Grants Management Coordinator

Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world.

DRC has been providing humanitarian aid in the DR Congo since 2009. Starting out in Province Orientale, DRC has gradually extended its activities in North Kivu and Ituri provinces. The country office is based in Goma.

Overall purpose of the role:

The Grants Management Coordinator is responsible for overseeing the grants management of DR Congo portfolio in accordance with donor and DRC regulations. This includes ensuring effective proposal development, donor compliance, timely reporting, and overall accountability to donors. The position reports to the Head of Programme and collaborates closely with Support Services Managers, Technical Coordinators, and the Senior Management Team on all grants-related matters, compliance, and partnerships. This role is a non-accompanied position.

Responsibilities (non exhaustive):

Daily Grants Management and Administration 

• Ensure high-quality contract management in close cooperation with SMT, anticipate and identify potential risks, and implement mitigation strategies; communicate with donors and prepare modification requests and other contractual documentation as required;
• Coordinate and facilitate meetings for grant kickoff/opening, review and closing, including monitoring progress against timelines and action points and actively participate in the KPI meetings hosted among CO, RO and HQ;
• Monitor and update that DRC's Grants Management Card on Dynamics and internal documentation systems (SharePoint) are fully updated and ensure high-quality of Project-Grant data and work with HQ focal points and the Grants Management Specialist to address any issues;
• Review and update the grants tracker and ensure regular communication with DRC regional offices, headquarters, and field teams when required in line with the Workstreams;
• Facilitate the coordination and communication between DRC and its partners in terms of grants management, contract compliance and quality assurance. And ensure it is in line with DRC Implementing Partners SoPs;
• Participate in new staff inductions by providing an overview of grants functions, active grants and relevant project documents;
• Provide ad hoc support and guidance to programme staff on grants management and business development-related issues;
• Address ad hoc requests from donors in liaison with SMT and program and support service teams;
• Conduct visits to field locations as possible/needed. 

Compliance Monitoring and Quality Assurance

• Act as the Grants/Contract Management Donor Compliance Focal Point in the CO, ensure understanding of contractual obligations and regulations, and seek support from HQ GMS for any questions;
• Provide advice on DRC Grants Management Volume and Donor Compliance matters in collaboration with the HQ GMS to HoP, HoSS and CO and raise any grants and contract management risks to the relevant SMT or RO member for further action;
• Quality control on all contracts before signature, seeking DRC RO and HQ GMU and finance advice when required and facilitating the signing of grant agreements; 
• Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, M&E and Operations team; 
• Troubleshooting identified gaps for meeting deliverables in the given timeframe and budget, informing relevant staff in the country and seeking DRC HQ Program Department advice on potential solutions that would meet donor rules; 
• Lead on contract amendments, including cost /no-cost extensions and project revisions, in coordination with relevant internal stakeholders;
• Actively participate in Global Grants Community Meetings to stay up-to-date with DRC Grants Management Best Practices as well as new regulations and requirements from donors.

Reporting and New Business Development

• Coordinate provision of trainings in proposal development and reporting for grants and program teams, including relevant field staff;
• Work with the Regional New Business Development and the HoP to update the donor mapping and funding tracker, keeping abreast of funding trends and donor strategies, paying special attention to diversifying the funding portfolio and the CO fundraising strategies;
• Support HoP in maintaining active and regular communication with donors, ensuring timely response to communications and coordinating with relevant country team members on high-quality feedback;
• Participate in external Coordination and fundraising-related meetings as delegated by HoP;
• Support the HoP in the Go No Go meetings for new grants and lead the proposal planning meeting;
• Collaborate with program technical coordinators, area managers, support services and implementing partners to gather their inputs for proposal development. Edit and compile the final draft of the proposal and annexes, and ensure that they meet the required quality standards before submitting them to the Head of Programmes for review;
• In collaboration with MEAL team, ensure that Project proposal development and donor reporting are informed by reliable organizational data and learning;
• Ensure involvement of DRC RO or HQ in Quality Assurance of reports or proposals when needed, particularly for strategic grants;
• Assist on communication, negotiations and coordination with donors and external stakeholders.
• Promote Diversity, Equity & Inclusion and display respect, care and interest in all employees:

About you

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.

Experience and Technical comptencies

• Excellent communication and interpersonal skills, including the ability to build relationships with internal and external stakeholders;
• Experience of 3 - 5 years  in grants management, preferably with an international NGO or other donor-funded organization;
• Bachelor’s degree in related field required;
• Knowledge and experience working with multiple sectors including protection, livelihoods, education and multisectoral emergency responses;
• Proficiency in Microsoft Office and other relevant software, including Word, Excel and PowerPoint;
• Excellent writing and presentation skills;
• Proven experience in donors’ relations and grants management (institutional and private donors, humanitarian and development);
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision;
• Excellent interpersonal skills & demonstrated ability to establish effective working relations between programs & support;
• Fluency in French and English (speaking, writing, reading) is required.

What we offer

Contract: 1 Year Contract with the possibility of extension, subject to funding and performance.

Salary:  in accordance with the Danish Refugee Council’s Terms of Employment Non-Management Band/ G.

Availability:       1st May 2024.

Duty station:    Goma, DR Congo

Reporting Line: Head of Programme

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.

DRC strives to attract, motivate and retain qualified national staff within its programs.

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 JOB/Vacancies

Please submit your application and CV in English or French  no later than 09th April  2024 .