ABOUT FHI 360:
FHI 360 is a nonprofit organization that mobilizes research, resources, and relationships so that people everywhere can access the opportunities they need to lead full, healthy lives. Our staff of more than 2,000 experts work in over 50 countries around the world.
PROJECT OVERVIEW:
The Meeting Targets and Maintaining Epidemic Control (EpiC) project is a global health initiative funded by the U.S. Department of State, running from 2019 to 2027. In the Philippines, EpiC has two workplans each with its own technical scope and budget, one focused on achieving HIV epidemic control and one focused on strengthening global health security (GHS). The role outlined in this job description supports EpiCโs GHS workplan.
EpiCโs GHS workplan aims to strengthen national, subnational, and local capacities for the prevention, detection, and response to public health emergencies, including pandemic preparedness. Support is delivered across multiple technical areas, including Zoonotic Diseases, Biosafety and Biosecurity, National Laboratory Systems, Surveillance, Public Health Emergency Management, Infection Prevention and Control (IPC), and Evidence-Based Public Health Messaging. All activities and sub-activities under each technical area are aligned with and informed by national priorities and strategies, including the National Action Plan for Health Security (2025โ2030), the National Framework of the Philippine Health Laboratory System (PHLS), and the National Laboratory Strategic Plan (NLSP) 2025โ2030.
JOB SUMMARY:
The Project Specialist (Grants) plays a key role in the successful implementation of the project by managing relationships, ensuring compliance, and monitoring the performance of subaward partners. He or she coordinates activities across implementing partners, tracks progress against deliverables, ensures adherence to project and donor requirements, and supports day-to-day operational and technical implementation. The Project Specialist collaborates closely with internal teams and external partners to ensure high-quality, timely, and compliant execution of project activities in accordance with donor regulations, the projectโs approved workplan, and organizational policies. He or she will facilitate communication, ensure proper documentation, and troubleshoot implementation challenges. This position works closely with the technical, operations, and finance teams to support compliant, timely, and results-driven execution of project activities.
The Project Specialist (Grants) will provide programmatic, administrative, and technical assistance to grantees throughout the implementation of their grants to ensure full compliance with donor rules and regulations. He or she will participate in the design and implementation of grant opportunities. In addition, he or she will support grantees in designing their specific action and M&E plans and will monitor their performance and progress.
KEY RESPONSIBILITIES:
1. Subaward Partner Management
Serve as the primary point of contact for subaward partners.
Pre-award
Coordinate with grantees, partners, and applicants on grant opportunities, reviewing proposals and providing feedback based on evaluation criteria.
Support shortlisted grantees in refining project designs, action plans, risk mitigation plans, and M&E components, and facilitate training, orientations, and planning workshops.
Support the onboarding of subawardee, including orientation on project requirements, deliverables, branding/marking, reporting, allowable costs, and compliance.
Conduct pre-award assessments, determine required documentation, and define special award conditions.
Prepare negotiation memos outlining budget discussions and corrective actions, and finalize grant agreement documentation, including substantial involvement clauses.
Post-award
Ensure grantees implement activities according to agreements, work plans, and timelines; monitor progress through site visits, activity reviews, and summary reports.
Review and validate partner deliverables, documentation, technical reports, and financial reports for quality and compliance, coordinating corrections and submitting approved items to Finance.
Support accurate and timely financial administration by working with Finance to process transactions, vouchers, payments, and grant modifications.
Coordinate with technical teams to align activity implementation with financial reporting, identify needed technical support, document success stories, and provide ongoing guidance on budget monitoring, financial management, and compliance.
Identify performance or capacity issues and work with technical teams to provide mentoring or corrective action plans.
Support the subaward modification process (extensions, budget revisions, changes in scope, etc.), procurement under subawards, and compliance findings.
2. Project Implementation Support
Assist in the development, rollout, and monitoring of implementation plans and activity schedules.
Coordinate project activities, workshops, field visits, community engagements, and stakeholder meetings.
Track progress of field implementation and escalate issues or delays as needed.
Contribute to the development of technical inputs, presentations, training materials, and knowledge products.
Maintain comprehensive and organized documentation of project implementation.
3. Monitoring, Reporting, and Compliance
Collect, consolidate, and verify data and documentation from subaward partners to support project MEL requirements.
Ensure subawardees understand and follow USAID reporting expectations, including indicator definitions, data quality, and documentation.
Prepare regular progress updates, partner performance summaries, and inputs for quarterly/annual reports.
Support preparation for audits, evaluations, and donor reviews.
4. Stakeholder Coordination
Build and maintain strong working relationships with subaward partners, government counterparts, community organizations, and other stakeholders.
Coordinate communication and information-sharing among subaward partners and project staff.
5. Administrative and Operational Support
Ensure timely preparation of documentation for partner engagements, field activities, and events.
Support risk identification and mitigation related to implementation and partner management.
Contribute to closeout processes for partners, including verification of deliverables and documentation for compliance.
MINIMUM REQUIREMENTS:
Intermediate knowledge of donor (USG and non-USG) rules and regulations, common mechanisms of funding, types of acquisition and assistance awards, grants contracting concepts and principles from the solicitation phase to post-award administration.
Proficient in award and contract portfolio management systems and processes; able to anticipate many of the tasks related to award and contract administration.
Good understanding of project management processes and compliance requirements
Proven skills in negotiations, sub-award management, and procurement.
Ability to analyze partner reports, budgets, and implementation progress.
Strong oral communication and business/technical writing skills.
Strong organizational, coordination, and timeโmanagement skills; excellent stakeholder engagement abilities.
Strong analytical skills applied to problem-solving and attention to detail.
Adaptable to work in fastโpaced environments and diverse cultural settings.
WORKING CONDITIONS AND TRAVEL REQUIREMENTS:
Usual office working conditions.
EDUCATION/EXPERIENCE:
Bachelorโs degree in accounting, business management, public administration, international development, project management, or any related field.
At least 5 years of progressive experience in project management, finance or operational management, subaward management, and/or experience in a contracting environment, ideally in development programs, NGOs, or donor-funded projects.
Experience working with subaward partners, community organizations, or government stakeholders.
Prior experience with donor-funded projects (USAID, UN, WB, EU, etc.) is an advantage.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.Please click here to continue searching FHI 360's Career Portal.