implement accordingly.
• Closely collaborate with CMS, Procurement and other HQ departments in informing and educating the team on organizational and donor compliance requirements. Contribute to the development and delivery of specialized training to FHI 360 staff on policies, regulations and best practices in grants, finance and procurement management. Mentor staff in the detection of potential irregularities in procurement and sub-award processes and overall fraud prevention techniques to ensure compliance across the program and among grantees.
• Manage periodic vendor verification, spot checks of financial reports, procurement documents, reporting on trends detected and take recommended actions.
• Lead the development and roll out of compliance tools for staff, grantees and partners, i.e., quick compliance reference guides, check list, and related materials, working with program management and staff to better ensure efficiency and reduce compliance risks.
• Facilitate project participation in internal and external audits including all required pre/post-tasks.
• Manage relationship with local law firm and troubleshoot issues related to FHI’s legal status pertaining to registration, taxation, social security, exemptions, etc.

Procurement and Operations Management

• Oversee the work of the HR/Office Manager to ensure all aspects of human resources, operations and procurements are conducted in compliance with FHI 360 and USAID requirements, overseeing quality control over all aspects of the processes.
• Ensure administrative functions are effectively coordinated by operations staff and develop the necessary operating procedures to document roles and responsibilities in these areas.
• Review and approve procurements, including competition, selection, contracting, and monitor implementation, spending and close-out.
• In close collaboration with the COP, establish and hold staff accountable for standards of professional behavior in the office and with USAID and external partners.Finance Management
• Support the Finance Manager in ensuring all aspects of the project’s contractual and financial systems meet FHI 360 and USAID requirements.
• Monitor updates to FHI 360 policies and prepare/disseminate guidance to staff through memos, updates to policies, and FHI 360 Lebanon office manual as required.
• Ensure efficient coordination between the finance team and subaward managers in processing grant advances, reimbursements and reconciliations; in analyzing grantee pipelines, burn rates and obligations; assessing financial reporting capacities of grantees and providing capacity building as required to address concerns.
• Liaise with home office Finance and CMS colleagues on policy, finance and compliance and follow-up on updates in FHI 360 finance, purchasing, and compliance procedures to ensure implementation and compliance within LEB-CAAP project.
• Support the Finance Manager in monitoring the program’s pipeline and to develop and implement corrective actions as required to ensure projections, accruals and burn-rate figures are accurate and on target.
• In collaboration with the field and HQ finance managers, contribute to the project’s reporting to USAID, budget management, and realignments, as required.

Other

• Participate in senior management team meetings, decision-making, and planning.
• Supervise and support performance management and professional development of assigned staff, including ongoing feedback, coaching, and career support.
• Provide review and input for program documents including work plans, monthly, quarterly and other USAID reports, and internal progress reports.
• Support award modifications as required.

Qualifications:

• Minimum of nine (9) years of relevant experience required in the areas of grants/contract administration, program operations, financial management, program management, compliance, or relevant experience, preferably with USG / USAID programs.
• At least four (4) years in a senior management position related to grants, finance, operations and compliance practices on a USAID-funded project.
• Strong overall management acumen and ability to align governance, risk and localization requirements with the realities of the organization’s work environment. Demonstrated experience performing operations reviews and analyses of budget vs. actual expenditures is required.
• Track record in managing people, working with and coaching teams, and in providing capacity building support to local partners.
• Fluency in English and Arabic is required.

• Excellent organizational, time management, prioritization skills, attention to detail and report writing skills are required.
• Proven computer skills with Microsoft tools.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time. 

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. We offer competitive compensation and an outstanding benefit package. 

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.  FHI 360 welcomes diversity among its staff and encourages members of any marginalized or underrepresented group to apply for any position for which they believe they are qualified.