With 13+ years of experience in grant program management and contract compliance, I have refined skills in ensuring meticulous adherence and compliance in complex funding environments. My career highlights include managing a diverse portfolio of 40 grants valued at over USD 40 million and boosting adherence rates to donor requirements by 70%, all while ensuring a 98% audit readiness score. By strategically streamlining project start-up and close-out phases, I’ve enhanced sub-award management and operational efficiency throughout the grant management lifecycle. I have navigated through the intricate landscapes of compliance, auditing, financial tracking, and technical oversight, championing cost-effectiveness, precision, and strategic alignment in every project. My devotion to fostering transparent communication and ensuring steadfast compliance has been a consistent driver towards operational excellence in every role I've embraced.
Hi, I’m
Winnie Gecaga
Contracts & Grants Specialist
Nairobi
Summary
Overview
18
years of professional experience
4
years of post-secondary education
2
Languages
Work History
Winrock InternationalNairobi
Senior Contracts and Grants Officer
03.2021 - 09.2023
Job overview
- We achieved a 98% adherence rate to Winrock and donor requirements by delivering on-site project training sessions on sub-award management and compliance to project staff and sub-grantees, resulting in a substantial enhancement of the capacity of project staff in sub-award management.
- Maintained a comprehensive understanding of US Government and other donor policies,regulations, and procedures, staying up to date with evolving requirements.
- Negotiated and secured favorable terms for Winrock in contractual documents prior to finalizing and signing agreements.
- Identified and addressed training needs for program units, resulting in a 20% improvement in the consistent implementation of award functions across the organization and reduced compliance issues.
- Proactively addressed issues and risks in sub-awards and modifications, leading to a reduction in disputes and ensuring smoother project execution.
- Provided guidance, as needed, to relevant staff members involved in processing modification requests, no-cost extensions (NCEs), cost extensions, budget realignments, and other amendments as required by donors.
- Successfully supported program staff in negotiating sub-awards and consultant agreements, fostering collaborative relationships that resulted in an increase in mutually beneficial outcomes and partnerships.
- Streamlined project start-up and close-out phases, implementing efficient systems and processes for sub-award management, which led to enhanced compliance with prime award requirements.
- Maintained an up-to-date and meticulously organized awards management filing and tracking system, resulting in a 98% audit readiness score and efficient retrieval of critical documents for decision-making and reporting.
Colleges And Institutes CanadaNairobi
Innovation Fund Coordinator
07.2019 - 02.2021
Job overview
- Developed highly effective Terms of Reference and Request for Proposals (RFP) documents for sub-grantees, ensuring clarity and alignment with project objectives.
- Coordinated the seamless pre-award and post-award processes for sub-grantees, resulting in improved efficiency and compliance.
- Led the evaluation and selection process for grant applications and proposals, ensuring a fair and transparent selection of sub-grantees.
- Organized and facilitated productive evaluation committee meetings for the selection of sub-grantees, enhancing the quality of project partnerships.
- Prepared comprehensive grant agreements for sub-grantees, ensuring legal and operational alignment.
- Served as the primary point of contact with sub-grantees, fostering strong and collaborative relationships.
- Coordinated all communication with project partners and sub-grantees through various channels, nurturing valuable connections.
- Provided vital support to the senior program manager, contributing to the successful management of project objectives, activities, and financial resources within the project budget.
- Effectively monitored project progress towards objectives, managing key milestones and outputs, and contributing to the drafting of informative reports for the donor.
- Organized and executed various events as required, including program steering committee meetings, training sessions, and learning events, enhancing project engagement and knowledge sharing.
Winrock International Nairobi
Awards Officer
07.2015 - 11.2018
Job overview
- Acted as the organization's expert on the contracts and grants we hold to support the ongoing implementation and performance of our contracts and grants, especially with respect to the special terms and conditions of an award, the interpretation of contract language, and regulatory and compliance requirements.
- Provided guidance on the proposal review process and ensured compliance with solicitations and donor regulations.
- Reviewed new award documents prior to signature, ensuring favorable terms for the organization.
- Prepared new award briefs and conducted project start-up meetings with the project team upon receipt of new awards.
- Conducted pre-award reviews and risk assessments of potential sub-recipients and subcontractors, establishing applicable pre-award conditions.
- Collaborated with program staff to develop, analyze, revise, amend, review, and negotiate contract documents, including contracts, grants, cooperative agreements, and sub-awards.
- Led sub-award/subcontract monitoring for the assigned portfolio, including preparing monitoring plans, documenting results, and managing performance, compliance, and budgetary aspects.
- Reviewed all modifications to prime awards and sub-awards before signing, including changes to period of performance, obligation amounts, deliverables, or reporting requirements.
- Developed project specific grants manuals for review and approval by the donor.
- Ensured compliance of sub-award documents (e.g., sub-agreements, subcontracts, in-kind grants, fixed amount awards, simplified grants) with Winrock and donor terms and regulations.
- Reviewed all sub-award closeout documentation, such as release claim forms, checklists, and closeout letters.
- Obtained or assisted to obtain required prior approvals and waivers from donors.
- Identified training needs to promote consistent implementation of award functions across the organization.
- Conducted field office visits to assess grants management, compliance, and the presence of proper systems and filing.
Chemonics International Kenya USAID East Africa Trade Hub (EATH)Nairobi
Grants and Contracts Manager/Coordinator/Assistant
10.2009 - 08.2014
Job overview
- Mitigated business risks by analyzing contracts' potential impacts and avoiding unfavorable terms.
- Tracked contracts for management and issued regular tracking reports covering current status and upcoming milestones.
- Developed effective RFA and RFP documents aligned with program goals.
- Managed application submissions for streamlined evaluations.
- Ensured transparency through comprehensive score sheets and conflict of interest checks.
- Reviewed and evaluated grant/subcontractor applications, aiding project selection.
- Ensured financial compliance by reviewing cost proposals and negotiating with applicants.
- Conducted pre-award reviews, expedited approvals, and managed grant agreements.
- Provided support and training to sub-recipients/subcontractors for compliance.
- Monitored project deadlines, budgets, and expenditures.
- Oversaw grant disbursements and conducted compliance site visits.
- Managed grant close-outs and participated in consultant recruitment.
- Maintained an organized filing system for audit-ready documentation.
Comp-rite, Kenya LimitedNairobi
Administrator
01.2007 - 10.2009
Job overview
- Administered support, writing memorandums, proposals, minute-taking, maintenance, and management of information held by the company as may be required.
- Prepared and assisted in the collection of data for monthly, quarterly, and annual reports as may be required from time to time.
- Devised and maintained office systems and maintained and developed filing systems and operational procedures for the secure retention of information relating to all stakeholders
- Received and organized invoices for approval.
- Scheduled meetings and travel arrangements for senior staff.
- Planned and scheduled meetings for senior management staff.
- Monitored inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
- Monitored costs and expenses to assist in budget preparation.
- Entered and maintained departmental records in company database.
- Addressed employees’ queries regarding office administration issues.
British-American Asset Managers LtdNairobi
Administrative Assistant
10.2005 - 12.2006
Job overview
- Executed record filing system to improve document organization and management.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Answered multi-line phone system, routing calls, delivering messages to staff, and greeting visitors.
- Liaised between clients and vendors and maintained effective lines of communication.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Managed filing system, entered data and completed other clerical tasks.
- Scheduled office meetings and client appointments for staff teams.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Coordinated and scheduled meetings and conference calls to optimize scheduling of senior staff.
Education
Catholic University of Eastern AfricaKenya
Bachelor of Science from Computer Science
07.2001 - 05.2005
University Overview
HumentumKenya
Certificate from USAID Contract Management For NGOs
09.2017 - 09.2017
University Overview
Skills
Capacity Buildingundefined
Timeline
Senior Contracts and Grants Officer
Winrock International
03.2021 - 09.2023
Innovation Fund Coordinator
Colleges And Institutes Canada
07.2019 - 02.2021
Humentum
Certificate from USAID Contract Management For NGOs
09.2017 - 09.2017
Awards Officer
Winrock International
07.2015 - 11.2018
Grants and Contracts Manager/Coordinator/Assistant
Chemonics International Kenya USAID East Africa Trade Hub (EATH)
10.2009 - 08.2014
Administrator
Comp-rite, Kenya Limited
01.2007 - 10.2009
Administrative Assistant
British-American Asset Managers Ltd
10.2005 - 12.2006
Catholic University of Eastern Africa
Bachelor of Science from Computer Science
07.2001 - 05.2005
Trainings
Trainings
- Choosing an award type: acquisition versus assistance
- Pre-Award Assessment Requirements under USAID-funded Subawards
- Subaward Management and Monitoring
- Guidance on Memorandums of Understanding (MOU's)
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