Programme Support Specialist (Grants Management and Reporting) [PSSGMR]

WHO ARE WE?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home. The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced. All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

ABOUT THE JOB

Overall purpose of the role: The Programme Support Specialist (Grants Management and Reporting) [PSSGMR] is a key member of the Programme Support Unit (PSU) and assumes responsibility over the efficient management and maintenance of grants related information, documentation, reporting, and processes across DRC Afghanistan. Grants management responsibilities include advising on donor regulations and compliance, reviewing and negotiating contractual terms, managing deadlines within and across grants, managing instalments and cash flows, inputting and controlling of grants data in DRC’s Global Grants Management System (Dynamics), and preparedness for audits. The PSSGMR facilitates DRC grants management processes in terms of information management and administration tasks, including maintaining and circulating various trackers and grants management tools. The PSSGMR provides documentation to DRC’s Risk and Compliance Unit for the registration of new or amended projects and plays a leading role in coordinating and facilitating monthly grant opening, review, and close-out meetings with programme and support departments. The role ensures the effective delivery and functioning of the grant relevant elements of DRC Dynamics and requires significant liaison with counterparts in DRC Area Offices, Country Office, Regional Office (RO), and HQ in Copenhagen.

Under the reporting function, the PSSGMR leads the compilation and review of bi-annual government reports (in Dari) in close coordination with DRC’s Risk and Compliance Unit. Alongside the Programme Support Specialist (Business Development), the PSSGMR is responsible for the coordination, compilation, and review of donor narrative reports (in English). This includes staying on top of external reporting deadlines; triggering and coordinating programme and MEAL inputs; and compiling, reviewing, and finalizing narrative reports through to donor submission.

In addition to the main roles and responsibilities outlined above, the PSSGMR will support proposal development processes and other grants-related tasks upon delegation by the Programme Support Manager (PSM).

Responsibilities:

1. Grants Management

• Facilitate the grants management process in terms of administration (reminders of deadlines; coordination of reports; submission of proposals and reports via online portals; coordination of comments/revisions)
• Ensure that DRC Dynamics is continually updated (reporting, instalments, start date, end date, total budget, and uploading of documents)
• Provide ad hoc trainings on the grant platform of Dynamics to relevant staff
• Promote quality information management by maintaining an up-to-date PSU filing system on OneDrive/ SharePoint, including careful version control of proposals, grant amendments, top-ups, donor reports, etc.
• Ensure hard copies are stored appropriately according to DRC’s documentation policy
• Implement the DRC Dynamics systems through the maintenance of an internal grants log, reporting schedule, grants review schedule, and proposal pipeline, to be circulated on a monthly basis
• Support the PSM for compliance checks in Donor Grant Agreements (compliance with codes, donor visibility requirements, etc.).
• Liaise with the Country Director for timely signature of grant agreements and other documents
• Prepare internal guidance on donor compliance to be presented in grant opening meetings
• Coordinate inputs and preparations for monthly grant opening, review, and close-out meetings
• Ensure clear and timely communication with DRC counterparts, including regional and HQ grants colleagues

2. Reporting

• Take responsibility for donor reporting deadlines, in terms of setting internal deadlines, providing clear guidance to relevant colleagues, and following-up on inputs
• Support the Risk and Compliance department in compiling and reviewing semi-annual government reports for the Ministry of Economy (MoE) and Ministry of Refugee and Repatriation (MoRR)
• Lead the coordination, compilation, and review of donor narrative reports, including submission via online portals
• Ensure clear and timely communication with DRC counterparts, including regional and HQ grants colleagues
• Other tasks delegated by the PSM, as required

ABOUT YOU

To be successful in this role you must have:

Key Deliverables:

• Up to date Dynamics Grants Management Database and country-level filing systems
• Maintenance of Grant Management tools, such as relevant trackers
• Effective coordination and documentation of regular grant meetings
• Timely and quality submission of Bi-Annual Government Reports and donor narrative reports

Key stakeholders:

• Internal: Area Program Manager, Shelter and Infrastructure Technical Coordinator, Shelter and Infrastructure Specialist, Emergency Technical Coordinator, Emergency Specialist, Economic Recovery Technical Coordinator and Specialist, Emergency Team Leader, Economic Recovery Team Leader and Manager, Engineers/Emergency Officers, MEAL Manager, Team Leader, and Specialists. 
• External: regional and national ESNFI cluster focal points and partners 

Experience and technical competencies: 

• At least 6 years professional work experience in business development, reporting, or grants management in an NGO
• Experience with information manangement, grant management, government registration/reporting, and donor reporting

Experience with portfolio management and inter-departmental coordination.

Education/qualifications:

• University degree in organizational development, international relations, business administration, education, humanitarian affairs, public and social policy or related field(s)

Languages:

• Advanced skills in written and spoken English
• Advanced skills in written and spoken Dari
• Pashto is desirable

Other skills:

• Ability to work in a deadline driven environment and undertake a proactive approach
• Detailed-oriented with strong organisational skills

We Offer:

• Salary and conditions will be in accordance with DRC salary scale

Application process:

Interested? Then apply for this position, all applicants must send a letter of motivation and DRC Job Application form, you can access our job application form from the below link.

DRC Job Application form link: https://www.acbar.org/Document/8060869251.docx 

Note: Please attach the completed application form instead of CV along with your letter of motivation to the official DRC Job portal address mentioned in the job vacancy, Only DRC Job application form will be considering, please do not attached your CVs.

Females are highly encouraged to apply.