Grants and Subcontract Intern at USAID T-MELA

USAID TANZANIA MONITORING, EVALUATION, LEARNING AND ADAPTATION ACTIVITY (USAID T-MELA)

POSITION TITLE: GRANTS & SUBCONTRACTS INTERN

Office Location: Tanzania – USAID T-MELA Office, Mwai Kibaki Rd. 395 Ursino Building, 4th Floor – Morocco, Kinondoni, Dar es Salaam – Tanzania.
Contact: Please send your application by e-mail to (tzrecruitment@tanzania-tmela.com)
Deadline: 8th November 2024.
Position Location: Dar es Salaam, Tanzania

Reports to: Grants & Sub Contracts Manager.

PROJECT OVERVIEW:
Background: On January 19, 2023, USAID/Tanzania awarded IBI a contract for the Tanzania Monitoring, Evaluation, Learning and Adaptation (USAID T-MELA) Activity. T-MELA is a four-year contract aimed at assisting the USAID/Tanzania Mission with strategy- and activity-level performance monitoring, evaluation, and learning. This activity will also provide data gathering and verification, data visualization (including Geographic Information Systems), data quality assessments, impact and performance evaluations, assessments, organizational learning, and collaboration among USAID’s implementing partners and DO teams. T-MELA has four components: i) Performance monitoring ii) Assessments and Evaluations iii) Collaborating, Learning and Adapting and iv) Capacity building for local M&E Organizations. The MEL Support Platform will also implement a capacity-building agenda for the mission, develop a baseline of M&E knowledge within the mission, and tailor a curriculum to provide skills development to mission staff.

Brief Description of IBI: IBI is an international economic development consulting firm in the United States. It specializes in economic growth, public financial management, monitoring and evaluation, and adaptive management. Established in 1996, IBI has successfully implemented over 40 projects in more than 70 countries. For more information, please visit our website at http://www.ibi-usa.com.

THE POSITION
About the grants & subcontracts internship opportunity: The role of the Grants and Subcontracts Intern is crucial to the success of our USAID-funded project in Dar es Salaam. You will work closely with the Grants and Sub-Contract Manager and the Senior Capacity Specialist to coordinate the project’s Grants under Contract (GUC) fund and local subcontracting activities. The position reports to the Grants and subcontract Manager and dotted lines to the Sr Capacity Building Specialist.

Position Objective: The Grants & Subcontracts Intern will have the exciting opportunity to support the T-MELA activity under Task 4, capacity building of local research and MEL institutions (Grants under contract), and supporting the management of all sub-contracts for the T-MELA activities under task 2. This role will provide a wealth of learning opportunities.

KEY RESPONSIBILITIES

1. Support the Grant Manager in Overseeing the Grants Application Process
   • Application Tracking: Help monitor incoming grant applications, ensuring they are complete and meet eligibility criteria.
   • Application filling: Help ensure all application documents are properly filled in the shared point and can be easily accessible for review.
   • Application Screening: Assist in the initial review of applications by organizing submissions, flagging missing information, and preparing summaries for further review.
   • Communications with Applicants: Send confirmation emails to applicants, respond to basic inquiries, and provide updates on the status of their applications.
2. Support the Facilitation of Negotiations with Potential Grantees
   • Assist in gathering and organizing required documentation for work plan, M & E plan, budget negotiations supporting documents, and all required compliance documents.
   • Assist set up negotiation meetings between the Grant Manager and potential grantees, managing schedules and logistics.
   • Assist in drafting communication, such as negotiation summaries, follow-up emails, or requests for additional information from potential grantees.
3. Training assistance
   • Support logistics training to grantees on managing their awards and ensuring compliance with USAID requirements, including payment and reporting procedures.
   • Assist with the registration and evaluation forms of the training.
   • Support notes taking.
4. Subcontract Management
   • Support management of TMELA’s acquisition processes including subcontracts to local partners.
   • Assist review procurement-related documents such as contracts, bids, and purchase orders to ensure they align with USAID regulations, FAR, and internal procedures.
   • Cross-checking details and ensuring the correct paperwork is in place for each procurement action.
   • Compliance Checks to ensure the deliverables submitted are as per the task order agreement.
   • Perform general administrative duties, such as filing, managing emails, scheduling meetings, and maintaining organized records of procurement-related activities while focusing on compliance with the required regulations.
   • Assist with compiling regular compliance reports or summaries for internal use.
   • Assist the grants and subcontract manager in maintaining and updating tracking systems for grants and subcontracts related to the project.

KEY QUALIFICATIONS

• Must be a Tanzanian citizen.
• Hold a bachelor’s degree in Accounting, Finance, Business administration or a related field.
• Must have at least 6 months of experience in grants, subcontracts, and procurement management on USAID-funded projects.
• Interested to know USG procurement regulations and compliance requirements.
• Must have proficiency in Microsoft Office Suite.
• Should have excellent oral and written English communication skills.
• Must be aged between 19 – 35 years.
• The duration of the contract is six months with no extension.

Competencies:

• Ability to work collaboratively with diverse stakeholders, including government agencies, international organizations, and local partners.
• Ability to manage multiple tasks and projects simultaneously, while meeting deadlines.

Professional Behaviour

• The candidate should work well with others and understand people from different backgrounds. They need to be open to feedback and manage changes. Being independent, yet a good team player is key. He/she should act ethically, and respect confidentiality.

Application Process and Deadline for Submission:
Interested candidates should submit their applications- a detailed CV and cover letter electronically to: (tzrecruitment@tanzania-tmela.com) with the subject line of the position.

Please note: Only shortlisted candidates will be contacted for interviews. Closing date for submission of applications is end of business day on November 8, 2024.

IBI is an equal opportunity employer and participates in E-Verify. Tanzanian citizens and women are strongly encouraged to apply.

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