The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing global public health challenges through research, translation into policy and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organized in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.

WHAT WE ARE LOOKING FOR

ISGlobal is seeking a Fellowship Manager for the Grant´s Office who is interested in supporting activities of the Department, in the Postaward Area.

KEY RESPONSIBILITIES

• Support grantees in financial management of competitive fellowships, ensuring compliance with Isglobal and funders' policies and procedures.

• Be the grantee's focal point, to address conflict and problem resolution with the different areas and services of Isglobal.

• Carrying out budget monitoring analysis of fellowships.

• Support investigators and fellows in budget planning and financial eligibility queries.

• Liaise with funding agencies and internal stakeholders regarding financial and administrative matters.

• Identify financial risks and propose corrective actions when needed.

• Act as the primary and trusted point of contact for fellows, resolving any questions, issues, or administrative tasks related to their fellowship.

• Monthly preparation and review of expenditure lists by budget line and fellowship and preparation of budget execution tables and summaries.

• Preparation of financial reports, forecasts, control of financial reporting deadlines (interim or final reports, technical report).

• Preparation of the necessary documentation for the justifications, requirements and external financial audits of the fellowships.

• Review of electronic and physical files of accounting documentation (invoices, contracts, payroll, etc.).

The review includes:

• Quality of invoices and other accounting and administrative documents.

• Preparation of physical documentation required for justifications and audits: preparation of folders and required documentation.

SPECIFIC DUTIES

BUDGETS

• Work closely with the preaward department and portfolio advisors to develop an accurate fellowship budget, ensuring the funding of the fellowship.

• Periodically review budget compliance providing information related to expenses.

• If necessary, during the life of the project, modify the budget after approval of the funder (if required).

FOLLOW UP

• Follow up of the expenses of the project and monitoring of the budget execution.

• Prepare summary of expenses for revision by PI and/or project team.

• Promote prompt corrective actions if there are deviations from the budget and the terms of the financing.

• Follow-up of the sub-agreements in terms of financial and contractual matters.

• Highlight critical financial issues such as under/over spends to finance and budget holders.

REPORTING

• Prepare accurate financial reports and updates of the project, with the supervision of ISGlobal Head of Grants office, the PI and/or Finance - Project Manager, meeting donor´s requirements.

• For European fellowships, upload financial reports to the European Commission portal.

• Draft, create and adapt independently templates and forms for reporting.

FINANCIAL MANAGEMENT

• With the support of the legal department, review service providers and subcontractors draft contracts, flag any points that might challenge Isglobal’s procedures, and support contract negotiations and signature.

• Ensure compliance and consistency between the internal processes of the Institution and the policies and procedures established by funders.

• Stay up to date with financial regulations and legislations.

• Take part in the negotiations with donors and sites regarding fellows agreements/amendments and partner sub-agreements.

• Prepare, proof read and format legal documents, such as memoranda, e-mails and letters.

• Manage cash flow of the fellowship.

• Take part in the closure procedures of fellowship.

• Be the focal communications point with the projects’ team at ISGLOBAL and donors for financial aspects.

• Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner.

• Work with other departments to ensure all documentation required is ready and available for audits and coordinate with auditors for the proper management of the audit.

  Coordinate Close Out of fellowships in respective portfolio.

• Ensure all documentation required to be kept by donors is available within the Grantees department by maintaining high standard information management/filing systems.

AUXILIAR TASKS

This job description reflects the present requirements of the post but may evolve at any time in the future as duties and responsibilities change and/or develop providing there is appropriate consultation with the post-holder.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual professional assessment process.

SKILLS

• Contract drafting and negotiation skills (with the support of the legal department), understanding of contract and legal terminology and concepts.

• Superior attention to detail and analytical skills.

• Critical thinking and problem-solving skills.

• Ability to work independently with minimum direction, but comfortable with working in a collaborative and multicultural environment.

• Proven ability to prioritize work with short deadlines and under pressure.

• Organized, high attention to detail, ability to summarize and communicate key information at all levels.

• Excellent Excel and Microsoft Office products, knowledge of ERP.

The post holder will adhere to ISGlobal principles contained in People management policy, including Equity, diversity and health safety. The post holder will respect, and be accountable to ensure ISGlobal policies and procedures.

TRAINING AND EXPERIENCE / QUALIFICATIONS

• Graduated from a higher degree training cycle.

• University training in the field of Finance, Business Administration.

SPECIFIC REQUIREMENTS

• Minimum experience of 3 years experience in Fellowship Management.

• Knowledge of Spanish and Catalan Fellowship funding in Research (a must).

• Knowledge of European Fellowship funding - MSCA- in Research (a plus)

• Experience in the research sector, as well as in grant or financial project management, will be highly regarded.

LANGUAGE LEVEL

• Fluency in written and spoken Spanish and Catalan.

• Intermediate level of English, spoken and written.

CONDITIONS

• Contract: permanent contract, full time.

• Salary: 30.000 - 35.000€ gross annual

• Work-Life Balance: 36 days off per year (23 vacation days + 13 personal days)

• Start date: as soon as possible

HOW TO APPLY

Applicants must complete the application form and upload a CV and a Cover Letter. Each document must be clearly named with the candidate’s name and surname.

Applications will remain open for a minimum of 15 days from the date of publication. The position will stay open until it is filled and may be closed once a suitable candidate is identified.

Applications will be reviewed on a rolling basis, and shortlisted candidates may be contacted and interviewed as applications are received. Interviews may take place during the application period.

We encourage diverse applications, including but not limited to gender, race, ethnicity, religion, age, sexual orientation, physical abilities, and political beliefs.

SELECTION PROCESS

The selection process is designed in two phases:
1- Interview phase of a technical nature, with the team that requires the incorporation. To assess the person's skills and CV.
2 - Meeting with HR with the finalist(s) to finish assessing the profile and discuss contractual and institutional issues.

If needed any technical test could be passed. A Psychological Competency Evaluation Test will be required for the structural or transversal positions.

In accordance with the OTM-R principles, a gender-balanced recruitment panel is formed for every vacancy at the beginning of the process. After reviewing the content of the applications, the panel will start the interviews, with at least one technical and one administrative interview. A profile questionnaire as well as a technical exercise may be required during the process.

In ISGlobal we are committed to maintaining and developing a work environment in which the values and principles of our organization are respected and equal opportunities between women and men be promoted in each of the areas in which we operate, not tolerating discrimination based on criteria such as age, gender, marital status, race, ethnicity, functional diversity, political leanings, religion, sexual orientation, gender identity or gender expression.

We confirm our commitment towards the value of the diversity of our staff and student population and seek to promote peace, equity, diversity and inclusion as essential elements in contribution to improving health worldwide.