Pre-Award Senior Grants Officer

Malawi-Liverpool-Wellcome Programme (MLW)

Introduction

The Malawi-Liverpool-Wellcome Programme (MLW) is a world-class health research institution committed to improving health through research, capacity building, and strong partnerships.

The Malawi–Liverpool–Wellcome Programme (MLW) is seeking to hire a Pre-Award Senior Grants Officer who shall be based within the Finance department.

Responsibilities

POSITION FUNCTION (PURPOSE)

To lead MLW’s pre-award grants management function by ensuring high-quality proposal development, robust budget formulation, due diligence, compliance assessments, and donor coordination. The role ensures that all grant applications meet donor requirements, institutional policies, and strategic priorities throughout the grants cycles.

KEY ACCOUNTABILITIES / RESPONSIBILITIES

Managerial

  • To be responsible for the direct line management of Pre-Award Grants Officer
  • Deputize the Grants Manager for pre-award tasks in her absence.

Proposal Development & Coordination

  • Provide support to Principal Investigators and others to complete Letter of Intent and budgets in a timely manner.
  • Lead coordination of proposal submissions and budgets, ensuring complete, compliant, and high-quality submissions.
  • Support Principal Investigators (PIs) by interpreting donor guidelines, eligibility criteria, and timelines.
  • Review proposals to ensure alignment with MLW’s institutional strategy.
  • Support Grants Manager during Research Strategy Group (RSG) meetings as needed by providing Finance departmental updates.

Budget Development & Financial Planning

  • Lead costing and pricing for all pre-award budgets, including personnel costing (aligned with salary scales and COLA adjustments).
  • Indirect costs, overheads, escalations, and inflation assumptions.
  • Ensure budgets reflect institutional cost-recovery requirements and donor policies.
  • Provide guidance to PIs on budget narratives and budget queries justifications.

Due Diligence & Compliance

  • Collaborating effectively with Risk and Compliance Manager to support the provision of information for audits and other due diligence compliance requirements.
  • In liaison with Risk and Compliance Office, conduct pre-award due diligence for MLW as prime or sub-recipient as may be required.

Donor & Partner Engagement

  • Act as the first point of contact for donors during pre-award processes.
  • Help review and negotiate terms relating to budgets, overheads, and institutional requirements.
  • Support PIs in communicating with collaborators, sponsors and project partners.

Internal Process Strengthening

  • Maintain summarized Standard Operating Procedures for all Funding bodies and interpret and disseminate key information on funding and government agencies and other external stakeholders.
  • Continuously Maintain and update the MLW budget Narratives, document and maintain best practices for funding body requirements.
  • Lead improvements to pre-award systems, processes, tools, SOPs, checklists, and templates to ensure ongoing consistency and compliance.
  • Mentor and supervise Pre-Award Grants Officer.
  • Conduct grants management trainings focusing on pre-award for PIs, Administrators, and Scientific Support Units.

Reporting & Documentation

  • Responsible for producing monthly grants intelligence report to guide sustainability and awards status and grants management performance.
  • Maintain a comprehensive pipeline of proposals, success rates, key deadlines, and upcoming calls.
  • Ensure proper archiving of proposal documents.

Requirements

QUALIFICATIONS & EXPERIENCE

  • Bachelor’s degree in finance, Accounting, Economics, Business Administration, or related field. Master’s degree is an added advantage.
  • Professional qualifications (ACCA/CPA/CIMA) desirable.
  • Minimum 5–7 years grants management experience, preferably in research or NGO environment.
  • Strong knowledge of international donor regulations (Wellcome, NIH, BMG, EU).
  • Experience in budget development for large research consortia.
  • Demonstrated supervisory experience.

KEY COMPETENCIES

  • Strong financial acumen and analytical skills.
  • Excellent planning, coordination, and problem-solving abilities.
  • Exceptional communication and stakeholder-management skills
  • High attention to detail and donor compliance.
  • Ability to work under pressure and meet tight deadlines.
  • Advanced proficiency in Excel and grant budget tools.

REMUNERATION AND BENEFITS

MLW offers an attractive remuneration package which includes a competitive salary package commensurate with the position, a medical aid scheme, 24-hour insurance cover, pension scheme, gratuity benefits redeemable at the end of each contract cycle, among others.

MLW also offers opportunities such as scholarships, upgrading and training opportunities to employees. These are based on successful job performance and other set criteria.

Further details of the organization and the role can be found by visiting our website: www.mlw.mw

Applications must be received no later than 31 December 2025.
Interested candidates should submit their application, accompanied by a detailed curriculum vitae and supporting documents, together with the names and contact details of three traceable referees (including at least two professional referees), to vacancies@mlw.mw. All application documents must be combined into a single PDF file. The email subject line should clearly state the position being applied for, for example: Pre-Award Senior Grants Officer.

MLW recognizes its responsibility in safeguarding and protecting communities, research participants and patients with whom MLW is working. Please note that successful candidates will be requested to undergo a safeguarding check prior to appointment and at regular time points during employment.

ONLY SHORT-LISTED CANDIDATES WILL BE ACKNOWLEDGED.

To apply for this job please visit www.mlw.mw.