The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing global public health challenges through research, translation into policy, and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organized in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases; and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.
WHAT WE ARE LOOKING FOR
ISGlobal is seeking a Grants Manager for the Grant's Office who is interested in supporting activities of the Department in the Postaward Area.
KEY RESPONSIBILITIES
1. Support Principal Investigators with the financial management of their project portfolio, ensuring compliance with ISGlobal's policies and procedures.
2. Be the focal point to address the resolution of conflicts and problems between the projects and the different ISGlobal areas and services.
SPECIFIC DUTIES
Budgets
1. Work closely with budget holders, project teams, and other stakeholders to compile accurate proposal budgets and assess whether all necessary costs have been included, ensuring the eligibility of these activities.
2. Periodically review budget compliance providing information related to expenses.
3. If necessary, during the life of the project, modify the budget prior to donor's approval (if required).
Follow up
1. Follow up on the expenses of the project and monitor the budget execution.
2. Prepare a summary of expenses for revision by the PI and/or project team.
3. Promote prompt corrective actions if there are deviations from the budget and the terms of the financing.
4. Follow up on the sub-agreements in terms of financial and contractual matters.
5. Highlight critical financial issues such as under/over spends to finance and budget holders.
Reporting
1. Prepare accurate financial reports and updates of the project, with the supervision of ISGlobal Head of Grants Office, the PI and/or Finance - Project - Manager, meeting donor's requirements.
2. For European projects, upload financial reports to the European Commission portal.
3. For non-European projects, support the project's technicians to upload the financial report.
4. Draft, create, and adapt independently templates and forms for reporting.
Financial Management
1. With the support of the legal department, review service providers and subcontractors draft contracts, flag any points that might challenge ISGlobal’s procedures, and support contract negotiations and signature.
2. Ensure compliance and consistency between the internal processes of the Institution and the policies and procedures established by donors.
3. Stay up to date with financial regulations and legislations.
4. Take part in the negotiations with donors and sites regarding project agreements/amendments and partner sub-agreements.
5. Require payment transfers to partners upon validation by the project team and finally by the budget holder.
6. Prepare, proofread, and format legal documents, such as memoranda, e-mails, and letters.
7. Manage cash flow of the grants.
8. Take part in the closure procedures of projects.
9. Be the focal communications point with the projects’ team at ISGLOBAL and donors for financial aspects.
10. Monitor grant payment schedules and income requests for respective portfolios, working closely with finance to ensure this is done in a timely manner.
11. Support and advise project colleagues with queries related to donor compliance on grants within the portfolio.
12. Work with other departments to ensure all documentation required is ready and available for audits and coordinate with auditors for the proper management of the audit.
13. Coordinate Close Out of grants in respective portfolio.
14. Ensure all documentation required to be kept by donors is available within the Grants department by maintaining high standard information management/filing systems.
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