Vacancy title:
Grants Management Specialist

[Type: , Industry: Nonprofit, and NGO, Category: Management]

Jobs at:
Resolve to Save Lives

Deadline of this Job:
Wednesday, April 2 2025

Duty Station:
Within Zambia, Lusaka, Southern Africa

Summary
Date Posted: Wednesday, March 26 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Job Purpose:

Responsible for leading research, preparation, submission, and managing grant proposals/reports that support the Zambia National Public Health Institute goals and meet funder guidelines and criteria. The Grants Management Specialist will also be responsible for supporting all multilateral and bilateral grants received by the Zambia National Public Health Institute (ZNPHI). The role entails ensuring the effective management, tracking, and reporting of grants, in compliance with donor requirements and institutional policies. The incumbent will work closely with the Finance Unit, project coordinators, and external partners to facilitate the efficient utilization of grant funds, ensuring transparency and accountability in grant management.

The Grants Management Specialist will play a key role in facilitating longer-term institutional capacity and culture strengthening by being part of a cross-functional “delivery unit” working closely with Strategic Planning and Information Management Department to enable overall organizational effectiveness against ZNPHI Strategic goals and priorities.

Responsibilities/Principal Accountabilities

      (a) Donor Engagement & Resource Mobilization

• Research and identify new funding and business development opportunities at local and international levels.
• Build and sustain strategic relationships with donors, funding agencies, and key stakeholders.
• Coordinate and participate in donor meetings, negotiations, and site visits to strengthen funding prospects.

      (b) Grant Proposal Development & Strategic Alignment

• Lead the development, submission, and tracking of grant proposals, ensuring alignment with donor priorities and institutional goals.
• Prepare high-quality grant applications, including narratives, budgets, and supporting documentation in collaboration with program officers and directors.
• Align grant-seeking efforts with ZNPHI’s strategic priorities, working closely with the Strategic Planning and Implementation Monitoring (SPIM) unit.
• Develop standardized proposal templates and tools to streamline the grant writing process across directorates.

      (c) Grant Implementation, Compliance & Performance Management

• Facilitate the implementation of awarded grants, ensuring adherence to donor requirements, internal policies, and financial guidelines.
• Monitor and support effective fund disbursement, tracking utilization rates, burn rates, and identifying bottlenecks.
• Ensure full compliance with grant terms, including reporting timelines, financial accountability, and programmatic deliverables.
• Serve as the primary liaison between ZNPHI, donors, and implementing partners, ensuring effective communication and coordination.

      (d) Financial Oversight & Grant Reporting

• Develop and maintain an effective grant utilization tracking system to enhance financial oversight.
• Assist project coordinators in preparing and submitting accurate, donor-compliant financial reports.
• Maintain up-to-date records of all grants, including agreements, budgets, reports, and correspondence.
• Ensure timely and high-quality grant performance reports, highlighting financial and programmatic progress, key achievements, and impact.
• Track grant reporting schedules and donor requirements to prevent compliance risks.

      (e) Institutional Grant Management & Process Optimization

• Design and implement standardized internal grant management systems to enhance efficiency, transparency, and long-term sustainability.
• Provide training and capacity-building support to program teams on grant management best practices and compliance requirements.
• Support the integration of automated grant tracking systems to improve data-driven decision-making and reporting.

      (f) Communication, Documentation & Stakeholder Engagement

• Maintain a centralized grants calendar, tracking key deadlines, submissions, and renewals.
• Manage a comprehensive repository of grant-related documents, including proposals, contracts, resumes, and impact stories.
• Develop and execute donor acknowledgment strategies, ensuring recognition via digital platforms (website, newsletters, social media).
• Facilitate communication among grant stakeholders, ensuring clarity of roles, expectations, and reporting structures.

      (g) Cross-functional Collaboration & Institutional Strengthening

• Ensure grant-funded programs are effectively integrated with broader institutional initiatives and strategic priorities.
• Act as a thought partner to leadership, providing insights on funding alignment, resource mobilization, and donor trends.
• Strengthen cross-functional coordination between finance, program leads, and funders to enhance grant execution and impact.

      (f) Other Duties

• Perform additional tasks as assigned by the Supervisor to support the mission and objectives of ZNPHI.

Required Qualifications 

• Full Grade 12 School Certificate with Five O Level Credits Including English and Mathematics
• Bachelor’s degree in Economics, Finance, Public Administration, International Development, Business Administration, Public Health, or a related field
• Master’s degree in Economics, Finance, Public Administration, International Development, Business Administration, Public Health, or a related field is required

Experience and Skills

Grant Management & Strategic Funding Experience

• Minimum eight (8) years of progressively responsible experience in grant management, financial coordination, or donor-funded program administration at national or international levels.
• Proven track record of securing and managing large-scale grants entire grant lifecycle, including proposal development, budgeting, compliance management, disbursement tracking, and donor reporting.

Financial Oversight & Compliance

• Strong financial management and budget analysis skills, with experience tracking large funding portfolios.
• Proficiency in financial management systems and grant tracking tools, including advanced Excel (pivot tables, financial modeling, scenario analysis).
• Knowledge of donor compliance frameworks and financial regulations, ensuring adherence to funding conditions and reporting standards.
• Experience supporting grant audits and risk management processes.

Stakeholder Engagement & Negotiation

• Demonstrated ability to engage, influence, and negotiate with donors, funding agencies, and institutional partners to secure grants and ensure effective fund utilization.
• Strong experience building and maintaining strategic relationships with local and international donors, government agencies, and program partners.
• Experience in facilitating cross-functional collaboration between finance, program teams, and senior leadership to ensure seamless grant implementation.

Quality Improvement and Institutional Strengthening

• Experience designing and implementing internal grant management processes and funding utilization tracking systems to enhance efficiency and transparency.
• Ability to train program teams on best practices in grant writing, reporting, and donor compliance.
• Knowledge of strategic planning methodologies to manage multiple complex grants simultaneously, ensuring timely execution, compliance, and impact measurement.
• Strong analytical and problem-solving skills, with experience identifying and mitigating bottlenecks in grant disbursement and program execution.
• Experience in developing automated tools or processes to improve grant monitoring, reporting accuracy, and data-driven decision-making.
• Credentials in management or quality improvement (e.g., MBA, PMI, Lean Six Sigma) a plus

Work Hours: 8

Experience: No Requirements

Level of Education: Professional certification

Job application procedure

All interested persons meeting the above qualifications and experience should submit their applications online with verified copies of academic and professional qualifications, a cover letter, detailed Curriculum Vitae and three references including their contact numbers. This position is only open to those residing in and legally eligible to work and reside in Zambia.

The recruitment for this position is a collaborative effort between ZNPHI and Resolve to Save Lives. The closing date for receipt of applications is Wednesday, 2nd April, 2025. Kindly note that only shortlisted candidates will be contacted.

Interested candidates should address their cover letters to:

Director General

Zambia National Public Health Institute (ZNPHI)

RTSL believes its programs are strengthened when they are developed and supported by individuals with diverse life experiences whose understanding of social and cultural issues can help make our work and workforce more inclusive. We encourage applications from and provide equal employment opportunities to all qualified applicants without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, disability, marital status, organ donor status, or status as a veteran. Resolve to Save Lives complies with all applicable US EEO laws. 

To apply for this job please visit job-boards.greenhouse.io.

District: Lusaka

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