About University of Global Health Equity (UGHE)

University of Global Health Equity is a health sciences university in Rwanda. An initiative of Partners In Health, UGHE is a private, not-for-profit, accredited institution

Position Details

• Reports To: Head of Grants
• Location:Kigali, Rwanda with occasional travel as required.
• Position Type:Full-time, fixed-term, three years
• Direct Reports: None
• Key Working Relationships: guide Gates Foundation Partnerships; Administrative Assistant (Grant), Senior Advisor and Project Coordinator; Head of Grants; Finance and Grants Management; ANA, ANN and Jhpiego.

Background

With assist from the Gates Foundation, UGHE is expected to serve as the primary grant recipient and institutional steward for investments supporting the African Neonatal Association (ANA), the African Neonatal Network (ANN), and government-led neonatal respiratory care investment roadmaps implemented with Jhpiego. UGHE will administer grants and subawards, oversee financial and programmatic accountability, and report progress and results to the Foundation. With the increasing number of Gates Foundation investments, moving towards a single account and oversight guide is needed.

Purpose of the Job

The Grant Analyst role involves managing grant documentation, preparing funder invoices and financial reports, and contributing to proposal development, with a particular focus on budgeting.

The Grant Analyst will report to the Head of Grants and collaborate closely the Gates Foundation Partnership team and all UGHE departments to ensure effective coordination in developing grant budgets, conducting periodic program budget reviews, analyzing expenses, and preparing reports.

Key Responsibilities

Grants and Contract Administration

• keep and regularly update the UGHE grants/contracts tracking tool.
• Organize and oversee accurate, comprehensive records of all grants-related documents.
• make sure that grants tracking mechanisms (both financial and non-financial) are properly implemented following all grants and contracts awards.
• evaluate and draft contracts for sub-award institutions and consultants.
• Participate in the development and renewal of grants proposals.
• organize meetings, administer conference calls, and circulate minutes promptly.

Grants/Contracts reporting

• evaluate monthly grant expenditures to ensure accurate coding of transactions and address any coding-related quarries.
• detect the grant transactions requiring reclassifications and ensure they are correctly processed in the accounting system.
• produce invoices and financial reports for funders based on actual expenditures.
• Regularly evaluate expenses allocated to grants and contracts to verify compliance with approved grant budget and agreement.
• Participate in the closure of grants and contracts closure of funds at the end of the fiscal year and at the end of the grant/contract period.

Sub-award management

• Draft and negotiate sub-award agreements, ensuring alignment with funder and UGHE requirements.
• Ensure all sub-award documents are complete and compliant.
• deliver guidance and training to sub-awardees on contractual obligations, reporting, and compliance.
• track sub-award execution to ensure adherence to the approved budget and deliverables.
• evaluate the sub-award budget and financial reports.
• keep comprehensive records of sub-awardee performance and related documentation.

Due Diligence

• perform Due Diligence for sub-awardee.
• assist the Due Diligence Process.

Proposal Writing and Budgeting

• deliver comprehensive assist throughout the grant application process.
• create detailed budgets for grant applications.
• deliver assist to the planning and budgeting processes.

General

• deliver assist for urgent grant-related activities and events as required.
• evaluate grant files to ensure all the necessary information and documentation required for financial accountability is available.
• Other duties as assigned.

Qualifications, Knowledge, and Skills

a. Academic qualifications

• Master’s in finance, accounting, or related field required.

b. Experience

• At least 5 years of experience in Grants management is required.
• Minimum of 2 years of experience in an analyst role.

c. Technical competencies

• Mastery of the basic standards of accounting
• Demonstrate strength in relevant computer software including Excel, and experience with accounting software such as Microsoft Dynamics NAV is preferred.
• Fluency in English is required, proficiency in Kinyarwanda is preferred.
• Superior attention to detail and adaptability to rapidly changing work environments.
• Commitment to Global Health Equity and social justice.

d. Behavioral competencies

• Demonstrated competence in assessing priorities and managing a variety of activities in a time-sensitive environment.
• Ability to make decisions based on data findings.
• Exemplars interpersonal skills.
• Ability to work in a fast-paced, start-up environment leading to new initiatives.
• Flexibility and adaptability.
• Ability to effectively collaborate with culturally diverse staff across departments and countries.
• Exemplary written and oral communication skills.
• Demonstrated tactical thinking and analytical skills.
• Good judgment and creative problem-solving.
• Possess diplomatic instincts, the ability to gracefully and humbly work within challenging professional contexts requiring tact and judgment.

• keep and regularly update the UGHE grants/contracts tracking tool.
• Organize and oversee accurate, comprehensive records of all grants-related documents.
• make sure that grants tracking mechanisms (both financial and non-financial) are properly implemented following all grants and contracts awards.
• evaluate and draft contracts for sub-award institutions and consultants.
• Participate in the development and renewal of grants proposals.
• organize meetings, administer conference calls, and circulate minutes promptly.
• evaluate monthly grant expenditures to ensure accurate coding of transactions and address any coding-related quarries.
• detect the grant transactions requiring reclassifications and ensure they are correctly processed in the accounting system.
• produce invoices and financial reports for funders based on actual expenditures.
• Regularly evaluate expenses allocated to grants and contracts to verify compliance with approved grant budget and agreement.
• Participate in the closure of grants and contracts closure of funds at the end of the fiscal year and at the end of the grant/contract period.
• Draft and negotiate sub-award agreements, ensuring alignment with funder and UGHE requirements.
• Ensure all sub-award documents are complete and compliant.
• deliver guidance and training to sub-awardees on contractual obligations, reporting, and compliance.
• track sub-award execution to ensure adherence to the approved budget and deliverables.
• evaluate the sub-award budget and financial reports.
• keep comprehensive records of sub-awardee performance and related documentation.
• perform Due Diligence for sub-awardee.
• assist the Due Diligence Process.
• deliver comprehensive assist throughout the grant application process.
• create detailed budgets for grant applications.
• deliver assist to the planning and budgeting processes.
• deliver assist for urgent grant-related activities and events as required.
• evaluate grant files to ensure all the necessary information and documentation required for financial accountability is available.
• Other duties as assigned.

• Mastery of the basic standards of accounting
• Excel
• Microsoft Dynamics NAV accounting software
• Fluency in English
• Proficiency in Kinyarwanda
• Superior attention to detail
• Adaptability to rapidly changing work environments
• Assessing priorities and managing time-sensitive activities
• Making decisions based on data findings
• Interpersonal skills
• Collaboration with culturally diverse staff
• Written and oral communication
• Tactical thinking and analytical skills
• Good judgment and creative problem-solving
• Diplomacy, tact, and judgment

• Master’s in finance, accounting, or related field required.
• At least 5 years of experience in Grants management is required.
• Minimum of 2 years of experience in an analyst role.
• Experience with accounting software such as Microsoft Dynamics NAV is preferred.
• Fluency in English is required, proficiency in Kinyarwanda is preferred.
• Commitment to Global Health Equity and social justice.