The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs. DRC is a humanitarian, non-governmental, non-profit organization which has been operating in Somalia since 1997. DRC has mainly focused on Somalis who are displaced by conflict and natural disaster. DRC programs include Protection, Food Security & Livelihoods, Shelter/NFI and Water & Sanitation.
Overall purpose of the role:
The Grants Management Officer (GMO) role supports all grants administration processes and ensures that information and data from the field is captured, documented, analyzed and reported within a results-based management model and in a timely manner for donors and internal purposes. S/he will support effective management of contracts and grant agreements. This includes developing and embedding best practice to comply with donor rules, supporting proposal development, analysis of institutional income, etc. The GMO is responsible for the management of DRC’s grants module in its Enterprise Resource Planning (ERP) system – Dynamics including its maintenance for optimal performance.
Reporting to the Business Development and Grants Manager (BDGM), this position will work closely with all departments and staff including Program Managers, Specialists, HR, Finance, and Operations on compliance, donor regulations, business development, and reporting.
Responsibilities: (group around key responsibility areas with bullet points under each responsibility area)
- Maintain and regularly update the grants module in DRC’s Dynamics system with proposals, budgets, contracts/agreements, reports, checklists, installments, donor communication and other relevant project documents;
- Creating new grants on DRC Dynamics system for all Somalia projects;
- Apply reports and data analytics from ERP system to improve performance in the country and ensure SMT is updated on a regular basis;
- Take part in portfolio review meetings to discuss the status of implementation of projects, follow ups on expenditures (Budget Variance Analysis), challenges as well as flagging key issues for attention.
- Represent DRC Somalia in Dynamics meetings and workshops with HQ;
- Follow up on key actions from the Grants Review Meetings (GRM) with the relevant teams;
- Ensure quality information management related to grants (including managing the DRC Dynamics for Grants and in-country documentation and trackers);
- Grant management support to implementing partners (sub-grantees) in support of the partners managed by the Partnership Specialist;
- Ensure Grants folder on SharePoint is up to date;
- Establish tools for proper management of grants as required. Ensure existing grants management tools are regularly updated ie. Grants Tracker.
Donor income management
- Prepare fund requests for all the Somalia programme donors we are working with and share with Business Development & Grants Manager for review and submission;
- Follow up with HQ to ensure funds wired by the donors are received in our central accounting system;
- Prepare donor refunds documentation and liaise with finance to wire the funds in a timely manner;
- Update billing rules on dynamics with incomes received from donor;
- Coordinate with the relevant field finance staff to ensure donor invoices and support documentation for specific awards are prepared and submitted within the donor set timelines;
- Track donor income to DRC and work with the relevant offices in HQ to update records.
Grants Management & Reporting
- Support Business Development & Grants Manager and Grants Specialist in grant opening meetings, monthly grant review meetings, and close-out meetings jointly with Program Managers, Specialists, HR and Finance;
- Support with donor reporting processes by coordinating, compiling, editing and providing feedback to ensure the development of high-quality narratives and timely submissions.
- Support in the compilation of relevant inputs for new proposals;
- Support with mapping out new calls for proposals.
Update, streamline, and disseminate grants management tools and resources.
- Support with donor mapping exercise ie. up-to-date information on donor strategies, priorities and funding opportunities and, together with BDG Manager and Grants Specialist.
- Raise any issues of non-compliance and assure compliance with DRC standards and procedures;
- Provide regular updates to the BDG Manager;
- Perform other duties as agreed with the BDG Manager.
Experience, Education and technical competencies: (include years of experience)
• At least 2 years’ relevant experience with an international NGO in reporting and grants management
• Bachelor’s Degree in international relations, project management, business administration, or similar studies relevant to the post
• Experience with regarding to IT/database management including CPMIS
• Proven knowledge of UN resolutions on children in armed conflict and preferably practical knowledge of working with these resolutions.
• Experience working with the major donors including Danida, ECHO, USAID/BHA, DFID(FCDO), EC, UNHCR, UNICEF, OCHA, IOM etc.
• Editorial and basic accounting skills.
• Excellent written and verbal communication skills.
• Excellent narrative-writing ability.
• Superior MS Excel and MS Word skills.
• Ability to prioritize tasks and meet deadlines.
• Task and process-oriented with an excellent sense of priority, logic, and objectivity.
• Organized and capable of handling important tasks simultaneously while responding to unanticipated developments.
• Ability to align financial information with narrative of program progress.
• Ability to research and synthesize complex sets of information.
• Accountable with the ability to effectively manage both the big picture and small details while executing on both.
• Pro-active and able to work independently and who is at the same time a good team-player.
• Commitment to accountable practices.
Fluency in written and spoken Somali & English
In this position, you are expected to demonstrate DRC’ five core competencies:
• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.
Availability: December 2022
Duty station: Mogadishu
Reporting to: Business Development & Grants Manager
Duration: 12 Month with possibility of extension based on performance and funding
Contract: This position is graded as Band H-Non-Management for qualified national staff and the terms of employment will be in accordance with DRC terms for national staff.
The position is open to Nationals ONLY
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are strongly encouraged to apply to bridge the gender gap.
Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.
DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.
Applicants must send a cover letter and an updated CV in English. The cover letter should outline your personal motivation for applying and your key qualifications for the position. We only accept applications sent via our online-application form on
https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=166288&DepartmentId=19011&MediaId=5 under Vacancies. Applications sent by email will not be considered.
Please forward the application and CV, in English not later than 27 November 2022.
If you have questions or are facing problems with the online application process, please visit drc.ngo/job support