Grants Management Coordinator

Juba

Organization: DRC - Danish Refugee Council
Location: Juba
Grade: Mid level - Mid level
Occupational Groups:
- External Relations, Partnerships and Resource mobilization
- Managerial positions
- Grant writing
Closing Date: Closed

We are looking for a highly qualified, self-motivated National Grants Management Coordinator who is able to manage a large Grants, work with diverse teams of both national and international staff, and equipped with technical skills to develop and strengthen emergency response capacity in a highly complex crisis.

DRC is operational in South Sudan since 2005, working with the overall aim of achieving durable solutions for displaced populations. The Danish Demining Group (DDG) started Humanitarian Mine Action in 2006.

Danish Refugee Council main program objectives (2018-2021) in South Sudan are:
1.   To save lives and alleviate suffering among displaced people and their hosts
2.   To reduce displacement related risks and support and facilitate solutions
3.   To promote peaceful, inclusive and resilient societies and address root causes to displacement

DRC primarily operates across Upper Nile and Unity states, both of which are heavily affected by conflict and experience high numbers of internally displaced populations as well as refugees in need of humanitarian assistance. DRC has operational bases in Maban, Malakal, Kodok and Aburoc in Upper Nile and in Bentiu, Mayom, and Ajuong Thok in Unity state, supported by a country-office in Juba.

Overall purpose of the role:
The National Grants Management Coordinator is responsible for the effective coordination of the assigned Danish Refugee Council (DRC) and Danish Demining Group (DDG) South Sudan grants portfolio in accordance with donor and organizational regulations. Primary responsibilities will include developing a strong understanding of all projects and donor contracts, leading interim and final reporting processes, supporting country office teams in the development of new project proposals, information management of project documents, coordinating the opening, closing projects, and providing support related to fundraising and donor engagement to the Head of Programmes. The position requires a good background/experience in project work, works in close collaboration with finance team, and is mentored by the international grant’s coordinator.

To achieve the objectives of the position, the National Grants Coordinator will perform the following tasks and undertake the following responsibilities:

Fundraising and program development;

Lead in development of fundraising documents (expressions of interest/concept notes/proposals etc) in line with DRC country strategy and donor requirements and in close collaboration with Program/field staff, support services, DRC RO and HQ GMU (Grant Management Unit) and finance;
Liaise with Area Managers, Project Managers and Technical Coordinators to ensure that proposals are relevant and technically sound, and integrate learning from previous interventions (e.g. lessons learnt and best practices) into new proposals;
Identify potential relevant international and/or local partners (private sector partners, national and international NGOs, think tanks, academia, etc.) to be included in proposals;
Analyse the country’s socio-economic situation, donor trends, needs and gaps;
Maintain active and regular communication with donors, ensuring timely response
Regularly update a directory of donors, international and local NGOs, other partners and stakeholders;
Regularly update a country-tailored donor-engagement tracker identifying donor funding priorities and engagement with DRC;
Contribute to the reporting to national and local authorities as required by DRC registration/legal status in country;

Contracting:

Maintain thorough knowledge of DRC/DDG grant contracts to ensure understanding of contractual obligations and regulations at both the Juba and field levels, and function as donor-compliance focal point for the assigned funding portfolio;
Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and DRC HQ GMU and finance;
Read thoroughly all contracts before signature, seeking DRC HQ GMU and finance advice when required and facilitating 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;
When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek DRC HQ Program Department advice on potential solutions that would meet donor rules.
Lead on contract amendments (cost extensions, no-cost extensions) and project revisions in coordination with relevant internal stakeholders.

Grants Management System:

As DRC/DDG focal point for Grants Management System (GMS), keep GMS and internal tracking systems fully updated for projects in the respective portfolio. This will include creating new project cards, milestones, instalments, documents, status, outputs, and beneficiary numbers and correcting discrepancies, in close coordination with counterparts in headquarters.
Regularly update online (share point) and hard copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents and files for internal and external audits;
Provide ad hoc support to programme staff on grants management module in DRC Enterprise Resource Planning (ERP) system.

Reporting:

Lead the coordination with DRC/DDG program, finance and other teams to ensure quality reports reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with DRC Regional Office.
Lialise with M&E to incorporate project data (incl. data on outcome and impact indicators, lessons learnt and best practices) and ensure accuracy in reports;
Liaise with operations teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
Ensure organization of kick-off and close out meetings for each project, present on project-specific donor compliance and reporting, and support in taking meeting minutes and action points for circulation;
Contribute to the monthly update of the Programme Tracker and Rolling Action Plan (RAP) and ensure smooth and regular communication with field teams;
Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams;
Develop and maintain program summary documents which outline DRC/DDG ongoing projects

Coordination and Communication:

Facilitate interdepartmental communication and information sharing related to grants
Keep DRC HQ GMU and finance updated on latest developments, opportunities and challenges so that GMU can best advice on the way forward;
Contribute to DRC external communication strategy by feeding regularly DRC HQ Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for DRC communication tools, including, but not limited to, DRC Newsletter, websites and DRC Annual Report;
Update and design of required communication and visibility tools and publications, their dissemination and availability to DRC teams, as well as the capitalization of media and pictures of the mission.

Capacity building;

Build capacity of staff on proposal development, report writing, case studies and other aspects of grants management process.
Actively contribute to the development of DRC’s programming and technical strategy development in South Sudan.
Conduct regular field visits, for learning and capacity building.

Experience and technical competencies:

5 years or more experience working in the development or humanitarian sectors or comparable experience in program/project roles
3 years’ experience working internationally in the development or humanitarian sector in grants and fundraising positions.
Experience in program development, leading complex and high value proposals and development of ToC, LFA
Experience working in South Sudan and other similar contexts
Ability to engage and coordinate seamlessly with various teams to achieve tasks required
Detail oriented with excellent English language writing and editing skills.
Experience in leading development of high value proposals and excellent donor reports writing skills.
Experience working with European, US and UN donors, ideally including DANIDA, ECHO, OFDA, UNHCR, SDC, DFID/FCDO or other relevant donors
Flexibility and adaptability for working under the pressure of multiple deadlines and competing priorities. Familiarity with relevant programme areas including protection, camp coordination and camp management, food security and livelihoods, shelter/NFI and/or WASH.

Preferred experience

Previous experience working in grants is highly desirable
Previous experience working on gender and is highly desirable

PERSON SPECIFICATION

Qualifications and Experience:

Education: (include certificates, licenses etc.)

A relevant bachelors' degree in international relations, development or related field – or – relevant relatable experience. A relevant master’s degree (desirable)•
Strong communication and writing skills;

Languages: indicate fluency level

• Fluency in written and spoken English language

• Ability and willingness to work in remote and isolated location with ever changing security scenarios.

Moreover, 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.

We offer

Duration: 1 year renewable contract subject to Performance and Funding.

Start Date: ASAP

Duty Station: Juba – South Sudan

Reporting: This position reports to DRC Head of Programme

Direct Reports: None

Commitments: 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.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly 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, colour, race, marital status or other protected characteristics.

How to apply

Please send a covering letter outlining how your skills and experience meets the Person Specification along with your CV, academic documents and National ID Card to Human Resources Department through

ssd-jobs@drc.ngo copying sarina.hiribae@drc.ngo

Submit your hard copy application to the Human Resource Department to the attention of HR Manager DRC-DDG Office located along Addis Ababa Road, Juba South Sudan opposite NPA Mine Action Main Office.If you hand deliver your application ensure the title of the position/vacancy number MUST be clearly mark in the application and on envelop and if you apply through email, the title of the position/vacancy number, MUST be indicate in the subject line.

OR
Send a cover letter (max 1 page) and an updated CV (max 3 pages) in English. The cover letter should outline your personal motivation for applying and your key qualifications for the position. Please click on this link on the apply button below

Closing date for applications: 24th May 2021 and please note this position is being filled on an urgent basis and applications will be reviewed on a rolling basis and Only short-listed candidates will be contacted. If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport

This vacancy is now closed.
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