Procurement & Grants Senior Specialist

This role is responsible for managing the full grants lifecycle, from pre-award assessments and budget reviews to implementation monitoring, payment validation, financial oversight, and close-out activities. The position also provides procurement leadership, ensuring that sourcing, vendor management, due diligence, contracts, and process controls are executed in line with organizational policies and governance requirements.

The successful candidate will work closely with Programs, Finance, Legal, Compliance, Monitoring & Evaluation (M&E), Process Excellence, and other internal stakeholders to ensure funds are deployed effectively, transparently, and in accordance with approved policies and procedures.

Key Responsibilities
Grants Management
Lead grant administration throughout the full lifecycle, including pre-award review, agreement setup, monitoring, reporting, and close-out.
Review partner proposals, budgets, and funding structures to ensure alignment with program objectives and approved funding frameworks.
Conduct grants-related financial reviews and due diligence assessments.
Monitor grant implementation against approved budgets, payment schedules, milestones, reporting requirements, and funding conditions.
Review payment requests and supporting documentation prior to Finance processing.
Support budget reallocations, agreement amendments, and no-cost extensions in accordance with governance requirements.
Coordinate grant reconciliations and ensure complete and auditable documentation throughout the grant lifecycle.
Maintain funding forecasts and portfolio visibility across allocated, committed, and disbursed funds.

Procurement Governance & Oversight
Oversee procurement activities managed by Procurement & Grants Officers and provide technical guidance and quality assurance.
Review sourcing strategies, supplier selection processes, comparative evaluations, and direct-award justifications.
Ensure procurement files meet due diligence, approval, and compliance requirements.
Maintain procurement policies, standard operating procedures, templates, and control frameworks.
Coordinate with internal stakeholders to ensure appropriate procurement routes, contract management, and supplier governance.
Support vendor prequalification, performance monitoring, and approved supplier management.
Promote transparency, traceability, and audit readiness across procurement operations.

Compliance, Controls & Process Improvement
Maintain complete, accurate, and auditable procurement and grant records.
Support internal and external audit engagements and address audit findings.
Monitor control exceptions and drive timely resolution and escalation where required.
Ensure accurate data management within organizational systems, including ERP/CRM platforms.
Identify opportunities to improve processes, controls, workflows, reporting, and operational efficiency.
Contribute procurement, grants, and financial insights to planning and resource-allocation discussions.

Team Leadership
Provide day-to-day supervision, coaching, and technical guidance to Procurement & Grants Officer(s).
Review work quality, prioritize activities, and support professional development.
Ensure all procurement and grants activities are completed in line with organizational policies and standards.

Qualifications
Required
Bachelor's degree in Finance, Accounting, Business Administration, Supply Chain Management, Procurement, or a related field.
Minimum 3 years of relevant experience in grants management, procurement, finance, partnership operations, or program support.
Strong written and verbal communication skills in English.

Preferred
Master's degree in a relevant discipline.
Professional certification in procurement, grants management, finance, or related fields.
5+ years of experience in grants, procurement, financial control, or partnership operations.
Experience working across regional or international programs.

Knowledge & Skills
Strong understanding of grant lifecycle management and compliance requirements.
Knowledge of procurement processes, supplier due diligence, sourcing methodologies, and contract administration.
Budget review, financial analysis, forecasting, and reconciliation skills.
Strong documentation, record-keeping, and audit preparedness capabilities.
Excellent analytical, problem-solving, and stakeholder management skills.
High attention to detail and commitment to governance and accountability.
Experience working with ERP, CRM, or digital workflow systems; Dynamics 365 experience is an advantage.