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Grants Management Officer

Colombo (Sri Lanka)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Colombo (Sri Lanka)
  • Grade: LICA-9, Local Individual Contractors Agreement - Junior level
  • Occupational Groups:
    • External Relations, Partnerships and Resource mobilization
    • Grant writing
  • Closing Date: 2021-09-26

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Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


Background Information - Job-specific

UNOPS is an operational arm of the United Nations helping a wide range of partners in delivering peace, security, humanitarian and development projects across the world. 

UNOPS Sri Lanka implements tailored socio-economic development projects that benefit vulnerable people and supports the Government national capacities. UNOPS has been working across Sri Lanka managing education, public health, roads, water and sanitation, fisheries, agriculture and solid waste infrastructure projects. UNOPS also provides expertise in procurement, fund management and human resources management services. 

As part of its programme implementation and advisory capacity, UNOPS will work closely with members of the Government of Sri Lanka and its representatives,  the United Nations in Sri Lanka, the donor and diplomatic missions covering Sri Lanka and the Sri Lankan civil society to deliver agreed sets of projects and activities.

The Grants Management Officer will be responsible for the grant management related activities in the framework of gender and peacebuilding programme.

The Grants Management Officer will be responsible for the execution of tasks related to the grants awarded by UNOPS. He/She will work closely with the Programme Manager, Programme Support Officers, Monitoring and Evaluation Officer, Programme Associate. He/She will also work closely with the partner grantees. 

The incumbent will be responsible for abiding with UNOPS security policies, administrative instructions, processes and procedures. Under the supervision of the Programme Manager and in close coordination with other UNOPS team  members, the grant management officer will ensure compliance with all activities as per UNOPS agreed policies, processes and standards. 

He/She will have a high sense of integrity, confidentiality and the ability to engage sensibly with all partners and grantees. This position is based in Colombo with travel to field locations to work with partners.

Functional Responsibilities

Summary of functions:

  1. Grant Management 

  2. Capacity Assessment and Capacity Building

  3. Documentation

Grant management  

  • Assist the Programme Manager in establishing the Grant Management Unit as per UNOPS Global Grant Management Policies and Procedures

  • Coordinate the formulation and customization of grant management procedures and activities 

  • Coordinate Launching Call for Proposals for Grants and the anchor the evaluation thereof, in line with UNOPS policies and procedures;

  • Prepare grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations;

  • Review grant budgets, and financial reports against approved budgets, to provide critical feedback to the implementing partners, programme unit, and supervisor;

  • Monitor budgets in grant proposals and verify their consistency with prevailing market rate; assist in discussion/negotiation of costs/fees as required;

  • Verify reporting requirements are adhered to and liaise closely with the Program and M&E teams and the supervisor on any delays or other difficulties;

  • Review payment requests and ensure payments are processed based upon the grant agreement. agreed payment schedules, and fund availability;

  • Support the Finance Officer in budgeting and forecasting of grant related expenditures; ensure variances are communicated at an early stage;

  • Communicate with and provide support to implementing partners on grant-related and financial matters, in collaboration with the Program unit and the Finance team

  • Resolve minor operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;

  • Coordinate the process of operational and financial closure of grants and projects;

  • Contributing to the coordination and follow up on the audits of Implementing Partners;

  • Highlight risks and delays to the supervisor and team as appropriate

  • Ensure that reporting requirements are adhered to and liaise closely with the partners, grantees and UNOPS Programme team to ensure coherence with project monitoring and evaluation framework;

  • Work closely with the UNOPS Finance Team on changes in the grants values, and update on payment schedules for cash flow planning; 

  • In consultation with the Programme Manager, communicate with and provide support to implementing partners on grant-related and financial matters in collaboration with partners and donors.

Capacity assessment and Capacity building 

  • Assist in financial and operational capacity assessments of the potential grantees, and follow-up actions identified in the assessment reports;

  • Provide day-to-day help and guidance to the grantees and coordinate with the programme technical teams  to ensure Grantee understanding of, and compliance UNOPS Grant guidelines, terms and conditions of the grant agreement, and UNOPS requirements;

  • Actively compile lessons learned and best practices, and share knowledge and best practices within UNOPS and and with Grantees, on financial and organizational management;

  • Contribute to the overall knowledge sharing and collaboration within the Grants and Contracts team.

Documentation: 

  • Ensure that all records are collected and maintained, both hard copies and electronic copies for easy reference and retrieval

  • Monitor information related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants;

  • Develop and maintain a database and dashboard of all grant related information and documentation of all the UNOPS implementing partners 

  • Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status; 

  • Maintain a database/archive of all grant related information and documentation of all the implementing partners

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education
  • Advanced University degree – (Master’s degree or equivalent) in development studies, humanitarian assistance, , economics, social science project management, finance or an equivalent degree in related fields is required.

  • Bachelor degree in related discipline in combination with additional 2 years of relevant work experience may be accepted in lieu of an advanced university degree.

Experience

  • Minimum of 2 years of experience (or more depending on academic credentials) in Civil Society Organizations, NGOs in Sri Lanka is required.

  • Minimum 1 year  experience working on grant management with NGO, INGO, or Civil Society in Sri Lanka.

  • Knowledge of contractual and accounting principles and modalities is required.

  • Good knowledge of the development and humanitarian sector/working with UN, Donors, NGOs in Sri Lanka is an advantage.

  • Additional experience of project support functions (finance, human resources, procurement & logistics) is an advantage.

  • Demonstrated ability to conduct financial and budget analysis is strongly desirable.

  • Experience conducting due diligence exercise or capacity assessments for CSO/NGOs/POs or similar organisations is an asset.

  • Experience in Grants Monitoring and Evaluation for NGOs/CSOs/POs is an asset.

  • Strong computer skills, knowledge of Gsuite and Excel.


Language
  • Full working knowledge of English is required. 
  • Full working knowledge of Sinhala/Tamil is an advantage.

Contract type, level and duration

Contract type: Individual Contractor Agreement Contract level: Local ICA Specialist
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • The  position is open to Sri Lankan nationals only.
  • Qualified female candidates are strongly encouraged to apply.
  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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