Job Purpose:
Under the responsibility of the Grants Manager, the Grants Officer contributes within the Programme/country where she/he is based by ensuring timely donor reporting (financial and narrative), coordination and information sharing with field staff in order to get the information on time and support to proposal writing.
Responsibilities:
Responsibility 1: Grants management
Responsibility 1.1: Coordinate the project reporting phases
- In liaison w/ all relevant departments, lead / contribute to the writing, review, and submission of high-quality narrative reports, ensuring they accurately reflect project progress and status in a transparent, timely, and professional manner.
- Under the supervision and management of the Grants Manager, address donor comments and feedback on proposals and reports promptly, coordinating with relevant departments to ensure resolution and compliance.
- Conduct field monitoring visits to ensure compliance with donor requirements, assessing the progress of grant-funded activities, and identifying challenges or opportunities for improvement, and communicate findings and recommendations to the Grants Manager and the Business Development Officer.
Responsibility 1.2: Donor compliance
- Support the Grants Manager in guiding and informing program and finance teams on donor-specific guidelines and best practices.
- In support of the Grants Manager, raise and handle contractual issues and link with headquarters / partners
- Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned
- Under the Grants manager management, contribute to the management of any dispute with donor on the grants, mobilize HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO, etc.)
Responsibility 1.3 Development of CE, NCE, and MR (Cost Extensions, Non-Cost Extensions, and Modification Requests)
Under the supervision and management of the Grants Manager and Field Business Development Specialist, support in the following tasks:
- Cost Extensions (CE): Preparation and submission of financial and narrative justifications for additional funding required to complete project activities, ensuring compliance with donor guidelines.
- Non-Cost Extensions (NCE): Drafting and processing requests for additional time to complete project activities without requiring additional funding, ensuring timely submission and donor approval.
- Modification Requests (MR): Coordinating the development of requests for budget reallocations, activity adjustments, or project scope changes, ensuring alignment with donor policies and internal procedures.
Responsibility 1.4: Inter departmental collaboration
- Contribute to the interactions / communications w/ the project partners, in liaison w/ the operations department.
- Contribute to / lead inter departmental meetings such as kick offs, inter service meetings and close out meetings to ensure that grant-related aspects are effectively integrated into organizational planning, decision-making, and operational alignment, and that ongoing grants-related issues and upcoming priorities are highlighted.
Responsibility 2: Financial Reporting and Budget Management
Responsibility 2.1: Expenditure Monitoring
- Collect and organize financial data from project teams for review by the Grants Manager.
- Assist in checking that expenditures align with approved budgets by flagging discrepancies for the Grants Manager.
Responsibility 2.2: Compliance and Risk Monitoring
- Track financial records and consumption rates using predefined templates or tools provided by the Grants Manager.
- Highlight any unusual spending patterns or data inconsistencies for further analysis.
- Help prepare draft documents for budget adjustments or donor communications, as directed.
Responsibility 2.3: Financial Tracking Tools
- Update and maintain financial tracking tools with current data provided by the Finance or Project teams.
- Distribute updated budget tools to relevant staff as instructed by the Grants Manager.
Responsibility 2.4: Financial Reporting
- Gather required financial documents and data for donor reporting.
- Assist in organizing data into donor-specific formats under the Grants Manager’s supervision.
- Double-check data entries for accuracy before submission to the Grants Manager.
Responsibility 2.5: Financial Audits and Documentation
- File and archive financial documents, ensuring all necessary records are easily accessible for audits.
- Assist in assembling documentation required for donor or internal audits.
- Respond to routine audit inquiries by locating and providing requested information.
Responsibility 3: CRM Management
- Overseeing the conversion of approved proposals into formal contracts, ensuring compliance with donor requirements.
- Updating the status of contracts in the CRM system, providing detailed information on submission stages, report approvals, and overall progress.
- Managing and generating contractual amendments and import signed documents into the system.
- Tracking and managing reporting deadlines through the contract management system's action functionalities.
