Senior Project Officer II- Sub-Grant- Technical Full Time NEW

ETHIOPIAN AGRICULTURAL TRANSFORMATION INSTITUTE

Position: Senior Project Officer II- Sub-Grant- Technical

Employment: One year with the possibility of extension

Duty Station: Addis Ababa, with frequent travels to regions implementing sub grant project

Required Number: One

Application Deadline: Oct 23/2025

BACKGROUND:

The Ethiopian Agricultural Transformation Institute (ATI), formerly known as the Agricultural Transformation Agency (ATA), is a strategy and delivery-oriented government institute created to help accelerate the growth and transformation of Ethiopia’s agriculture sector, which is a key contributor to the country’s GDP, exports, and workforce. The ATI’s work is center on improving the livelihoods of smallholder farmers (SHFs) across the country for improved income, inclusiveness, resilience, and sustainability.

The ATI works to transform the agriculture sector in Ethiopia by conducting policy and analytical studies, providing technical implementation support and capacity building, coordinating. platforms to better integrate partners and projects and designing and directly leading several innovative/pilot interventions. The Institute joins forces with various stakeholders, including policymakers, researchers, farmers, and development partners, to support the implementation of agricultural development programs and initiatives. In addition, the ATI collaborates with national and international partners to facilitate knowledge exchange and learning opportunities. The Institute plays a crucial role in generating and disseminating information to support evidence-based decision-making in Ethiopia’s agricultural sector.

Our Culture

We have an exceptional team of highly competent employees with a proven track record of success in managing complex activities and achieving transformational results. Our culture is one where talented, dedicated, and adaptable individuals are committed to doing their best and exhibiting great teamwork to achieve excellent results.

At ATI, we provide an exceptional platform for people who want to achieve their highest potential and make a meaningful contribution in changing the country’s agricultural sector. We offer rewarding work in a young, fast-paced growing organization with passionate, committed, motivated colleagues and excellent career development and training. We recognize our most valuable assets are our staff and are committed to providing our employees with the tools, training, and mentorships necessary to achieve their career goals.

HDP projects and ACC II

the Humanitarian Development and Peace (HDP) Project under the Agricultural Commercialization Cluster Phase II program. This project aims to enhance the incomes of target beneficiaries, including internally displaced people (IDPs) and refugees, by fostering collaborative relationships with host communities, improving agricultural practices, increasing yields, and facilitating access to better markets. The initiative supports development and promotes self-sufficiency by combining market-driven approaches with a holistic perspective focused on sustainable production and economic empowerment.

Position Summary

The SPO II- Sub-Grant – Technical is responsible to manage & overseeing all technical and programmatic aspects of multiple projects; Particularly HDP project, and other ACCII program DANIDA funded project, GOT projects and other ACC program Projects, ensuring compliance with development partners regulations as well as guidelines, organizational policies, and financial requirements. He/she plays a critical part in compliance with the donor regulations and ATI’s internal policies and procedures, mitigating risks through strong systems and controls, capacity building of subgrantees especially in compliance & audits, monitoring their financial and programmatic performance. In addition, he/she will oversee the full grant management cycle of all sub granted projects, from initial setup and budget monitoring to compliance checks, capacity building, and grant close-out. The position holder will work closely with sub-grantees, ensure compliance of sub-grantees in alignment with the execution of each respective agreements, providing guidance, technical support, and training to strengthen their implementation, keeping compliance, programmatic implementation and project management capacities. Additionally, he/she will be conducting regular monitoring, Supportive supervision, risk assessment and reporting according to Sub Grant Management manual and Guidelines to ensure that all sub-grant activities align with organizational goals and development partners expectations. He/she will work to build strong relationships with the sub-grantees and other stakeholders and ensure transparent communication and timely resolution of any issues to support successful delivery on the project targets. He/she will directly report to the Director for the Sub-Grant She/he will closely work with program/project team at the head office and the regions, particularly the Regional technical and Finance Officers.

Major Duties and Responsibilities

A senior Sub-grant officer-technical is responsible to provide a comprehensive approach to HDP and different Projects sub-grant management, mitigating risks through strong systems and controls, due diligence, ensuring compliance, effectiveness, and support the allocation and use of grant funds, collaborate closely with program/project team, to align sub grant activities with program timelines and objectives as per agreed terms in the respective agreements.

Detail Responsibilities:

Coordinate and deliver impactful pre-award activities to ensure readiness and compliance:

• Provide support to the programs team during the development of subgrant concepts, ensuring alignment with the annual program plan and compliance with donor requirements.
• Assist SGM Directors in coordinating GMRC (Grant Management Review Committee) meetings, including preparing documentation and taking formal minutes to capture decisions on subgrant approvals.
• Collaborate with the program team to prepare Expressions of Interest (EOIs) or Requests for Proposals (RFPs), review and finalize RFPs, and facilitate their approval by the GMRC, CEO, or Deputy CEO.
• Lead the identification of appropriate communication channels for RFP publication, working closely with the program/project team to select, negotiate, and engage media outlets or platforms.
• Coordinate the registration and collection of proposals submitted by prospective subgrantees, organize all submission documents, and develop detailed selection criteria in collaboration with the program/project team.
• Oversee the evaluation process conducted by the Technical and Financial Review Committee (TFRC), ensuring both technical and financial aspects of proposals are thoroughly reviewed and potential subgrantees are effectively shortlisted.

  Ensure effective subgrant awarding and clear communication:

• Develop due diligence evaluation tools, including questionnaires and checklists, and conduct on-site due diligence evaluation of financial and organizational capacity of potential subgrantees.
• Compile findings into a comprehensive evaluation report and submit it to the GMRC and the program team/Senior Director.
• Draft subgrant contractual agreements in alignment with project objectives, donor compliance requirements, and ATI’s internal policies, as well as applicable government regulations.
• Share the draft contractual agreement with the subgrantee for review and feedback, and finalize the document based on mutual agreement.
• Facilitate the formal award and signing process of the contractual agreement in coordination with the program/project and communications teams.
• Prepare and issue award notification letters to successful subgrantee partners using the appropriate communication channels.
• Create and maintain a subgrantee profile in the ERP system, ensuring all relevant documents, such as the signed agreement, proposal, and work plan, are properly uploaded and archived.

Lead and maintain robust and effective subgrant management procedures:

• Support the program team in achieving the HDP project goal of improving access to quality agricultural inputs and services, enhancing affordability and sustainability through private sector, driven supply and delivery, and establishing farmer production clusters that promote comprehensive technology packages to boost crop production and productivity.
• Assist the project team in increasing beneficiaries’ incomes by improving agricultural practices, raising yields, and facilitating access to better markets.
• Collaborate with the program team and subgrantees to address challenges faced by internally displaced persons (IDPs) and refugees, fostering constructive relationships with host communities.
• Ensure HDP and, ACCII program projects optimal fund utilization in accordance with SGMT operation manual, implementing guideline and grant agreements in alignment with ATI’s Financial Management Policy, development partners-specific guidelines.
• Regularly update and maintain grant and subgrant files within the ERP grant management system, ensuring that both electronic and hardcopy records are accurate, complete, and well-organized.
• Manage ongoing communications with Subgrant Implementing Partners (IPs), providing prompt responses to requests and escalating issues to the SGM Director as needed for higher-level decision-making.
• Conduct onboarding and capacity-building training for IPs on technical and financial compliance, ATI operational manuals and guidelines, and the use of various reporting templates.
• Oversee the entire subgrant management cycle, including grant setup, programmatic and budget monitoring, and grant close-out activities.
• Identify and address financial risks in subgrant projects, including fraud, mismanagement, and non-compliance; implement mitigation strategies and corrective actions where necessary.
• Lead the development and periodic revision of grant-related manuals, guidelines, and standard operating procedures to promote consistency and quality in subgrant management processes.
• Conduct monitoring and evaluation site visits to assess partner implementation progress, providing constructive feedback and ensuring adherence to ATI grants management standards.
• Ensure the proper execution of subgrant agreements for ATI projects (including ADEY, FPC, GOT, and ACC programs), verifying alignment with original grant terms and ensuring appropriate flow-down conditions.
• Contribute to the preparation and timely submission of high-quality external reports on subgrant projects to development partners.
• Provide ongoing technical support and on-the-job training to subgrantees, enhancing their financial and grant management capabilities.
• Maintain comprehensive documentation of grant agreements, financial transactions, progress reports, and correspondence related to ATI programs.
• Monitor the accuracy, completeness, and timeliness of programmatic and financial reports submitted by subgrantees.
• Ensure systematic filing and accessibility of grant files (both physical and digital) in line with ATI standards, using ERP systems and shared platforms.
• Conduct planned field visits to ensure compliance with ATI internal policies and development partner requirements; prepare detailed visit reports with observations and actionable recommendations.
• Perform quarterly follow-ups to verify the implementation of recommendations from field visits.
• Implement ATI’s subgrant policies and donor compliance regulations (including MCF, DANIDA, RNE, and others) uniformly across all subgrant activities, keeping up to date with evolving guidelines.
• Regularly review subgrant IP budgets, program implementation progress, cost justifications, matching funds (if applicable), and compliance matters such as conflicts of interest and data privacy policies.
• Promptly report and address any irregularities, fraud, or misuse of funds related to subgrant projects

  Manage and facilitate effective processing of grant contract amendments:

• Support the development and implementation of corrective action plans for various subgrant projects in collaboration with program/project teams and implementing partners, coordinating closely with legal and compliance departments to ensure resolution.
• Receive and evaluate amendment or no-cost extension (NCE) requests from subgrantees, assessing their justification in accordance with established criteria.
• Convene and actively participate in GMRC meetings to facilitate decision-making on amendments and no-cost time extensions.
• Prepare subgrant amendment documentation, including no-cost extension letters, closeout letters, stop-work orders, and other corrective action plans as needed.
• Compile and present comprehensive reports on subgrant program implementation—monthly, quarterly, bi-annually, and annually—highlighting progress and identifying opportunities for improvement.
• Prepare detailed subgrant-related reports for senior management and development partners, ensuring accuracy and timeliness.
• Ensure proper documentation of all subgrant records—such as proposals, due diligence reports, meeting minutes, agreements, correspondence, and progress reports—within Dropbox and ERP systems; maintain up-to-date consolidated reports on the overall status of ATI subgrants.
• Assist in facilitating the subgrant project closeout process, verifying that all contractual obligations have been fulfilled and that subgrant funds have been accurately reconciled.

  Oversee the proper termination of grant agreements and management of work stoppages:

• Conduct field visits, monitoring, and evaluation activities to assess subgrantee compliance with project objectives; prepare and submit detailed evaluation reports and promptly inform the Senior Director and Program Directors to guide subsequent actions.
• Following guidance from the Senior Director, Program Directors, and GMRC committee, issue warning letters with clear justification to non-compliant subgrantees; if non-compliance persists, facilitate the issuance of termination letters by the SGO and formally notify the partner.
• Monitor and follow up on the recovery of disbursed funds and collect all related documentation from subgrantees as required.
• Update subgrantee profiles in the ERP system to reflect official termination status based on evaluation findings and termination documentation.

  Execute proper grant closures for successful subgrant completion:

• Notify the program team and subgrantee of the grant closing date and associated closeout requirements at least four weeks in advance.
• Review all submitted reports during each reporting cycle and conduct on-site visits to verify that project completion aligns with its objectives and complies with the financial terms of the contractual agreement; ensure recovery of any unutilized funds and collection of necessary documentation.
• Confirm receipt of completion and reconciliation reports along with supporting documents and verify that subgrant completion audits are finalized prior to formally closing the grant agreement.
• Issue and deliver the final closure letter to the subgrantee, and ensure all related documents are properly uploaded to the ERP system and maintained in hard copy.
• Execute proper closure procedures for all due-dated and inactive projects within the ERP/Agresso grant management system.
• Perform any additional duties related to subgrant projects as assigned by the supervisor.

Required Qualification, Competencies, Technical Knowledge and Experience:

• MA degree in Project Management, Development studies, Gender and Development studies, social work, related field from a recognized institution.
• A minimum of 8 years of direct experience in subgrant management, project and risk management, donor compliance, grant administration, and sub-recipient management, within donor funded projects, development partners, or multilateral institutions.
• At least 2 years in a senior level or leadership role involving contractual and compliance oversight.
• Proven experience in subgrant financial management, particularly within donor- funded or international development projects. Experience working with multi-donor programs in International Development and/or Agriculture sector is preferred.
• Strong understanding of donor compliance framework, including those of development partner; MCF, DANIDA, RNE, Agence Française de Développement (AFD) and European union (EU) and others.
• Solid knowledge of Project management, Development partner compliance, budget management, database management, and systems-based grant management.
• Familiarity with project cycle management (PCM), financial and grant reporting standards, and risk assessments and response skills.
• Demonstrated subgrant management skills, with the ability to build and maintain relationship with government, NGOs and private sector stakeholders.
• Proficient in prioritizing high workloads in dynamic fast-paced settings and resolving emerging project needs creatively.
• Strong analytical, organizational, and interpersonal skills, with attention to detail and a proactive problem solving mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Project management skills and certification.
• Experience with ERP is an advantage.
• Fluency in English and Amharic, with strong verbal and written communication skills; additional local languages are a plus.
• Excellent interpersonal and communication skills, including the ability to work harmoniously with internal and external stakeholders.
• Promotes data-driven and evidence-based problem solving and decision making.
• Strong team player with excellent relationship building and communication skills.
• Strong set of personal values including integrity, honesty, and desire to be of service
• Highly developed interpersonal skills with a demonstrated ability to relate to and gain the confidence of the senior leadership.
• Ability to work in a multi-cultural environment.
• Ability to work independently and as a member of a team.
• Proven leadership ability, with the skills to manage a team and stakeholders and influence others through informal guidance, coaching and feedback.
• Ability to work effectively with regional team and partners and ensure timely data exchange and problem solving between the Federal and Regional levels.
• Ability to work under pressure and in a constantly evolving and challenging environment.