POSITION TITLE: Grants Manager COUNTRY PROGRAM: South Sudan
RESPONSIBLE TO: Senior Program Coordinator STATUS (Full time, Part time, Temporary): Full time
SUPERVISORY CAPACITY: None
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION
The overall objective of the ARC South Sudan program is to facilitate the successful repatriation and reintegration of Sudanese refugees and IDPs to communities in Southern Sudan. To achieve this objective, ARC implements a multi-sectoral program that includes water and sanitation, primary health care, HIV/AIDS and gender based violence prevention and response, and activities geared towards creating economic opportunities for returning populations. ARC has program activities in Central and Eastern Equatoria, Upper Nile State, and Northern and Western Bahr el Ghazal and Warrap.
PRIMARY PURPOSE OF THE POSITION
The Grants Manager is responsible for providing efficient and effective management of the program’s overall grant portfolio. S/he is member of the country program core Senior Management Team. S/he is responsible for ensuring quality grant management, assessing needs and developing quality grant management capacity of field teams, ensuring compliance with donor and internal organization requirements, and overseeing information management related to grant and program implementation, including working with the Monitoring & Evaluation Officer to ensure on time and quality reporting. The Grants Manager is the key donor contact for the country program and coordinates the information about the donors’ relationships. S/he functions as a key liaison and support point for the Program and Operations staff and key budget holders and assists the teams to ensure quality proposal development.
PRIMARY DUTIES/RESPONSIBILITIES
Grant Management systems and donor compliance: • Ensure full compliance with ARC’s minimum operating standards for grant management and work with implementing partners when required • Implement and manage ARC process for grant management, equitable cost recovery, grants close out and sub-grant management in South Sudan • Ensure the grant management database is updated • Monitor and compile grant management monthly and quarterly tools (Program Implementation Plans, Donor mapping and Funding tracker) • Coordinate grant management between field based program staff, Juba, and headquarters. • Work with Budget Holders and Finance Team to monitor all grant budgets to ensure compliance with donor requirements; review budget realignment and grant Cost /No Cost Extension requests; and also monitor expenditures to ensure compliance with budgets.
• Organize and lead grant opening, mid-term review and closure meetings and develop, with support of the Senior Program Coordinator and Finance Controller, a mechanism to hold Budget Holders accountable for deviations from the grant contracts • Act as a central point of organizational expertise on donor compliance requirements, ensuring that relevant staffs of all departments are informed of donor requirements; work closely with all departments to ensure compliance. Provide technical support to assess donor eligibility/allow ability of planned expenditures and identify related compliance requirements. • Maintain and manage the grant filing and retrieval system to ensure that it provides easy and immediate access to information on these grants at country office level. • Maintain a reporting tracking system to ensure that responsible staff are aware of upcoming deadlines • Verify that financial and narrative reports are coherent and adhere to donor and ARC standards before submission • Undertake other tasks as requested by the Senior Program Coordinator. • Contribute to ensure strong relationship with donors. Attend donor meetings as required. • Contribute to the country strategic and operational planning and reporting
Grant Proposals (Design and Writing) • Relay funding opportunities to relevant staff in a timely manner • Lead, along with the Senior Program Coordinator and Monitoring & Evaluation Officer, in the proposal development process for all proposals • Disseminate donor and ARC standards to relevant personnel at the beginning of the process • Ensure that information is provided in a timely fashion and relevant staff are involved in the proposal development process • Ensure that a system is in place to analyze overhead and shared program cost so that all aspects have been taken into account (checklist) • Verify that proposals adhere to donor and ARC standards and that narrative is cohesive with budget
Training • Ensure budget holders, finance team, and field staff is provided with the information and training they require in order to understand donor guidelines, compliance issues and the ARC grant management procedures. • Conduct regular visits to field offices and project sites • Conduct internal audits of grants processes and protocols to advise budget holders on compliance levels in the field bases • Ensure key donors compliance checklists are available, provide orientation to budget holders and follow up the implementation.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
• Must have a minimum of 3 years of experience working with multi-donor, multi-site grants. • Must have experience in a similar position: grant management, project design, proposal development (program narratives and budgets) in complex emergency or post-conflict settings, preferably with NGOs. • High level skills in teaching, mentoring, capacity building, team development, around management of accountabilities and compliance in relation to donor funding and grant management • Excellent organizational skills, ability to determine priorities and attention to detail a must. • Knowledge of institutional donors (United Nations, USAID/OFDA, BPRM, DFID, etc.) regulations, procedures and requirements a plus. • Ability to and experience of establishing partnership management and monitoring protocols with local NGO partners • Ability to present, discuss and supervise compliance with grants monitoring protocols with team members of varying levels • High-level computer literacy; Microsoft Word, Excel and Outlook required. Access or other database software an advantage • Must be fluent in English.
KEY BEHAVIORS & ABILITIES . • Proven ability to coordinate, manage and delegate work appropriately. • Ability to work under stress and with tight deadlines. • Ability to work in a multicultural context as a respectful team player. • Willingness to travel to the field on an ad hoc basis.
Visit our Careers page at http://www.arcrelief.org.
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