Grants Management Consultant

Terms of Reference

Company: Equalise.it
Title: Consultant / Senior Consultant

Location: Remote
Start Date: January 2025

About Us

Equalise.it (EI) emerged from the enduring legacy of partnerships cultivated by International Conflict and Security Consulting Ltd. (INCAS), the leading and oldest consultancy focused on social impact, peace, and security in transition, fragile, and conflict-affected regions. With a vast network spanning over 20 countries, including national consultancies and NGOs, INCAS has consistently been at the forefront of addressing some of the world's most pressing issues.

EI, a new specialized service provider within the INCAS group, offers comprehensive business development solutions for organizations in the humanitarian, development, and peacebuilding sectors. Our mission is to drive growth for private and public-sector clients through program design, fundraising support, and tailored business development and grant management advisory services.

Equalise.it is seeking to build a roster of qualified experts to provide expert advisory services to its partners and clients in the following areas:

• Proposal Writing 

• Grant Management 

• Graphic Design

Position Summary

The Grants Management Consultant at Equalise.it (EI) will provide comprehensive support throughout the grant lifecycle, from initiation to closeout, ensuring that clients comply with donor requirements and maximize project impact. Working closely with clients and EI’s leadership team, the consultant will oversee grant operations, facilitate project monitoring, and ensure smooth financial and performance reporting. They will also assist in sustainability planning, helping clients build on grant-funded achievements for future funding.

Major Duties and Responsibilities

Grant Setup and Alignment:

• Conduct contract reviews for newly secured grants, identifying compliance requirements, risk areas, and key deliverables.

• Facilitate grant kick-off meetings to align all stakeholders on roles, reporting timelines, and donor expectations.

• Develop and document grant management plans that outline processes, timelines, and compliance requirements.

Project Monitoring and Compliance:

• Track project milestones, deliverables, and compliance obligations, conducting regular check-ins with project teams to ensure progress.

• Support clients in maintaining financial records and tracking expenses against grant budgets (budget-vs-actuals) to ensure funds are used effectively and within restrictions.

• Coordinate data collection and performance tracking to monitor project impact against pre-set indicators.

Financial and Progress Reporting:

• Prepare interim and final financial and narrative reports, ensuring accuracy, alignment with donor templates, and timely submission.

• Work closely with client finance teams to reconcile expenses and manage any variances in budgets, addressing discrepancies proactively with clients and donors.

• Work with clients to ensure proper documentation and maintenance of records for audits and compliance reviews.

Grant Closeout and Audit Preparation:

• Guide clients through grant closeout procedures, including final reporting, documentation archiving, and post-project audits.

• Conduct a closeout meeting to review lessons learned, capture achievements, and document best practices.

• Prepare and assist in audits by ensuring all necessary records, contracts, and financial data are organized and compliant with donor standards.

Sustainability and Future Planning:

• Assist clients in developing sustainability plans to extend the impact of grant-funded projects and position them for future funding.

• Conduct end-of-grant assessments to identify success stories, innovative practices, and outcomes that can be leveraged in future proposals.

• Provide tailored advice on re-engaging with donors and preparing for follow-on funding opportunities.

Training and Capacity Building:

• Deliver training to client teams on effective grants management practices, compliance protocols, and financial oversight.

• Develop customized tools and templates to aid clients in independently managing grants and enhancing internal processes.

Minimum Qualifications and Skills

Essential:

• Bachelor’s degree in finance, project management, international development, or a related field.

• Minimum of 5 years of experience in grants management, particularly in the humanitarian, development, or peacebuilding sectors.

• Demonstrated experience in financial management, budgeting, and preparing financial and narrative reports for grants.

• Strong knowledge of donor compliance requirements, especially for major funders like EU, UN agencies, USAID etc.

• Excellent organizational skills with attention to detail and the ability to manage multiple grants and deadlines.

• Proficiency in Microsoft Office (Excel, Word), Google Suite, and familiarity with grants management software.

Desirable:

• Master’s degree in a relevant field or equivalent professional certifications (e.g., PMP, GPC).

• Experience with large-scale grants, including those over EUR 1 million, and complex, multi-partner projects.

• Previous experience in training or capacity-building roles, ideally with a focus on grants management or compliance.

• Knowledge of monitoring and evaluation (M&E) principles and experience in designing project performance frameworks.

• Significant technical understanding of audit, compliance, financial management and

• other technical processes related to due diligence.

• A strong understanding of, and commitment to, the work of local civil society in the HDP Nexus, localisation principles and priorities.

• Fluency in English is required, and additional proficiency in French, Spanish, or Arabic is an asset.

• Ability to travel as needed for grant setup, monitoring, or training activities.

Working Conditions & Requirements

• Consultants will be engaged on an 'as-needed' basis to complete specific tasks for Equalise.it clients within defined timeframes and deliverables.

• Engagement will be remote, expected to begin in January 2025, with consultants working 8 days a month on average.

• Consultants will be profiled on the Equalise.it website and materials, enhancing their professional visibility as part of our expert team. 

• Compensation will be based on education and experience.

How to Apply

Interested candidates should submit their application via email to info@equalise.it by December 21, 2024. Applications will be reviewed on a rolling basis. Selected candidates will be contacted to schedule an interview.

Application Requirements:

• Cover Letter: A brief cover letter detailing your interest in and suitability for the role. Please include your thematic and geographic areas of expertise, desired daily rate, working location, and start date availability.

• Curriculum Vitae (CV): A current CV highlighting relevant experience and qualifications.

• References/Samples: References and/or samples of relevant work to demonstrate your expertise.