Khartoum | Sudan
POSITION TITLE: Grants Manager
COUNTRY PROGRAM: Sudan
RESPONSIBLE TO: Country Program Manager
STATUS: Full time (one-year contract)
SUPERVISORY CAPACITY: None
DATE: January 20, 2016
COUNTRY PROGRAM MISSION
The American Refugee Committee (ARC) Sudan Program started in 2004 in response to the emergency needs of some 500,000 conflict-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. The program has grown to include more areas such as Alsalam and Bilel localities in South Darfur and El Ferdous, Alsalaya, Adilla and El Daein localities in East Darfur. The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.
In conjunction with the Head Office in Khartoum, the field offices in Nyala, El Daein and Adilla support the delivery of primary health care and preventive and curative nutrition interventions in 25 health facilities which include Kalma camp, Gereida camp and El Neem camp. Water and sanitation services, including the construction/rehabilitation of water yards, household and institutional latrines and hygiene promotion activities, are delivered in over 70 conflict-affected communities. The sectors covered includes Health, nutrition, WASH, Emergency Response, Peace Building, Food Security and Livelihood components to assist resettling IDPs and host populations with seeds, tools and extension services to grow their own food.
With an annual budget of between $9-15m, the Sudan Program has 10 expatriates and over 600 national staff some of who are seconded from the line Ministries of the Sudan government.
PRIMARY PURPOSE OF THE POSITION
The role of the Grants Manager (GM) is to provide direct support to field staff, and coordinate grants management activities between staff in field offices, Khartoum and headquarters, to enable effective management of grants. Serving as the primary liaison for finance and program staff, the Grants Manager will be responsible for assisting in the management of awarded grants, ensuring compliance with donor regulations and requirements, and adherence to ARC’s policies.
The GM will provide support to the program staff in financial analysis, planning/budgeting and project development. S/he will be responsible for establishing grants management processes and controls to ensure compliance with budgetary best practices and donor regulations. The GM will track, monitor and analyze program expenses, grants burn rates, progress against allocations and timeframes, and will provide timely, high quality internal and major donor reports. Other key responsibilities include monitoring of sub-grantee awards and the management of the grant close-out process. The incumbent will serve as the key liaison with donors on grant related issues including requests for no cost extensions, contract modifications, budget realignments, compliance, etc.
This position is in response for the need to enhance ARC Sudan’s capacity in grants management. The post-holder will be expected to mentor and/or capacity build to existing country program staff.
MAJOR AREAS OF ACCOUNTABILITY
Planning & Budgeting 20%
· Manage processes around organizational prioritization of initiatives and allocation of resources.
· Develop and manage innovative, meaningful, and timely analysis and models for budgeting, forecasting, planning, and modeling tools.
· Create/maintain budget forms and instructions for use in preparation of annual budget.
· Deliver training to managers on financial management and planning.
· Compile budgets and prepare management budget reports.
· Evaluate forecasts and provide management with recommendations and impacts on those recommendations should they be implemented.
Grants Management 3**0%**
· Disseminate donor and ARC standards to relevant personnel in a timely fashion, including approved proposal (narrative, log frame, M&E and evaluation plan, budget) and grant agreement, to facilitate shared understanding of donor contract and compliance requirements among program team, operations and other budget holders.
· Develop and maintain a system of a database of grantees to track fund-flows, reporting requirements, audits, contract deliverables and budget revisions.
· Initiate and lead grants start-up workshops, providing guidelines and tools, as well as any required training, (e.g. donor requirements, budget analysis & management).
· Compile and analyze grant portfolio data using such approaches and tools as: Budget versus Actual spending reports (BvAs), Detailed Implementation Plans (DIPs); Grants Spending Projections (GSPs); HR Plans; Procurement Plans; Donor Compliance Checklist; Donor Codes, Cost Recovery, etc.
· Work with budget holders (country or project coordinators) and finance team to monitor and enable budget holders' utilization of ARC processes and tools to ensure achievement of targeted burn rates for all grants.
· Facilitate monthly meetings to discuss grants burn rates, BvAs, GSPs, program performance, review budget realignment and grant C/NCE request, as needed.
· Facilitate close-out meetings for expiring grants.
· Provide technical support to assess donor eligibility/allow ability of planned expenditures and identify related compliance requirements.
· Manage contractual aspects of sub-grant/sub-contract relations with partners in Sudan program.
· Liaise with donors to address compliance issues, for approval request and processing of grant and contract modifications, changes in scope of work, budget realignment, no-cost extensions, and grants closure.
· Conduct internal audits of grants processes and protocols, through occasional field visits, to review grants management and advise project/budget holders on compliance levels.
· Design and manage calendar of reports due and individual timelines for each major donor grant.
· Coordinate with Finance and budget holders to obtain drafts of finance and narrative reports.
· Review draft major donor reports for content and format and facilitate review by technical advisors.
· Draft presentations and document grants management workshop outputs, meeting decisions, and lessons learned.
· Develop curriculum and deliver training to build the capacity of field staff on quality report writing.
· Develop and maintain healthy, strong relationship with donors.
· Represent ARC Sudan at national level donor and inter-agency coordination meetings and working groups.
· Maintain ARC Sudan master list of stakeholder contact information and update regularly.
Strategy Development 15%
· Contribute to the development of ARC Sudan Country Strategy. This includes participating in strategic program reviews, evaluations, conducting research on industry and donor trends.
· Participate in cross-departmental sharing, coordination meetings to develop operational plans, discuss and address issues related to grants and program implementation.
· Support the CPM in proposal development process, by providing research and gathering historical project technical and financial information.
· In conjunction with the FD and CPM, review proposal budgets for correct use of budget templates, full financial coverage of proposed activities, and appropriate levels of core field and headquarter costs.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
· Bachelor’s in Social Studies, Public Health, Business Administration or any other related field.
· Minimum 4 years’ experience working in international humanitarian assistance programs.
· Demonstrated experience in administration of complex grants and contracts, in compliance with all requirements and regulations.
· Experience in basic accounting.
· Analytical and detail oriented.
· Experience leading the preparation of proposals (narrative and budget) and reports for donors, including OFDA, DFID and CHF, and understanding of CAP and Appeal processes.
· Ability to maintain awareness of and analyze trends and influences.
· Excellent English writing skills including professional reports and grant proposals.
· Willingness to assume personal responsibility for all outcomes; produce and make effective and timely decisions in a fast-paced environment.
· Must be able to relate to, and represent ARC Sudan to major program partners, in a highly professional manner.
· Capacity building experience in project design, implementation, reporting, evaluation.
· Computer knowledge including Word, Excel, Outlook and Power Point.
· Demonstrated communications and inter-personal skills.
· Cultural sensitivity, flexibility and adaptability to work, and able to live with multi-national staff.
· Ability to manage multiple priorities with minimal supervision, and meet deadlines.
· Previous experience living and working in Sudan preferred.
- Organization: ARC - American Refugee commitee
- Location: Khartoum | Sudan
- Grade: Mid level
- Management, Administration and Finance
- Cash-Based Interventions
- Closing Date: 2016-02-05