The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing general 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.- 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

📌 Fellowship Manager (Barcelona)
🏢 Barcelona Institute for Global Health (ISGlobal)
📍 Barcelona