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Job description:
Grants Assistant: Contracts and Agreements Team (50% FTE)
Alliance Mission:
The mission of the International HIV/AIDS Alliance is to work with
communities through local, national and global action on HIV, health and
human rights. Our vision is a world without AIDS.
Job Reports to:
Grants Manager: Contracts and Agreements Team (CAT)
Main function:
The postholder provides support to the team’s assigned donor
agreements including, when delegated, managing aspects of
agreements.
Working to agreement managers in CAT, the post holder is responsible
for ensuring that financial, contractual, administrative and logistical
aspects of donor-funded projects are managed and ensures that
adequate data to track all aspects of projects’ performance is collected. In
addition, the post holder provides support to agreement managers in
analysing the performance and potential of projects and assists
agreement managers in communications with donors, implementing
partners and other stakeholders. The postholder has considerable
autonomy and must regularly use initiative within the organisation. The
role includes representational activities and acting as a focal point for
information regarding assigned contracts for Secretariat staff, and
external audiences where requested.
Tasks are undertaken in collaboration with other colleagues according to
assigned contracts and thematic responsibilities.
Location:
Hove Office (or other local office as appropriate)
Travel:
Occasional international travel
Responsibilities:
CONTRACT MANAGEMENT
Objective: Effective contract management

Ensure that financial, contractual, administrative and logistical aspects of donor funded projects
are adequately managed. For example:
o Coordinate
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the annual project budgeting process, with Linking Organisations,
international project partners and other secretariat teams;
Coordinate review of monthly financial reports, monitor project spend against budget,
and contribute to quarterly dashboard review;
Input into annual review and re-planning process, and project evaluations;
Ensure timely submission of reports from partners and accurate entry of reports to
Alliance database and financial systems by finance team;
Provide review of programmatic narrative and data reports;
Manage all secretariat processes relating to contract administration and compliance,
including uploading annual budgets, preparation of sub grant agreements, audit
requests, consultant and procurement processes;
Provide guidance to international project partners regarding budget and financial
management, Alliance processes, and donor compliance;
o Liaise with Technical Support Hubs to develop terms of references, budgets and manage
ongoing contract administration;
o Organise meetings, including with international involvement, and coordinate attendance
of the team at external meetings and conferences, and document when necessary;
o Coordinate internal and external donor reporting schedules to ensure reports are
delivered on time;
o Input into donor programme and finance reporting process;
o Maintain up to date knowledge of donor compliance, rules and regulations.
o Provide follow up support and tracking of administrative, programmatic and financial
issues as requested by the agreement manager.
RESOURCE MOBILISATION AND DONOR RELATIONS
Objective: Adequately funded programmes

Liaise with donor and prime/PR on aspects of project management and oversight and so as to
represent the project.

Provide background research and support to the proposal development process where required.
INTERNAL COORDINATION AND COMMUNICATION
Objective: Effective team and cross-team working
 Work with other members of CAT and other Secretariat teams to ensure close liaison between
project management and other related and/or linked functions;
 Work with relevant regional and country Alliance and implementing partner staff and structures to
support strong implementation of the project and the recognition and exploitation of potential
linkages and synergies with other work, where necessary fostering helpful links with other parts of
the Secretariat;
 Participate actively in Secretariat, departmental, unit, and team planning, information sharing and
team building.
REPRESENTATION, COMMUNICATION AND KNOWLEDGE SHARING
Objective: Effective representation, communication and knowledge sharing within and outside the
Alliance

Develop and maintain information-sharing systems regarding assigned contracts and regional and
country programme activities (i.e. country background and technical information);

Co-ordinate the sharing and exchange of information with consultants and programme partners;

Act as a representative and advocate for your contracts within the Alliance;

Assist in preparation of materials about programme activities or documentation of lessons learned
in liaison with other departments;

Develop and maintain intranet sites and web pages for assigned contracts in consultation with the
agreement managers.
OTHER DUTIES

Occasional supervision of staff, interns, consultants and/or volunteers;

Undertake other responsibilities not outlined above which are appropriate for a role of this nature
and which have been discussed and agreed with the line manager.
Person Specification
Grants Assistant: Contract and Agreements Team
Essential
Desirable
Applicants must be eligible to work in the
UK.
Qualifications,
education, knowledge
Knowledge of HIV, key populations
Graduate level qualification in a relevant and/or working conditions in
field and/or equivalent experience.
developing countries.
Some experience of working in a
developing country.
A solid understanding of development
issues and project planning methods.
Excellent computer skills (Especially
Excel and also Word, Outlook,
Powerpoint).
Experience required
Demonstrable experience working with
and supporting agreements, including
ensuring donor compliance.
Experience of working in a changing
and demanding environment.
Experience managing large and complex
budgets.
Experience working with of a range of
donors (USAID, EC, DFID)
Experience preparing, consolidating and
editing narrative reports.
Experience of working with
marginalised or stigmatised
Demonstrated organisational experience. populations.
Experience of working in an International
NGO or an AIDS service organisation.
Abilities and skills
required
Good analytical and planning skills with
strong attention to detail.
Highly numerate with a good working
knowledge of budgeting.
Familiarity with project planning and
monitoring tools.
Capable of working both independently
and as part of a team.
Strong interpersonal skills.
Capacity to support colleagues in UK and
overseas in financial management and
donor compliance.
Willingness to combine administrative and
support work with tasks requiring more
flexibility and creativity.
Ability to use judgement, tact and
discretion whenever appropriate.
Ability to communicate effectively in
English.
French and/or Spanish language kills
Personal qualities
Highly motivated and flexible.
Strong commitment to HIV/AIDS and
development issues.
Enjoy working within a multicultural
environment.
Able to travel when required.