Small Grants Coordinator

IDLO in Mongolia

IDLO has been contributing to enhancing the rule of law and improving the investment climate in Mongolia since 2012. IDLO partners with the Mongolian Government, civil society organizations and members of the international community to strengthen accountability and institutions for peace and justice in line with the 2030 Agenda for Sustainable Development.

IDLO Mongolia programming has focused on building the capacity of the justice sector and legal professionals to implement commercial and criminal law. IDLO has also successfully implemented projects aimed to combat gender-based violence (GBV).

In 2019, IDLO Mongolia was awarded funding from Global Affairs Canada to continue and expand efforts to strengthen the response to GBV by government and civil society. The “Strengthening the Response to Gender-based Violence in Mongolia” project focuses on building the capacity of civil society and government to assist victims, increasing awareness of victim-centered responses, researching access to justice in GBV cases to identify capacity and legal gaps, and supporting legal aid clinics at Ulaanbaatar-based universities through administrative and technical assistance. The project is also providing small grants to civil society organizations in Ulaanbaatar and the aimags to implement projects designed to increase legal awareness and provide direct services to victims.

The position

The Small Grants Coordinator will report directly to the Field Program Manager for the “Strengthening the Response to Gender-based Violence in Mongolia” project and in close coordination with the Field Program Coordinator, the Field Finance and Administration Manager, and Procurement, Finance, and Program Units based at IDLO headquarters. The Small Grants Coordinator will have primary responsibility for overseeing implementation of the small sub-grants’ component of the project and providing capacity development support to sub-grantees. The overall aim of this position is to ensure the sound financial management and successful implementation of the small sub-grants’ component in line with IDLO’s User’s Guide for Working with Implementing Partners.

Specific duties shall include:

1)  Provide administrative support to the sub-grant management activities and ensure process integrity:

• Overseeing and administering the development of full project proposals by potential sub-grantees prior to the award of implementing partner agreements. Development of a full proposal will include project timelines, deliverables, M&E strategy, and corresponding budget.
• §  Supervising and administering the entire project life cycle of each small sub-grant award: pre-award, award, project implementation, and sub-grant closeout.
• §  Maintaining clear financial controls over approved projects to ensure that funds are used for the intended purposes.
• §  Ensuring projects are implemented according to IDLO standards and procedures.
• §  Assist with translations related to the sub-grants (if applicable)

2)   Support the coordination of work and information flow between offices and support functions:

• Support implementation of the business processes related to sub-grant management.
• Initiate the process of obtaining signatures and approvals of documents, drafting and circulating routing slips.
• Maintaining regular communication with sub-grantees and reviewing all grantees' required reports to ensure project implementation is on track to meet propose objectives within the project period.
• Maintain up-to-date files and alert the supervisor of any action needed.
• Coordinate the transmission of draft narrative reports between offices/units.
• Support establishment of tools for efficient technical and financial sub-grant management, monitoring and reporting, in line with IDLO’s and the donor’s requested standards.
• Working closely with relevant staff at IDLO Mongolia and IDLO HQ to ensure all required documentation for initiating financial disbursements is properly completed and submitted in a timely manner.

3)      Provide capacity development support to sub-grantees to ensure effectiveness and sustainability of projects

• Conducting site visits to assess the effectiveness of sub-grantees' project implementation, compared to the approved project proposal. This involves substantial travel by road, including overnight trips as necessary.
• Drafting reports to highlight the impact of small sub-grants on targeted communities and the effectiveness of capacity building efforts.
• Building sub-grantees' capacity to implement the proposed monitoring and evaluation strategy as detailed in the project logical framework. Capacity building may include group training and/or individual mentoring.

4)      Any other duties as assigned by the Field Program Manager.

IDEAL CANDIDATE PROFILE

Education and Work Experience

• Minimum diploma in Business Administration, Procurement, or any other equivalent course.
• At least 3 – 5 years’ experience working with or for a Mongolian civil society organization.
• Experience providing training or capacity building.
• Proven financial management skills
• Proven administration skills.
• Knowledge of project cycle management.
• Strong report writing skills in English and Mongolian.
• Excellent communication and organizational skills.
• Good level of computer literacy.
• Ability to work in a multi-cultural environment.

Languages

• Fluency in Mongolian and English required.

TERMS AND CONDITIONS

The position will require regular travel within Mongolia.

This vacancy is open to Mongolian nationals or to those residents with a valid residency/ working permit of the duty station.

For this locally recruited position, IDLO shall offer the selected candidate a local affiliate contract initially for 12 months, with the possibility of extension, subject to performance and availability of funding.

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome and encourage diverse applications.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.