Specialist, Grants, Contracts & Compliance

IAVI is seeking a Specialist, Grants, Contracts and Compliance (GC&C), who will support the full lifecycle of active grants/contracts, and facilitate those under consideration or proposed, both incoming to IAVI and outgoing to sub-grantees or contractors, while ensuring compliance with regulatory requirements and maintaining accurate documentation. The Specialist will draft and review agreements, monitor grant activities ensuring adherence to contractual terms, conduct compliance audits, and providing guidance on regulatory changes. The Specialist will also assist relevant departments including HR, FA, Legal and Partnerships ensuring compliant execution, as mandated by the Indian law.

Key Responsibilities:

Grants & Contract Management

• Support the development of pre- and post-award grant agreements and other documents including any donor mandated contractual paperwork, including sub-grantee project applications by collating documents at different stages of a collaborative initiative.
• Build, track and maintain all contractual records and requirements/compliances.
• Maintain and update existing excel models/software (as applicable) which serve as the basis for internal grant related compliance tracking and delivery mechanism.
• Ensure projects follow donor and IAVI requirements including donor approval, policies and procedures, reporting protocols and templates, and award close-out procedures.
• Monitor expenditure against grants (budget vs actuals) to ensure targets are aligned and met as per India Programs annual departmental goals.
• Identify risk exposure and advise management on contractual obligation, risks, and legal implications of internal policies and procedures.
• Prepare various analysis / grant spend status for different teams within IAVI.
• Collaborate and support Partnership/Business Development department to evaluate collaboration opportunities, review and negotiate favourable partnership terms, ensure compliance with legal and organisational requirements, and identify potential risks and mitigation strategies.
• Support in the preparation and finalization of financial donor deliverables including statement of expenditure and utilisation certificates.
• Maintain constant communication and engagement with the project, finance and other internal teams/departments (India and NY Office), to ensure an accurate, timely, efficient, and transparent grant and project life cycle.

Compliance Review and Management

• Keep abreast of regulatory developments within or outside of the organisation as well as evolving best practices in compliance control.
• Maintain and oversee a compliance control tracker to ensure the organisation tracks and adheres to relevant/applicable legal obligations in India.
• Review and advise management on legal implications of internal policies and procedures.
• Draft, modify, and implement organisational policies and associated SOPs/guidelines in close alignment and working with General Counsel, HR and other relevant departments.
• Assist in corporate governance matters as obligated under the Registrar of Companies, including in organising, preparing and documenting board meetings and resolutions, committee meetings, AGMs etc., preparing meeting minutes, and maintaining corporate records.
• In partnership with the Director, Operational Excellence, review procedures, laws, change in regulations etc. periodically to implement organisational compliances and risk mitigation strategies.
• Assist in preparing meeting reports and other related collaterals as necessary for senior management and external regulatory bodies, in close working with relevant departments and teams.
• Perform other duties as assigned by the manager.

Education and Work Experience:

• Bachelors Degree in law or a related field is required; an advanced degree is desirable.
• Minimum 3 years of relevant contracts and compliance experience is required.

Qualifications and Skills:

• Experience drafting and reviewing contracts is required.
• Strong ethical judgement and integrity.
• Experience working with regulations in India on Data Privacy, IP, Licensure and Commercialisation, FCRA, Contract law is required.
• Excellent organizational skills and attention to detail.
• Analytical and problem-solving skills.
• Ability to work independently, with limited supervision is required.
• Strong time management and prioritization skills with ability to work within tight deadlines is required.
• Excellent interpersonal and communication skills, including written and oral communication, are required.
• Project management experience, particularly in pre- and post-award grant management, is highly desirable.
• Understanding of budgeting and financial management principles is desirable.
• Experience working for an international organization is desirable.