I. Purpose of the Job
The primary role of the grants officer is as the resource authority regarding US legal requirements and accountancy principles as applied to MSF-USA grants processes. S/he also manages all aspects of the administration of MSF-USA private grants to other MSF sections. The grants officer has a particularly sensitive role in continually adapting, streamlining, and improving MSF-USA granting policy. Though the grants officer is placed in the finance department, s/he coordinates the flow of information regarding grants among the program department, the program committee, the development department, and the five operational centers (OCs) of MSF. S/he will work closely with the finance director on all financial and legal requirements, but the strategic vision regarding the grants policy and assessment of the operational projects of the OCs will continue to be guided by the program committee, executive director, and MSF-USA program area staff.
II. Essential Functions and Responsibilities
Planning & Oversight (15%)
- Collaborates with program and finance directors to develop the annual strategic plan for MSF-USA private grants to other MSF sections.
- Analyzes grant activities, costs, and operations to determine progress toward stated goals and objectives.
- As the resource authority for US legal requirements and accounting principles as applied to MSF-USA grant process, conducts an ongoing review and analysis of MSF-USA grant procedures and researches and recommends appropriate changes.
- Serves as advisor to the program committee of the board of directors.
- Serves as resource authority for other MSF sections on US private grants-related issues. Maintains communication with financial directors and/or grants administrators in each of the five MSF operational sections.
Grants Management (80%)
- Manages the administration of restricted funds and their distribution through private grants; advises development department of needed changes in restricted giving practices and priorities.
- Manages the grants consistent with US laws and generally accepted accounting principles.
- Ensures proper implementation of MSF-USA grant procedures and process through constant relations with MSF operational sections and follows their operational activities closely.
- Main point of contact for development department, program department, and the OCs with regard to obtaining program information and reports relevant to the grants process.
- Coordinates with program officers to review project proposals, as needed.
- Works directly with members of finance department to track grant requests and the submission of required documentation, including activity reports and internal and external audits. Supervises the review and analysis of these documents to ensure they are in line with internal procedures and legal requirements.
- Represents MSF-USA with specific grant administrators/field administrators in MSF operational sections, as needed.
- Plans agendas, schedules, and identifies key operational managers in OCs for meetings by the program committee. Prepares grant-related materials for program committee meetings. Assists committee members in preparation for meetings with OC operational managers, helping to focus meeting on key issues. Prepares summaries and minutes of meetings and helps formulate recommendations to the full board.
- Works with the program department and program committee to initiate or respond to requests for analysis of grants, including trend reports and analysis of results from programmatic or field audits, and ensures that funded project activities are consistent with the operational plans presented to the program committee by the OCs.
- Establishes policies, systems, and procedures for grants management in collaboration with program and administrative committees and full board of directors; oversees and guides establishment of administrative policies, systems, and procedures, and ensures that the two are properly integrated.
- Ensures the development and implementation of appropriate database tools to support efficient grants management and tracking that interface adequately with finance department tools.
- Prepares reports and schedules for annual audit with regard to grants and temporarily restricted donations.
HR Management/General Duties (5%)
- May hire, manage, and evaluate office volunteers, work-study students, and/or interns for administrative tasks within the grants area from time to time.
- Delegates tasks, consults with and guides staff—primarily volunteers—to achieve goals. Provides ongoing feedback in a context of mutual respect.
- Sets clear attainable objectives for staff, evaluates employee job performance in accordance with established MSF procedures, and collaborates with staff to establish appropriate development paths.
- Attends regularly scheduled departmental meetings to share information, brainstorm solutions, and coordinate priorities.
- Attends regularly scheduled staff meetings and several annual office-wide debates to participate in information sharing across all departments and stay informed on important MSF topics, so as to be able to contribute to the organization’s ongoing development.
- Acts as security administrator and primary resource for assisting staff with online banking operations.
III. Supervisory Responsibilities
Coordinates with finance department support staff to track grants and supporting documentation for the grant process and for general administrative support and information flow for the program department.
Manages one or more unpaid staff consisting of volunteers, interns and/or work-study students who work on specific clerical, administrative, or research projects. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems.
IV. Fiscal Responsibilities
Manages intersectional grants processing. Develops and modifies procedures governing the payment of grants within legal and accounting framework. Ensures proper integration with program and development departments, as well as with the five OCs.
Responsible for New York Desk budget and invoicing MSF-France.
V. Extent of Public Contact
Primary contact with MSF operational sections in Europe with regard to US grant policies, procedures, and documentation. Collaborates with senior MSF-France finance department staff to allocate grant budget. Main point of contact with development regarding the nature of programs in the field. Collaborates with senior finance department staff in all OCs to support financial and administrative performance in field projects.
VI. Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately within the context of a moderately noisy office with many interruptions, due to the nature of the work. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
To travel to the field (usually in the developing world), the employee must attest to physical fitness to endure physically difficult, high-stress situations which may include the necessity to walk long distances, carry a backpack or other equipment of up to 50 pounds, ride long distances over very poor road conditions, eat a limited diet, and/or reside in potentially uncomfortable housing or tents.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
VII. Working Conditions and Travel Environment
The duties of the job require regular attendance five days/week for a minimum of 35 hours. Must be available to work before 9:00AM, after 5:00PM, or on weekends as required.
Must be able to travel as required for standard domestic and international business travel.
- Minimum 3–5 years directly related experience, plus Bachelor's degree (BA), or equivalent combination of education and experience.
- Demonstrated knowledge of nonprofit governance in general, and US legal requirements and accounting principles as applied to the grants process specifically.
- Experience with project scopes and budgets.
- Understanding of MSF field missions’ requirements and budgeting.
- Strong interpersonal and written and oral communications skills.
- Ability to effectively present complex information to generalists on staff and board to assist them in exercising their authority.
- General knowledge of international humanitarian affairs.
- Fluent written and spoken English; French and Spanish a major advantage.
- Strong computer literacy, including ability to use word processing and spreadsheet and database software and to search the internet for research purposes.
- Ability to write complex correspondence and internal memos.
- Ability to handle a large volume of work.
- Outstanding proven time management and organizational skills including ability to prioritize ongoing vs. immediate needs appropriately.
- Keen attention to detail with ability to track multiple projects at one time.
- Excellent judgment and diplomacy.
- Genuine commitment to MSF's humanitarian principles.
Starting salary range: low to mid 70s, commensurate with experience. Excellent benefits. Training opportunities and growth potential. Six-month assignment starting on November 1, 2014.
To apply, send cover letter and resume to firstname.lastname@example.org, Attn: Grants Officer
No calls, please.