Awards Reporting Manager

Family Health Services

Family Health Services (FHS), has partnered with the government of Malawi through the Ministry of Health (MoH) in safeguarding the health of Malawians by using private sector approaches to reconfigure healthcare delivery – (i) through directly delivering innovative social and behaviour change communications, social marketing, and social franchising across a wide range of health areas including Reproductive Health, HIV, Malaria and waterborne disease prevention (ii) by playing a market facilitation role, approaching market challenges and opportunities with a system-wide lens that unlocks a self-sustaining market with multiple players that can prioritize, adapt and ultimately thrive without external assistance and funds.

FHS continues to leverage capacities, learnings, and best practice to enhance activities in Malawi. To accomplish its mission, FHS is inviting internal applications from suitably qualified candidates for the position of Awards Reporting Manager.

Job Summary

 This role will collaborate with the Director of Finance & Operations to guarantee quality and accurate on time donor financial reporting.

The role holder will be accountable for the successful implementation of all award management procedures and systems in pre-award, post award and close out. He or she will be in charge of budget monitoring and analysis, working closely with budget holders, and overseeing adherence to donor standards, protocols, and procedures for award administration and budgets.  Additionally, he or she will lead in donor compliance, engagements, communications, and negotiations.

Reporting to the Director, Finance and Operations, the Awards Reporting Manager will carry out the following duties and responsibilities.

SPECIFIC RESPONSIBILITIES

Finance Reporting 

  • Coordinate finalization of donor reports ensuring consistency between narrative and financial reports that meet quality standards
  • Highlight critical financial issues such as over/under spending and collaborating with colleagues to identify appropriate responsive solutions and financial commentary.
  • Preparation of donor amendments/waivers/derogations as required
  • Collaborate with Finance Team, Budget Holders and other internal stakeholders to ensure donor budget lines as per the agreements signed are in line with the financial system
  • Lead and support team in the monitoring and follow up of Award Payment Schedules and Income Requests for the award portfolio, closely working with finance to ensure invoicing is done timely and receipts are recorded accurately.

Financial planning & analysis (budgets and budget monitoring) 

  • Lead in development of budgets during proposals, amendments, cost extensions and follow Ons
  • Steer the organizational master budget process with input from all programs and all Finance & Operations departments
  • Keep track of organization portfolio and identify areas to improve funding as well as diversification and allocation of resources
  • Monitor the overall FHS personnel budget against spending and recommend changes as necessary
  • Sign off on LOE monthly allocations
  • Keep track of all overheads ensuring cost base efficiencies
  • Support Finance Director in ensuring all funding gaps are anticipated and documented, and actions taken timely to close out through coverage in new proposals and cost efficiency drives.
  • Provide leadership for overall award monitoring processes on designated portfolio ensuring Awards team provides effective support to Budget Holders.
  • Provide technical support and tools for Budget Holders to easily track spending and allow for accurate and easy budgeting monitoring
  • Provide monthly BVA reports to all budget holders and lead in BVA meetings with programs and other internal collaborating business partners.
  • Ensure all identified monthly BVA adjustments are posted timely
  • Highlight variances, provide analyses and recommend resolution or reallocation of resources

Awards management, compliance & audit

  • Work with relevant staff to ensure relevant key donor requirements are effectively communicated and understood by all staff and implementing partners.
  • Contribute to Capacity Building of all internal stakeholders and partners as required and identified in Pre awards assessments.
  • Produce Donor Compliance Checklists and Summarize in writing, key reporting and compliance requirements including potential issues for

Award Kick Off Meetings

  • Representing FHS to partners as required e.g. in contract negotiations during the life of Award and during quarterly review meetings
  • Support Budget Holder to hold effective Award Kick Off meetings and ensure these take place within 30 days of the grant signing.
  • Coordinate processes related to Amendments, NCEs etc. on awards.
  • Plan and deliver training and capacity building related to FHS Awards Management/donor compliance as required
  • Work with other departments (i.e. Finance and Program Operations) to ensure all documentation required is ready and available for audits (e.g. vouchers, reports, distribution lists)
  • Collaborate with the Finance Team on Awards Audit and maintain a register of all audits accordingly.
  • Coordinate Close Out of Awards in a timely manner and in line with FHS and donor processes and procedures
  • Coordinate the process of organizational assessments of partners as per the Awards Management procedures
  • Work with relevant programs managers to ensure all implementing partners undergo legal vetting
  • Ensuring that all opportunities, proposals, contracts and amendments with donors are processed and approved timely
  • Proactively identify compliance risks throughout the portfolio and advise programs, support teams and senior management on necessary actions; liaising with donors on specific compliance issues, clearly communicating issues to relevant donors
  • Ensuring grants or contracts are well administered and that the program and support teams are fully informed of relevant donor compliance regulations and FHS procedures to support quality, on-time, and on-budget implementation.
  • Ensure all key documents are filed accordingly in an easy to retrieve archiving system

Team management 

  • Performance management of Grants Accountants.
  • Annual objective setting and performance review meetings including regular one-to-one team planning meetings
  • Orientation, Coaching and Capacity building of team in award management procedures, donor compliance and soft skills e.g. negotiation, facilitation, presentation

1.    QUALIFICATIONS (i.e. EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS)

  • A bachelor’s degree or equivalent in Finance and Accounting or related discipline is required.
  • Professional qualifications such as CA, ACCA, CPA or equivalent is a must

2.    PERSONAL SPECIFICATIONS

  • At least seven (7) years of continuous experience in Grants and Finance Management in an NGO sector of which a minimum of three (3) years must have been in a management role.
  • In-depth knowledge of and demonstrated experience in managing donor funding including donor engagement. Experience working with International Non-Governmental Organizations (INGOs) preferred.
  • Experience in leading the preparation and submitting high quality narrative and budget reports for donors including FCDO, KFW, CIFF.
  • Good understanding of donor compliance and reporting mechanisms and requirements.
  • Proven sound and solid leadership capability, with an ability to lead big teams.
  • Strong capacity building experience and mentorship skills
  • Ability to engage at a senior level, and externally with stakeholders.
  • Excellent planning, management and coordination skills, with the ability to organise a workload comprised of varying and changing tasks and responsibilities
  • Strong communication (written and spoken), and interpersonal skills in English

3.    OTHER KEY RELATIONSHIPS

  • Engaging donors, auditors and other external service providers.
  • Engaging other members of the Senior Leadership Team.
  • Regular meetings with key collaborating partners, and other external stakeholders.
  • Engagement with relevant government ministries

Mode of Application

Qualified candidates with the specified qualifications and experience should submit their electronic application letters and updated CVs with names and contact details of three traceable referees through jobs@fhs.org.mw. By 13:30 pm on Friday, 23rd May 2025.  Indicate the job title for the position you are applying for “Awards Reporting Manager” in the email subject line.

Family Health Services is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of religion, color, sex, age, disability, sexual orientation, marital status, personal appearance, political affiliation, family status or responsibilities, gender identity, or expression, pregnancy, or related medical conditions. Family Health Services maintains zero tolerance for child abuse, sexual abuse, or exploitative acts or threats by our employees, consultants, volunteers, contractors, or anyone associated with the delivery of our programs and services and takes seriously all complaints of misconduct brought to our attention.

Disclaimer!

Family Health Service has become aware of scams involving false job offers. Please be advised: Family Health Services will never ask for a fee during any stage of the recruitment process. All active jobs are advertised directly in the newspapers or on vetted career websites. Official FHS emails will always arrive from a @fhs.org email address.

Please report any suspicious communications to safeguarding@fhs.org.mw If you are suspicious of anything, please report through  email to safeguarding@fhs.org.mw or  reportsqm@tipoffs.com<em>;  or write a letter to Tip-Offs anonymous, P.O. Box 1726, Blantyre; or call/send SMS using Airtel/TNM/Access to 847