20 Sep 2019

Grants Management Manager at Danish Refugee Council

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Background

The Danish Refugee Council (DRC) established operations in Tanzania in October 2015 to provide emergency assistance to Burundi refugees who were fleeing violence that ensued following the disputed presidential election in April 2015. From the onset, DRC’s operations in Tanzania have been based in Nduta and Mtendeli refugee camps.

Responsibilities

He/she will be responsible for the effective management of DRC’s Tanzania-Burundi country program grants portfolio in accordance with donor and organizational regulations. Primary responsibilities will include developing a strong understanding of all donor contracts, information management of project documents, leading interim and final reporting processes, supporting program teams in the development of new project proposals, coordinating the opening of new projects and providing general support to the Area Managers and Country Director.

Programme Development and fund raising: 

  • Support and initiate development of new project proposals and concept notes. Develop and update a donor matrix for current and potential donors clarifying their priorities, policies and anticipated calls for proposals. As part of the process, the Grants Management Manager will support the Area Managers and Country Director to build and maintained positive donor relationships.

Donor Contracts

  • Maintain thorough knowledge of all DRC grants contracts for Tanzania and Burundi to ensure understanding of contractual obligations and regulations.
  • This will include reviewing contracts, facilitating grant agreement processes and amendments, liaising with the logistics department to ensure logistics and procurement compliance, developing facts sheets for each new contract signed, and ensuring all contractual milestones are regularly communicated to relevant project staff.
  • The Grants Management Manager will develop and maintain program summary documents which outline DRC and DDG’s ongoing projects, areas of operation, staffing, resources and general achievements.

DRC Dynamics

  • Specific responsibilities will include managing and regularly updating all DRC projects in Dynamics in close cooperation with Regional Office in Nairobi and DRC HQ in Copenhagen. The Grants Management Manager will also maintain and regularly update hard files for all ongoing projects and assist in the coordination and preparation of project documents and files for internal and external audits.
  • The Grants Management Manager will in addition keep donors and stakeholders up-dated through Snapshot disseminations on DRC achievements in Burundi and Tanzania.

Reporting

  • Coordinate with DRC’s project teams and finance department to ensure high quality and timely submission of donor reports. Ensure project teams are reminded of reporting dates, prepare reporting templates and provide guidance notes when necessary, edit and review for quality and clarity, and liaise with sector managers, Regional and HQ technical staff and donors for final submission and necessary revisions.
  • The Grants Management Manager will be responsible for maintaining and sharing, on a monthly basis, an up-to-date Rolling Action Plan of key reporting milestones and due dates.

Proposal Development

  • Support all Managers, Coordinators and Team leaders during the development of project proposals. Furthermore, to develop and update a donor matrix, which maps current and potential donors in regards to their priorities, policies and anticipated calls for proposals. As part of the process, the Grants Management Manager will also support the Area Managers and Country Director to build and maintained positive donor relationships.

Grants Compliance and Openings

  • The Grants Management Manager will assist the Area Managers in organizing grants opening, close -out meetings as well as progress review and monthly /regular grants management meetings. Preparation for grants openings /closure meetings will include compiling all relevant project documentation, developing summaries of project contracts and proposals, liaising with field teams and support functions, and supporting the development of implementation plans which includes representation from each unit (finance, programs, logistics) and ensure proper follow up of issues raised.
  • Monitor and support the use of grants management tools amongst program teams to ensure accurate tracking of implementation, progress and timely alerts to potential challenges/obstacles.
  • Ensure compliance with DRC’s internal grants management requirements, with support from Regional Office and share information from RO and donor focal points regarding donor compliance
  • In development of reports and proposals, ensuring integration of information and recommendations delivered by the previous programs including from minutes of donor’s meetings, evaluation reports, audits

Induction 

  • Participate in new staff inductions by providing relevant project documents, reporting deadline

Information management and communications

  • To ensure copies of all documentation (grant proposals, reports, budget etc.) are made available to share electronically with all managers. Ensure comprehensive grant files are maintained up to date and are available for use.
  • To assist the CD in context analysis and research regarding the current political, socio-economic, security situation in Tanzania and Burundi, as may be needed to inform strategy development or proposal writing. Assist CD to develop external communication tools as relevant for donor visits/meetings.

Training and capacity building

  • To offer training and capacity building of national staff on program reporting and progress monitoring. Keep informed on grants management support tools which can be shared with program managers and teams

 

About you 

To be successful in this role, we expect you to be a positive, mature leader with a proven track record of developing effective initiatives, programmes, and impact.

In this position, you are expected to demonstrate each of DRC’ five core competencies:

• Striving for excellence: You focus on reaching results through the country team both to position DRC and ensure excellence in all deliverables.

• Collaborating: You lead country initiatives and processes by involving relevant parties and encouraging feedback.

• Taking the lead: You take ownership and initiative while aiming for innovation.

• Communicating: You listen to other stakeholders and staff; and you communicate concisely and persuasively.

• Demonstrating integrity: You act in line with DRC’s vision and values.

Moreover, we also expect the following:

Essential qualifications: 

  • 2 to 3 years’ experience working internationally with an INGO in Grants Management
  • Master’s degree in international relations, development, MBA
  • Detail oriented with excellent English language writing and editing skills, and experience in proposal development and report writing. French language skills is an added advantage
  • Experience working with European, US and UN donors,
  • Flexibility and adaptability for working under the pressure of multiple deadlines and competing priorities. Key to this characteristic is the ability to prioritize tasks.
  • Familiarity with key program areas including CCCM, protection, WASH, Livelihoods
  • Strong interpersonal and communication skills for engaging regularly with donors, other humanitarian organizations, and both national and expat staff. Cultural sensitivity is essential.
  • Experience team worker

Desirable:

  • Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principles.
  • Ability to multi-task and cope with competing demands under tight deadlines.
  • Identify priority activities and assignments, adjust priorities as required.
  • Aptitude and openness to change, with an ability to lead change management

Conditions

Availability: 1st November 2019

Duty station: Kibondo -Tanzania; this is a non-family and unaccompanied positon.

 Reporting: Country Director

Supervising: MEAL Officer, MEAL Assistant and Programme Development & Grants officer.

Duration: 1 year, contract possibility of extension, subject to performance and funding.

Contract: Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates available at www.drc.dk under Vacancies graded as Band M.F level 2. For qualified Tanzania staff the terms of employment will be in accordance with DRC terms for National staff in Tanzania

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.

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