Fund Portfolio Analyst - GL B - Temporary or Defined duration positions (Evergreen vacancy)

Working under the supervision of a Senior/Fund Portfolio Manager (FPM), the Fund Portfolio Analyst (FPA) will collaborate with Country Team members, other internal stakeholders in the Secretariat and external stakeholders (e.g. Country Coordinating Mechanisms (CCMs), Principal Recipients (PRs), partners, Local Fund Agents (LFAs)) to support the effective and efficient delivery of the end to end project management processes for the Country Teams.

They will provide operational support to Country Team members by preparing and monitoring workplans and reports, by screening, extracting, compiling and transforming data and information with respect to key processes of the full grant lifecycle.

They will be the focal point for the master data management process related to PR, CCM and LFA.

They will also collaborate and coordinate with various internal stakeholders to identify and adapt solutions to issues related to business process delivery, data management, solution functioning.

They will also support the development of effective working relationships and communications for all stages of the grant lifecycle, as well as regional meetings and initiatives between different internal and external stakeholders in the assigned regional and country portfolios. They will also administratively handle incoming and outgoing communications of the Country Team, develop and maintain tracking and monitoring systems for internal reviews and feedback as necessary, arrange travel for Country Team members, ensure proper management of electronic and hard copy documentation and any other projects or tasks, as requested.

Key Responsibilities

Under the supervision of an S/FPM and working with Country Team members, the FPA is responsible for the following activities under different stages of the grant lifecycle for the assigned country and regional grants and cross-cutting areas:

Funding Request:

• Receive and process documentation related to the Funding Request process. Submit and manage through relevant corporate transaction, data and document management systems per process requirements;
• Screen and review for completeness, consistency and accuracy of submitted documentation as per applicable guidelines;
• Coordinate with relevant internal stakeholders (e.g. A2F team) and external stakeholders (e.g. CCMs, Principal Recipients) the clarification process related to the funding request documents, templates and requirements, conduct initial analysis based on the above review, summarize and flag to S/FPM’s attention relevant issues.

Grant Making:

• Collate, adapt (as necessary) and prepare a set of guidance materials and communications related to the grant making process planning and key deliverables based on Country Team's input and guidance and share with relevant country stakeholders;
• Based on Country's team input and guidance, execute grant-related transactions (e.g. grant creation), adapt (as necessary) based on grant and regional portfolio specifics, generate standardized forms/reports from the corporate transaction and data management systems (e.g. Performance Frameworks and Budgets for grant making purposes), ensure completeness, accuracy and consistency of information and share with relevant country stakeholders;
• Facilitate the progress of the grant making process and review of documentation among the PR, LFA and CT members upon S/FPM guidance;
• Draft standard business process forms (e.g. GAC sign-off form) compiling, transforming and consolidating key information and data available from corporate transaction and data management systems and other sources per S/FPM guidance;
• Collate and prepare a finalized set of grant documents and submit for internal review and approval as per business process requirements through the corporate transaction, data and document management systems.

Grant Implementation, Monitoring and Closure:

The following key processes are included in this section – Annual Funding Decisions (including first disbursements, supplementary funding, de-commitments, disbursement schedule and release process), PR Reporting (Progress Updates and Disbursement Requests, cash balance reporting, tax reporting), Grant Revisions, Ineligible Expenses and Recoveries, Risk and Assurance, Portfolio Assessments and Evaluations

• Generate standard reporting forms from the corporate transaction and data management systems (e.g. periodic portfolio reports such as Progress Updates/Disbursement Request forms, tax report, Performance Frameworks and Budgets, grant revisions related forms), conduct an initial review for completeness, accuracy and consistency, flag issues for S/FPMs’ attention and resolution and share with external stakeholders (PRs, LFAs);
• Conduct an initial review of completed Principal Recipient’s and LFA-validated reports and forms for data completeness, accuracy and consistency and ensure update of the relevant corporate transaction and data management systems;
• Identify based on the above review any issues/discrepancies to the S/FPM’s attention;
• Liaise and coordinate with relevant internal stakeholders (e.g. GPS, Finance, IT departments) to follow-up, clarify and troubleshoot system-related inputs and issues to support Country Teams in the effective and efficient delivery of key business processes;
• Draft standard grant documentation related to grant revisions (e.g. Implementation Letters, Notification Letters) and facilitate the internal review and approval process;
• Coordinate WAMBO and PPM notifications and reconciliation monitoring;
• Under the guidance of S/FPM, draft various grant related communications and grant documents (generally based on templates or other standard forms) re-organizing and consolidating data available from the corporate systems and other sources as relevant and perform quality checks for accuracy, completeness and consistency (e.g. annual audit related communications, management letters, memos);
• As required, act as team’s focal point for Recoveries with responsibility to compile required data and documents into a complete dossier and track process status to enable timely FPM management of this grant lifecycle activity;
• Coordinate the closure process for assigned portfolios with responsibility to extract, compile and transform required data and documents into a complete dossier, track the process steps and progress to enable timely management, adapt standard Guidance Letters, manage process in GOS, extract and share standard required documentation and draft Implementation Letters and Notification Letters on Closure;
• Liaise with external stakeholders (PRs, CCMs, LFAs) on data completeness, accuracy and clarifications regarding fulfilment of closure requirements (submission of documents, clarifications requested by CT, etc.);
• Facilitate the internal review and approval processes involving different functions (e.g. Finance, PHME, Legal) regarding the review and approval of closure documents;
• Provide support with troubleshooting system related issues for all grant lifecycle stages in collaboration with the GPS and IT departments;
• Facilitate the internal review and approval processes involving different functions (e.g. Finance, PHME, Legal, A2F, etc.) for standard grant lifecycle stages;
• Upon request, compile and transform data to prepare information updates and reports at regional, country or disease component level based on standard grant-related data and information from the corporate transaction and data management systems (subject to availability of functional reporting capabilities).

CCM, PR and LFA Master Data Management:

• Provide proactive guidance and support to CCM, PR and LFA representatives and coordinate with relevant internal stakeholders (e.g. CCM team, LFA Team, Master Data team and other) regarding management of the CCM, LFA and Master Data process including change requests management, technical support and troubleshooting for system related issues, etc.;
• Ensure that CCM member, LFA and PR master data and related documentation (including but not limited to specimen of signatures, bank account letters, change requests) are properly maintained and updated in the corporate systems;
• Review and validate change requests in Master data and facilitate internal review and approval process;
• Facilitate the process for systems issues resolution with relation to the CCM, PR and LFA Master Data management process;
• Support the CCM team and/or in country CCM Secretariat(s) in the review and troubleshooting of system related issues to ensure successful delivery of the respective business process.

Document and Data management:

• Ensure proper management of grant documentation in accordance with established process and system requirements;
• Manage translations process (if required per portfolio specifics), including quality review of translations and revisions as required; 
• Conduct and perform administrative duties including receipt and distribution of documentation, as well as establishment and maintenance of an efficient follow-up record system to maintain and organize information flow and filing systems for the Country Team.

Support to Country and Regional Team operations:

• Maintain the team’s travel plans, organize travel and related logistics (PO creation, hotel, local transportation, etc.) for team members and external stakeholders;
• Provide administrative support for experts’ meetings and key meetings of partners in the region.
• Attend meetings and take notes, draft and finalize minutes.

Team Budget:

• The budget owner may delegate to the FPA the tracking of expenditures, as well as the projection of the expected execution rate according to the estimated planning of Country Teams missions’ in-country.

LFA Management:

• As required, facilitate S/FPM’s and Regional Manager’s timely approval of the LFA Requisitions in GFS;
• As required, conduct initial review of the LFA Other Direct Costs (ODC) invoices for completeness, accuracy and compliance with the relevant Global Fund Regulations, facilitate with the LFAs the clarifications process regarding invoicing issues and process invoices for internal review and approval;
• As required, facilitate S/FPM’s and Regional Manager’s timely approval of the LFA invoices;
• Facilitate and support the S/FPM’s timely submission of the annual LFA workplans by the agreed timelines.

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• University degree in public or business administration, finance or other relevant field or equivalent professional training or self/study work experience.

Experience

Essential:

• Experience working in a grant management support role.
• Systems experience particularly relating to the monitoring of grants.
• Secretarial/administrative experience, preferably in an international and multicultural environment.

Desirable:

• Minimum of 2 years relevant experience.

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French or one of the following: Arabic, Chinese, Russian, and Spanish. Knowledge of other languages would be an asset.

The FPA will be expected to have good knowledge of applicable grant management guidelines, operational policy and procedures to support CT compliance with them and to be an advanced user of the applicable corporate transaction, data and document management systems

Organizational competencies:

• Global Fund Awareness & Mindset: Thinking broader than the job itself: working with an awareness of how one’s accountabilities contribute to the end-receipient of the process, as well as to the overall good of The Global Fund and its receipients.
• Service Orientation: Understanding the context of others outside your own working team: their needs, priorities and challenges
  as well as the environment in which they operate and how they depend on you.
• Drive for results: Goal orientation that drives timely, effective and high-quality performance. 
• Collaboration: Working with others, leveraging organisational knowledge and expertise in order to deliver outputs, solve problems or create ideas.
• Interaction: Expressing thoughts and sharing information clearly and concisely in order to ensure mutual understanding and effective information exchange.
• Adaptability: Reacting to change or ambiguous situations with an open mind and positive attitude; keeping focus on what is key in new circumstances.

Functional Competencies:

• Analytical: Able to identify trends in both quantitative and qualitative information and utilise analytical capabilities to develop and update approaches to ways of working at the Global Fund. Good knowledge of how to access the required information and to assemble and report on it in a useful form.
• Country Context: Understands main issues about specific country location, including political context, historic aspects cultural environment. Knows how these factors may determine ways of engaging country population.
• Disease Knowledge: Knowledge of fundamentals of prevention, treatment, care and support of one of three diseases (TB/Malaria/HIV). Understanding of the international health arena and some exposure to health environments at national and international levels. Understanding of The Global Fund Strategy 2017-2022 with relation to Maximising Impact against TB/Malaria/HIV) and knowledge of the goals, principles, policies, processes implemented to achieve this objective. 
• Finance: Understands internal Financial policies, processes, regulations, procedures and Finance best practices and applies these to own work.  Has a thorough understanding of how Global Fund Strategy 2017-2022 relates to Financial arena.
• Human Rights/Gender/Key Populations: Knowledge of the Global Fund’s objectives in terms of Human Rights/Gender/Key Populations as well as the Global Fund’s strategic commitment to these areas. Aware of polices that make reference to commitments of the Global Fund to Human Rights/Gender/Key Populations. Aware of KPIs that measure progress in the area of Human Rights/Gender/Key Populations and how these KPIs relate to employees’ specific positions and impact employees’ work.
• Geopolitical awareness: Understands context of geopolitical awareness and specifically how it influences and affects the work of Global Fund in-country.  Has a thorough understanding of how geopolitical influences may affect ways of working in specific locations.
• Global/Public Health: Formal education in Public Health, and experience and practical knowledge of different areas of Global Fund delivery to provide advice and manage processes relating to Public Health in relation to the relevant situation (i.e. disease area or key population).
• Multicultural understanding: Practical understanding and expertise on influence of main groups of different nationalities / origins within a specific environment and how these can affect the effectiveness of program delivery. Able to respond effectively within different cultural contexts and to ensure mutual understanding between different nationalities and cultures.
• Negotiations (methods and techniques): Expresses points of view in terms of value to the Global Fund or external partners, to influence a particular course of action.  Considers and prepares communication approaches for varied audiences according to the person or situation faced. Uses appropriate styles and methods to influence others to gain support for or agreement to an idea or concept. Involves others to achieve outcomes without relying on positional power. Overcomes main objections when discussing issues with others.
• Operational Policy: In depth knowledge of Operational Policy across the funding life cycle (Application, Allocation, Application, Grant Implementation, Grant Closure). 
• Risk: Understands Risk & Assurance Framework and risk management best practices and applies these to own work.  Has a thorough understanding of how to apply organisational risk management principles and practices within the context of the Global Fund.
• Strengthening Systems for Health: Formal education in Public Health, and experience and practical knowledge of different areas of RSSH (community systems, service delivery, financial management, etc.). Able to provide advice and manage processes relating to RSSH in different contexts. Understanding of how to operationalize RSSH as part of the Global Fund’s Strategy, including key objectives and programs.

Technical Competencies:

• Policy Acumen: Ability to become rapidly familiar with grant management related operational policies including gender and human rights policies and practice and apply them effectively in own work;
• Organization & Planning: Ability to plan, organize and coordinate services; ability to handle multiple tasks and recognize priorities, working within tight deadlines;
• Service Delivery: Excellent service orientation and diplomacy dealing with people; ability to understand and follow personnel and administrative procedures, processes and delivery mechanisms.
• Project Management Skills: Ability to prioritize tasks and use of resources, monitors project progress, maintains essential records, reviews forecasts, reports accurately and takes corrective action to ensure priorities and levels of quality are met.

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