Partnership and Grants Management Coordinator – SRF

Expériences / Formation

Duties and Responsibilities

Responsibilities: 

a. Partners’ Grant Application Process:

• Develop and manage grant application processes, including guidelines, grants templates, timelines, and evaluation criteria related to internal and external compliance and risks management.

• Ensure verification all partners’ applications are submitted on time and meet the specific requirements of the call for proposals/Expression of Interests.

• Coordinate the administration of pre-award due diligence and vetting processes with all SRF partners

• Conduct the due diligence process and evaluation of partners capacity related to internal and external compliance and risks management.

• Lead the administrative preparation of necessary Grants and Partnership Grant Agreements and any Amendments thereto.

• Lead briefing meetings of selected partners on questions related to SRF Operations Manuals and overall compliance requirements.

• Support the partnership capacity assessment process

b. Grant Management development 

• Lead the development and the roll out of the Grant Management System and related process.

• Take lead on updating the SRF Operations Manual on Grants Management on regular basis (as needed) under supervision and subject to final endorsement by Head of Finance and Operation and Fund Director

• Ensuring compliance crosscheck with grant conditions and the SRF Operations Manual in communication with partners

• Support the updating of SRF risk register and dashboard for high and very high residual risks and any risks moving upwards in this category.

c. Daily partnerships, grants management and administrative technical support  

• Ensure appropriate upload/backup of all grants related documents on SP and/or within the developed GMS system
• Coordinate with grant recipients to monitor progress and ensure funds are used according to grant conditions and the SRF Operations Manual.
• Coordinate Fund management team to schedule and help organize Grant-Program-Partner Review meetings.

• Follow up on the implementation of action points agreed upon during these meetings and documented during report review and feedback process.

• In close coordination with the relevant SRF Fund manager at country level, maintain detailed records of all grants, including applications, approvals, denials, reports, feedback letters and other related documents.

• Update grants information, incl. uploading of relevant documentation in Dynamics and SRF Grant Management System.

• Support the management of instalments by ensuring payment requests are submitted in a timely manner matching the instalment schedule in Dynamics, and supporting follow-up on unallocated or unsettled instalments.

• Raise grants and contract management risks to the Head of Finance and Operations and Fund Director and provide inputs in the case handling.

• Coordinate narrative and finance reporting review and feedback processes to SRF partners.

• Review partners procurement plan, risk register, capacity building plans and staffing plans for each project and flag up discrepancies to the Fund Manager and Head of Finance & Operations.

• Lead the coordination of submission of financial and narrative reports on the progress of grant-funded projects and overall fund management to ensure high-quality, well-written, and timely reports.

• Reaching out to donor representatives when needed and maintaining professional communication.

• Lead Modifications Request process and ensure compliance regarding (no-)cost extensions, amendments, top ups, reallocations requested by SRF grantees.

• Capacity Building: Ensure training is made available for partner staff on grants management-related issues, including grant report writing and donor compliance issues, as needed.

• Facilitate interdepartmental communication involved in overseeing grant projects as needed.

• Document and ensure adequate filling of notes for files and derogation (incl. e-CT forms).

• Ensure communication & advocacy products are compliant with donors’ and SRF requirements.

When manageable, the Grants Management Coordinator may be asked to carry out other duties requested by the Head of Finance and Operations or the SRF Fund Director.

4. Required Qualifications

Languages:

• English – full fluency, oral and written

• French – full fluency, oral and written

Mandatory: 

• Minimum 5 years of relevant work experience on Grants management related position with a NGO/iNGO or within donor structures

• Experience working with large institutional donors, such as FCDO, EU, ECHO, USAID, BHA, UNHCR, and other UN agencies

• Knowledge of donor rules and regulations

• Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment

• Ability to work effectively and efficiently both independently and in teams

Desirable:

• Previous experience working in a DRC mission

• Previous experience working with Dynamics or a different robust ERP system such as SAP, Oracle, etc.

• Basic knowledge of Power Apps or experience with Internal grants systems development

• Previous experience working with local partners

• Previous experience in Sahel region

Education:  

• University degree in political science, international development, economics, business administration or other relevant field

• Any professional certificate in the overall scope of grants or partnership cooperations demonstrating interest in the area would be an advantage

5. Required Skills & Qualities 

Core Competencies of DRC:

Striving for excellence

Collaboration

Taking the lead

Communication

Demonstrating Integrity

• Ability to work in a multinational and multicultural environment
• Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration

• Excellent communication skills, as well as patience and politeness, are required

• Multi-tasking and Organizational skills are necessary

• Adaptable and Flexible
• Proven analytical and critical thinking skills
• Exemplary sense of ethics in the workplace

• Team-oriented & good sense of humor

6. General Regulations 

• The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework

• Employee should not engage in any other paid activity during the DRC contract period without prior authorization

• Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period

• Employee should not give interviews to the media or publish project-related photos or other material without prior authorization

• Employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request

Salaire

Position Title	Partnership and Grants Management Coordinator – SRF
Technical supervisor	SRF Head of Finance and Operations
Line manager	SRF Head of Finance and Operations
Duty station	Dakar, Senegal
Area of Operation	Burkina Faso, Mali, Niger, Chad
Employment Period	12 months
Type of Contract	Expat or national
Salary & Benefits	Non-Management F + Benefits depending on type of contract

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7. Application Process 

All applicants must send a cover letter and an updated CV (no longer than four pages) on DRC website. Both must be in English.

DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability.

DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.

However, all applicants shall take into consideration that DRC cannot offer an international work contract to a citizen of the country of assignment (in this specific case, Senegal).

Applications close on the 21th of  october 2024 at 11:59pm  (GMT-time). Applications submitted after this date will not be considered.

Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above deadline.

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