Job Description
Context:
Under the overall guidance of the Chief of Mission, and under the direct supervision of the Programme Manager, the successful candidate will be responsible for organizing, tracking and managing all aspects of the grant cycle, ensuring the thorough administration of all grant requirements from nomination, to approval and monitoring. The Grants Manager will oversee all aspects of the donor-provided grant activity database as a means of tracking each grant from start-up through to close out.
The Grants Manager will be the principle administrator of Community Cohesion Initiative (CCI) grant activities, with the overall responsibility of ensuring that grant content and process consistently meet programme objectives, and IOM standards. The successful candidate will strengthen and maintain the necessary administrative structures and inter-departmental processes, both within the programme office and between the programme and IOM Afghanistan, in order to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring. The Grants Manager will be a member of the programme’s Senior Management Team (SMT).
The overall objective of CCI is to support the creation of conditions for stability and development in conflict-prone and other priority areas of Afghanistan. CCI currently operates in the North and West regions of Afghanistan.
Core Functions / Responsibilities:
- Oversee the rapid development, tracking and control of grant ideas and approved grant activities and supervise the staff of the Grants Unit.
- Provide training on all related aspects of the grants process and database, and ensure the overall integrity of performance within the Grants Department and Database team.
- Manage, modify, update and maintain the Activity Database as well as the Unit’s procedures and processes to ensure that all hardcopy and electronic (i.e. Country Room and database “Document Registry”) documents for all grants are complete, filed and in order.
- Be responsible for the overall quality of grants documentation, in English, and for the timely entry of all relevant grant information; serve as a focal point for all changes made to grant records and grant approvals in the Database.
- Develop, enhance and maintain systems of communication and data transfer with CCI counterparts in field offices and maintain appropriate, programme-wide standards of grant integrity, data collection and management, and information flow. Liaise with and provide training to staff, as needed, on how to document the grant life cycle.
- Maintain and update the Grant Matrix, and provide weekly updates of the Grant Matrix and key reporting to the Programme Manager and the Community Stabilization Unit.
- Review the narrative components of all grants and reports closely to ensure that the grant development process and approved grant records successfully convey the goals and strategic objectives of the program.
- Oversee CCI’s grant process including but not limited to financial and procurement aspects to ensure appropriate standards of accounting and controls are met, and programmatic aspects to ensure that grant activities reflect the overall ‘intentionality’ and objectives of the programme.
- Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the programme, IOM Afghanistan and IOM at large as required. Provide to the donor and the IOM Community Stabilization Unit weekly activity notes/grant updates, and undertake a weekly upload of the Database on Country Room, and all other requested grant-related information.
- Ensure Database includes centralized financial tracking of all grants; liaise regularly and actively with financial, administrative, and logistical and procurement units in order to further program objectives and ensure that programme standards are followed.
- Liaise with the donor and programme counterparts as needed to revise and update the database, including submission of grant, budget and grant amendments, if required.
- Produce reports and run queries on the database in a rapid fashion as requested by the Programme Manager and/or Coordinators; develop reporting templates and refine existing mechanisms as required to ensure appropriate institutional memory in the area of grants activities and management.
- Maintain an extensive filing system of documentation related to the individual grants.
- Working in close coordination with the administrative and finance teams of the programme and of IOM Afghanistan, ensure the regular reconciliation of Grants Database financial tracking with IOM financial systems.
- Perform such other duties as may be assigned.
Required Competencies
Behavioural
- Takes responsibility and manages constructive criticism;
- Works effectively with all clients and stakeholders;
- Promotes continuous learning; communicates clearly;
- Takes initiative and drives high levels of performance management;
- Plans work, anticipates risks, and sets goals within area of responsibility;
- Displays mastery of subject matter;
- Contributes to a collegial team environment;
- Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA);
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
- Displays awareness of relevant technological solutions;
- Works with internal and external stakeholders to meet resource needs of IOM.
Technical
- Delivers on set objectives in hardship situations;
- Effectively coordinates actions with other implementing partners;
- Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives.
Required Qualifications and Experience
Education
- Master’s degree in Business Administration, Management or a related field
from an accredited institution with five years of relevant professional experience; or
- University degree in the above fields with seven years of relevant professional experience.
Experience
- Experience with the United States Agency for International Development (USAID) programs required, preferably with the Office of Transition Initiatives (OTI);
- Experience in operational activities in a complex crisis or emergency area;
- Previous experience in community-based and/or small-grants programming desirable, particularly in the areas of infrastructure works, procurement and civil-society strengthening;
- Familiarity with political analysis in complex crisis settings;
- Knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment;
- Experience managing staff from diverse environments and backgrounds;
- Experience in graphic design, Power Point or other software to generate sophisticated reporting;
- Significant reporting and database experience required, preferably with Microsoft Access.
Languages
Fluency in English is required. Working knowledge of local language is an advantage.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by January 19, 2015 at the latest, referring to this advertisement.
For further information, please refer to:
http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html
In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for
applications.
Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.
