Grants Management Specialist

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Description

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• Facilitate and ensure that grants and contracts are well administered, including grants kickoff/opening, review, and close-out meetings in coordination with the CMU and Consortium partners.
• Lead on contract amendments, modification requsts, including cost /no-cost extensions, budget realignments and project revisions, in coordination with the CMU and Consortium partners.
• Coordinate and support regular monitoring of grants, using appropriate grant management and monitoring and evaluation tracking tools, developed in coordination with the CMU MEAL team; monitor progress and actively follow up with Consortium partners.
• Track and follow-up on all installment requests, in close coordination with HQ and Finance counterparts.
• In coordination with the CMU MEAL/IM team, ensure quality information management by maintaining an up-to-date YDR Consortium program filing system on OneDrive/ SharePoint, including careful version control of proposals, grant amendments, top-ups, donor reports, and program documents.
• Ensure quality information management related to grants (including managing the DRC Dynamics for Grants and in-country documentation and trackers), including communicating with partners to support communication and accountability.
• Develop, maintain and share grant processes and procedures for the YDR Consortium, including an information sharing SOP to clarify roles and responsibilities surrounding information sharing and data protection for the Consortium.
• Provide thorough responses to information requests from internal and external sources in relation to the Consortium program.
• Ensure that effective channels of internal and external communications relating to YDR Consortium grants are established and respected
• Provide ad hoc support and guidance to CMU and Consortium partner staff on grants management and business development-related issues.
• Coordinate provision of training in proposal development and reporting for Consortium partner teams.
• Conduct visits to field locations as possible/needed.
• Actively participate in Global Grants Community Meetings to stay up to date with DRC Grants Management Best Practices as well as new regulations and requirements from donors.

• Act as the Grants/Contract Management Donor Compliance Focal Point, ensure understanding of contractual obligations and regulations, and provide expert advisory services on donor and internal compliance requirements.
• Ensure quality control on all contracts before signature, seeking DRC regional office and headquarter advice when required, and facilitate the review and signing of grant and Consortium agreements.
• Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by the Consortium partners.
• Troubleshoot identified gaps for meeting deliverables in the given timeframe and budget, informing relevant partner staff and seeking DRC HQ Program Department advice on potential solutions that would meet donor rules.
• Proactively identify compliance risks throughout the portfolio and advise the CMU and Consortium partners on necessary actions.
• In coordination with the CMU team, provide support to Consortium partners to ensure operational compliance of grants with guidelines and donor regulations in the areas of finance, logistics, procurement, and human resources.
• Provide training on compliance with donors’ regulations and requirements to Consortium partners, as required.

• Lead the coordination, compilation, review and submission of high-quality, timely reports to donors and partners.
• Manage reporting workflows, processes, and deadlines between the Consortium partners to ensure the timely and quality development and review of reports, strictly managing deadlines within and across grants.
• Update and maintain internal reporting workflows and guidelines, and regularly circulate a reporting schedule to Consortium partners.
• Ensure clear and timely communication with Consortium counterparts, as well as DRC regional and HQ grants staff.

• Coordinate proposal development processes, including drafting and producing high quality concept notes and proposals; reviewing budgets; preparing annexes; and quality assurance/compliance checks.
• Collaborate with Consortium partners’ focal points (grants and technical) and MEAL focal points to gather input for proposal development.
• Support the Consortium Manager in maintaining active and regular communication with donors and partners, ensuring timely response to communications and high-quality feedback.
• Assist the Consortium Manager in developing the Consortium fundraising strategy and maintaining up-to-date information on donor priorities and funding opportunities.
• In coordination with the Consortium Manager, DRC regional office and DRC headquarters, regularly review and update the Consortium fundraising strategy, including donor mapping and analysis, and funding tracker; keep abreast of funding trends and donor strategies; support  the Consortium in identifying new funding opportunities through external relations and portals.
• Assist on communication, negotiations and coordination with donors and external stakeholders and prepare pitches to secure funds.
• Participate in external Coordination and fundraising-related meetings as delegated by the Consortium Manager.

• Increase visibility and ensure leadership positioning of the Consortium through developing strategic communication materials, such as Consortium factsheet /capacity statement, impact reports, program briefings, and other relevant communication pieces.
• Serve as a focal point for Consortium communication plan, ensuring high-quality deliverables, drafting original content and providing guidance and support to Consortium partners, including advice on donor communication guidelines and requirements.
• Throughout the grant cycle, lead initiatives to identify, research, and write case studies for internal and external audiences, packaging communication outputs that center on evidence to further illustrate the impact of programming and importance of funding.
• Working closely with the CMU team, support the review of Consortium programmatic products to prepare them for publication and dissemination.

• At least 5 years of experience in grants management, preferably with an international NGO or other donor-funded organization. Working as part of a Consortium arrangement is an asset.
• Proven experience in successfully developing winning proposals.
• Knowledge and experience working with multiple sectors, including but not limited to: CCCM, Shelter, WASH, protection, food security and livelihoods.
• Knowledge of donor rules, regulations and procedures, with practical experience working with US and European donors, EU funding mechanisms, and UN agencies. Experience working with DG ECHO, BHA and OCHA would be an asset. 
• Demonstrated ability to coordinate inputs from various departments / partners and solid experience in the compilation of donor proposals, modification requests and reports.
• Excellent writing and editing skills.
• Detail-oriented with strong coordination and organizational skills.
• Excellent communication and interpersonal skills, including the ability to build relationships with internal and external stakeholders.
• Demonstrated ability to prioritize large workloads, consistently meet deadlines, adapt in a complex and challenging work environment.
• Experience living and working in conflict / post-conflict environment in a multi-cultural setting would be considered an asset.
• Demonstrated ability in thinking creatively and practically to improve the quality of projects.

• University degree (preferably Master’s) in international relations, humanitarian or development studies, business administration, social sciences or other relevant field. Project management certification is an asset.

• Professional fluency in written and spoken English is essential;
• Understanding /knowledge of Arabic is an asset.

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