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.
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
- 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 Grants & Business Development 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 Grants & Business Development 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 Grants & Business Development Manager Manager and Grants Specialist.
- Raise any issues of non-compliance and assure compliance with DRC standards and procedures;
- Provide regular updates to the Grants & Business Development Manager Manager;
- Perform Other Duties As Agreed With The Grants & Business Development Manager Manager.
In this position, you are expected to demonstrate DRC’s 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: You act in line with our vision and values.
Qualifications and Experience
- Master’s degree in international relations, project management, business administration, or similar studies relevant to the post .
- Experience working in donor projects especially on grants management and reporting mechanisms.
- Experience in income management and finance.
- At least 2 years’ relevant experience with an international NGO in reporting and grants management.
- Experience working with the major donors including Danida, ECHO, USAID/BHA, DFID(FCDO), EC, UNHCR, UNICEF, OCHA, IOM etc.
- Fluent in written and spoken English.
- 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.
Contract: 12 Months with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for National Staff in Somalia or Kenya ; Employment band Non-Management H1
Availability: 1st February 2023
Duty station: This position is based in Mogadishu for Somalia National or Nairobi for Kenyan Nationals
Reporting Line: Grants & Business Development Manager
Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.
Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process
Application and CV
Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.
DRC only accepts applications sent via our online-application form on www.drc.ngo under Vacancies.
Please submit your application and CV in English no later than 15th January 2023