Manager - Grants Operations at The Science for Africa Foundation

• Provide compliance oversight of grant calls, award processes, and post-award implementation workflows.
• Coordinate with programme teams on the preparation, negotiation, and execution of funder agreements, sub-awards, amendments, and partner contracts.
• Ensure that all grant activities align with both funder-specific regulations and the Foundation's internal policies.
• Track grant timelines, deliverables, milestones, and close out requirements in collaboration with program and finance teams.
• Support programme teams in the planning, coordination, and execution of all grant application and award cycles, ensuring alignment with strategic priorities and adherence to internal governance standards.
• Collaborate with program teams to ensure application criteria, timelines, and award decisions are well-documented and implemented transparently.
• Ensure compliance and documentation standards are met during peer review processes, including reviewer conflict-of-interest tracking and audit trail completeness.
• Ensure transparent documentation and compliance with funding committee operations, including preparation of decision packs and governance records, in coordination with Program Coordinators and Managers.
• Provide operational and compliance-focused input into the development of application materials to align with funder and internal governance expectations.
• Ensure that programmatic tools meet quality and policy standards.
• Partners with programs lead to conduct mock reviews or internal dry runs to strengthen the quality of proposal review processes before launch.

• Manage and maintain funder agreements and key documents, ensuring obligations and deliverables are tracked and fulfilled.
• Serve as the liaison with funding partners for all operational aspects of grant implementation.
• Coordinate timely, high-quality reporting (narrative and financial), audits, and funder communications.
• Proactively identify and resolve funder concerns, ensuring positive and professional engagements.

• Lead the effective use and continuous improvement of the Grant Management System (GMS), ensuring data accuracy and system integrity.
• Facilitate onboarding, training, and technical support to users across the organisation.
• Maintain data accuracy and system integrity in grant management systems and generate operational dashboards and reports for executive review, focused on grant portfolio compliance, contractual obligations, and administrative status.
• Oversee the design, maintenance, and user experience of grant application systems to ensure efficiency, accessibility, and integration with downstream processes.
• Liaise with IT and system vendors to implement enhancements, resolve issues, and support system upgrades in line with user needs.

• Design and oversee compliance monitoring frameworks to ensure all grants adhere to internal controls and funder expectations.
• Conduct periodic desk reviews and internal audits to assess risk and strengthen controls.
• Support resolution of grant-related compliance issues and escalate material risks as needed.
• Maintain up-to-date records to support audit readiness and knowledge management.
• Proactively identify and support resolution of implementation bottlenecks, ensuring smooth execution of funded projects.

• Act as a trusted resource to program teams, finance, MEL, and senior leadership on grant operations and compliance.
• Foster a collaborative and responsive grants operations culture across departments.
• Represent the Foundation in relevant funders or partner forums relating to grant operations and compliance.
• Provide responsive and practical advice to programme teams and, when required, to applicants on eligibility, application procedures, funding policies, and submission processes.
• Guide programme teams on development and disseminate guidance materials (e.g., FAQs, webinars, templates) to improve applicant readiness and proposal quality.
• Provide training to programme teams on grants compliance, application procedures, eligibility criteria, and use of the grant management system. Support upstream processes with tools and guidance aligned to operational policy.
• Build the capacity of program staff to develop clear, funder-aligned application materials by offering hands-on guidance, templates, and quality checks before call launch.
• Deliver structured onboarding and refresher sessions on funding policy interpretation, eligibility screening, and application scoring frameworks.

• Lead development and regular updates of grants manuals, SOPs, and operational toolkits.
• Capture and apply lessons learned from grant implementation and feedback to enhance operational effectiveness.
• Coordinate with the Legal, Risk and Compliance team to ensure evolving compliance requirements are embedded into practice.

• Bachelor's degree in development, Public Administration, Business, Finance, or a related field is required.
• A master's degree in a relevant discipline (e.g., Public Policy, Research Administration, Business, or Finance) or a professional certification in grants or project management (e.g., CRA, PMP, NGMA, NCURA) is strongly preferred.

• A minimum of 7 years of progressively responsible experience in grant operations or research administration, including at least 3 years in a leadership or managerial role, ideally within a science, innovation, or philanthropic funding organisation.
• Demonstrated experience managing grants from bilateral, multilateral, and philanthropic funders, including an understanding of funder compliance frameworks, risk management, and audit preparedness.
• Strong familiarity with grant management systems (GMS) and experience supporting end-to-end grant processes, from application design to closure.
• Practical experience collaborating with programmatic teams, finance, and legal functions to deliver integrated and compliant grantmaking.
• Knowledge of the African research and development ecosystem and comfort engaging with researchers, institutions, and funders is desirable.
• Excellent communication, problem-solving, and capacity-building skills, with the ability to translate complex processes into actionable tools and guidance.
• Solid knowledge of funder regulations, risk management, and audit readiness in the context of bilateral, multilateral, and philanthropic funding.

• Exceptional interpersonal and stakeholder management skills.
• Strong analytical, planning, and decision-making capabilities.
• Excellent written and verbal communication.
• Ability to translate complex compliance and process requirements into practical implementation.
• Team leadership and capacity-building experience.
• Proactive, adaptable, and focused solutions.

• Ability to see the big picture, align grant operations with strategic goals, and anticipate risks and opportunities in funding research.
• Proven capacity to build trust and maintain strong, professional relationships with funders, grantees, partners, and internal teams.
• Skilled at leading process improvements, system upgrades, and policy updates with clear, inclusive communication.
• Demonstrated ability to train, coach, and empower colleagues and partners to strengthen grants management and compliance.
• Confidence and sound judgment in navigating complex compliance issues and operational risks.
• Ability to work cross-functionally, influence, and drive alignment across Finance, Programmes, MEL, and Legal teams.
• High level of integrity, professionalism, and commitment to continuous learning and capacity strengthening.
• Ability to work collaboratively in multidisciplinary teams and to build trust, alignment and shared purpose with diverse stakeholders.
• Resilience, adaptability, and a positive attitude in managing multiple priorities in dynamic environments.

• Ensure the timely, compliant, and well-documented delivery of grant calls, reviews, awards, and closeouts.
• Maintain accurate, auditable, and user-friendly grant management systems that effectively support decision-making at executive and board levels.
• Demonstrate improvement in program team readiness for call design, application quality, and adherence to compliance requirements.
• Deliver responsive, clear, and effective grants operations support that earns positive feedback from internal teams, funders, and partners.
• Regularly update policies, SoPs, and operational tools to incorporate lessons learned and meet evolving funder expectations.

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