Name of Position

Operations and Grants Assistant

General Responsibilities

The Operations and Grants Assistant serves as a key support person for both the Operations and Finance Director and the Grants and Subcontracts Manager. The Assistant will provide comprehensive administrative and operational support, ensuring the project runs smoothly and efficiently. The Assistant plays a vital role in ensuring all grants and procurements adhere strictly to relevant regulations, including the Federal Acquisition Regulations (FAR), USAID rules outlined in Automated Directives System (ADS) documents, the Compete Activity Operations Manual, and the Grants Manual. This role will require a highly organized and detail-oriented individual with excellent communication, time management, and interpersonal skills.

Specific Tasks and Responsibilities

Operations Responsibilities:

• Provide administrative support to the Operations and Finance Director and team members.
• Establish and maintain a secure and efficient filing system for operational documents.
• Manage comprehensive databases for personnel, consultants, sub-contractors, and service providers.
• Coordinate logistics for meetings, travel arrangements, and accommodations for staff and visitors.
• Assist the Operations and Finance Director with managing local staff contracts, timesheets, and payroll processes.
• Maintain basic personnel files.
• Assist with and maintain records for routine office procurements following DT Global's Procurement Manual and USAID regulations.
• Maintain a comprehensive and up-to-date inventory system for project equipment.
• Assist with logistics and coordination for Compete project events.
• Perform other relevant duties as assigned by the Operations and Finance Director.

Grants Responsibilities:

• Organize and file all completed documentary records on all grants, disbursements and procurements as required by Grants and Subcontracts Manager;
• Serve as a support for Grants and Subcontracts Manager on maintaining a database with comprehensive and detailed information on every individual procurement and grant;
• Serve as help for Grants and Subcontracts Manager on advising technical staff as to procurement and grants requirements.
• Serve as help for Grants and Subcontracts Manager for potential beneficiaries screening.
• Organize and maintain electronic and paper files of grant documents.
• Records receipt of grantee reports in grants database.
• Support in preparation of grant activity reports, grant disbursement reports, and other reports as needed for the senior management, and program teams.
• Support Grants and Subcontracts Manager with administrative tasks related to compliance, generating grant documents, and mailing grant agreements.
• Field visits to the grant beneficiaries, as required.
• Other tasks as per requirements of Grants and Subcontracts Manager.

Minimum Education Requirement

University Degree required

Minimum Professional Experience/Capabilities

• Level III English capability required.
• Strong interpersonal skills for working with expatriate and project staff members.
• At least 2 years of experience working with donor-funded projects. USAID preferred.
• Strong organizational and time management skills with effective prioritization.
• Excellent written and verbal communication skills.
• Proficiency in MS Office and similar applications.
• Ability to work independently and collaboratively.
• Positive attitude, professionalism, and a willingness to learn.
• Contributes to a well-organized and efficient work environment.
• Performs other duties assigned by supervisors.

Period of Performance

June 2024 - August 2025

Level of Effort

100%, full-time (260 days per year)

Supervisor

Operations and Finance Director (50%) and Grants and Subcontracts Manager (50%)

Supervisory role

None