Grants Management Coordinator

Background

 DRC has been 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.

The main programme objectives (2018-2020) are:

• To save lives and alleviate suffering among displaced people and their hosts
• To reduce displacement related risks and support and facilitate solutions
• To promote peaceful, inclusive and resilient societies and address root causes to displacement

DRC operates across Upper Nile and Unity States, both of which are heavily affected by conflict and have high numbers of IDPs and refugees in need of humanitarian assistance. DRC has operational bases in Maban, Bentiu, Malakal, Aburoc, Leer and Ajuntoc supported by a country-office in Juba.

Overall purpose of the role: 

 The Grants Management Coordinator is responsible for the effective management of Danish Refugee Council (DRC) and Danish Demining Group (DDG) South Sudan county 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 Head of Programmes and Country Director.

Responsibilities: 

1. Context Analysis

• Analyze the country’s humanitarian and socio-economic situation, trends, needs and gaps
• Regularly conduct stakeholder analysis, in particular who does what and where (3W)
• Alert the Head of Programme and the Country Director of gaps and emerging needs in order to trigger assessments in a timely manner

2.Strategy development

• With the Head of Programme and the Country Director, contribute to the development of a Country Programme Strategy in alignment with DRC global/regional strategy
• Assist the HoP and CD in identifying strategic opportunities to strengthen or develop DRC’s work in the country
• Identify potential relevant international and/or local partners (private sector partners, national and international NGOs, think tanks, academia, etc.) to be included in proposals;  

3.Fundraising: 

• Lead in development of fundraising documents (be it Expression of Interests/ Concept Notes/ Proposals) in line with DRC country strategy and donor requirements and in close collaboration with DRC 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;
• Liaise with M&E to contribute to the ToRs of assessments to be conducted for proposal development and to request their input in the logframe development (esp. formulation of SMART indicators);  
• Involve Operations teams in the development of fundraising documents, particularly finance for the budget and logistics in case of specific donor procurement rules;  
• Regularly update a country-tailored donor-engagement tracker identifying donor funding priorities and engagement with DRC;

4. Contracting:  

• Maintain thorough knowledge of all DRC 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 a determined split of the 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.

5.Grants Management System:  

• Ensure the Grant Management System (GMS) is timely and fully updated, with the support of the Grants Management officer and Reporting Officer. This include creating new project cards, milestones, instalments, documents, status, outputs, and beneficiary numbers and correcting discrepancies, in close coordination with counterparts in headquarters.  
• Support the Officers in maintaining and regularly updating hard 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.

6.Reporting:

• Coordinate the writing of quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with DRC HQ GMU and finance, which will contribute ultimately to steady cash inflow;  
• Work in close relation with M&E to incorporate project data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from M&E;  
• 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 DRC HQ and field teams;
• Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams; 
• Contribute to the reporting to national and local authorities as required by DRC registration/legal status in country;  

7. Coordination and External Communication:

• Maintain active and regular working relationships with donors; other NGOs, UN agencies, clusters, working groups, consortia and academia;  
• In the absence of Technical Coordinators, represent DRC in key clusters and working group meetings.  
• Facilitate interdepartmental communication and information sharing;
• 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;  
• Ensure the continuum of PR activities, including formal presentations, engaging media for coverage on success stories, updating project-specific and regional fact sheets, and documenting publications featuring DRC in the media;
• Oversee the update and design of in country 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;
• Follow, contribute to, draft and disseminate position papers, statements, reports and releases on DRC engagements and humanitarian advocacy, in line with DRC in country and global strategy as well as positioning, in close collaboration with the country director as well as HQ communication and programme departments.
• Ensure the update and design of in country 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.

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 Regional team both to position DRC and ensure excellence in all deliverable.  
• Collaborating: You lead regional 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 NGO in Grants Management.
• Postgraduate diploma in International Development and (or) relevant Master’s level degree (anthropology, development studies, humanitarian aid, sociology)
• Excellent English language writing and editing skills, and experience in proposal development and report writing.
• Experience working with European, US and UN donors, including DANIDA, ECHO, DFID, OFDA, EC, BPRM, RRF, UNHCR and CHF.
• 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, GBV, shelter/NFI and FSL.
• Strong interpersonal and communication skills for engaging regularly with donors, other humanitarian organizations, and both national and expat staff. Cultural sensitivity is essential.
• Autonomous, able to work effectively under minimal supervision. 
• Previous experience working in South Sudan or a similar context is preferred. 
• Good team player – able to work and live in an international environment  

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 September 2019

 Duty station: Juba with frequent travel to the field; this is a non-family and unaccompanied positon.

 Reporting: Head of Programmes 

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 NM-G1.

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.

 Applications 

All applicants must 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. Apply online on our page Current Vacancies at www.drc.ngo. Applications sent by email will not be considered. 

Closing date for applications: 31st July 2019

If you have questions or are facing problems with the online application process, please visit  drc.ngo/jobsupport