Grants Officer

Position Title: Grant Officer

Duty Station: Erbil

Deadline: March 18, 2024

JOB PURPOSE:

The Grants Officer will be a critical member of the Program Team, reporting directly to the Snr Finance Manager. The Grants Officer works across all program areas, including collaborating with finance and IT to ensure effective and efficient grant making processes. The Grant Officer provides quality and proper stewardship of grants by managing the financial resources of the organization and S/he coordinates the administrative and financial aspects of grants.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist the Snr Finance Officer in developing, managing, delivering and promoting the foundation’s grants programme.
• Participates in sharing and planning meetings to discuss and address issues related to Grants and programme implementation.
• Assists in the provision of technical and logistical support in the grants review and partner selection process to ensure it is in compliance with the various policies, financial guidelines and budget requirements of HAI.
• Works closely with program managers to strategize and operationalize the grants streams supportive of the Foundation’s four outcome areas.
• Contributes to the development of the Grants’ monitoring and evaluation framework and assists in its implementation including baseline data gathering, monitoring and evaluation strategies and systems to effectively project results.
• Conducts frequent field visits in accordance with the monitoring and evaluation plan and in coordination with programme team officers.
• Facilitates regular communication with grantees, maintains cooperative partnerships between the HAI and the grantees and other possible stakeholders.
• Assists in the development of and maintains the system of a database of grantees, including a tracking system that provides frequent updates on cash/fund-flows, reporting requirements, audits, contract deliverables and budget revisions.
• Participates in the annual work planning and budgeting process for the Grants programme.
• Assists the Snr. Finance Manager in the preparation and writing of progress and annual reports, annual workplans, status reports and other documents that may be requested by them.
• Receive all financial supporting document on timely basis; quarterly and or monthly, review the grantees paperwork according to the reported expenditures, record, perform the reconciliation of their advances and file the required and necessary paperwork accordingly.
• Assist the Snr. Finance Manager during production of grant management reports.
• Work with the other Finance members to take minutes of any Grants Committee meetings and distribute accordingly.
• Works with the Snr. Finance Manager in respect of the contracting needs of Grants consultants or other third party/service providers. Ensures the complete process is undertaken from drawing up Terms of Reference to contract completion and shared logging.
• Facilitates the approval of the grantees’ payment, revising and finalizing their financial reports through direct follow-up with the grantees finance team and HAI finance and program staff.
• Conduct building capacity training to the grantees, maintaining HAI and deferent donor’s financial system. In coordination with HAI M&E Specialist, assess the financial capacity of partners and provide training and coaching to increase the capacity in financial management.
• Issue bank letters, cheques to grantees and release payment to them after reconciliation of the pending advances accordingly.
• Conducting financial control over the grantees and coaching during course of business.
• Maintain and monitor the payment tracker master-sheet.
• Perform any other related duties as assigned by the line manager.

COMMUNICATION & MONITOR AND EVALUATION

• Represents HAI with NGO partners, on behalf and at the direction of the DFA.
• Ensures monitoring and evaluation activities and financial reports meet HAI’s standards and are completed on schedule.
• Provides technical assistance to project implementation team with the financial aspects of the program monthly, quarterly, and annual project reports.

FINANCIAL MANAGEMENT AND GRANT OVERSIGHT

• Responsible for assisting project implementation team in carrying out activities in accordance with project or activity budgets.
• Provides advice regarding best practices for financial administration of project work to project implementation team.
• Works with the DFA and accountants to monitor budget and revise budgets, as needs

RELATIONSHIPS:

• Provides support and interacts with project partners in the federal Iraq and the Kurdistan Region of Iraq
• Communicates, as directed by the DFA with HAI Headquarter support staff.

• Financial management experience, particularly with International NGOs.
• Data management experience, familiarity with data systems and business processes.
• Financial or business analysis skills.
• Exceptional communication skills at all levels.
• Natural curiosity for problem solving.
• Proficiency in Microsoft Office Suite, especially with Excel.
• Experience with complex database systems, experience with QuickBooks and or comparable grants management software.
• Ability to multitask and work independently and collaboratively to meet weekly, monthly, and quarterly deadlines.
• BSc/BA in Business Administration or Finance relevant field.
• Strong interpersonal skills to work effectively with partners, government officials, local NGOs, media, and staff.
• Demonstrated success in financial management and program monitoring.
• A track record that demonstrates energy and creativity, and the ability to successfully prioritize, handling cash and managing competing priorities.
• Ability to handle high levels of pressure and critical decision-making.
• Energetic, highly motivated, with an enquiring mind and passion for excellence and innovation in pursuit of financial growth and success.

LANGUAGE:  

Kurdish fluency with advanced skills in English reading, writing and speaking required, knowledge of Arabic a plus.

PERSONAL COMPETENCIES:

Collaborative spirit and ability to work independently as well as in a team; commitment to knowledge sharing and teamwork; positive attitude and ability to see through challenges to find solutions; and strong interpersonal skills and an ability to clearly communicate, including complex concepts into layperson language.

Please send a cover letter (1 page maximum) explaining your interest and how your experience meets the qualifications required and a CV, to 

https://heartlandalliance.bamboohr.com/careers/1068

Only shortlisted candidates will be contacted. If you do not hear back from us within 2 weeks, please consider your application unsuccessful.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Human Resources and Administration Office at (312) 660-1431.