Job Description
OPEN TO INTERNAL AND EXTERNAL CANDIDATES
Position Title : Grants Manager
Duty Station : Niamey, Niger
Classification : Official, Grade P3
Type of Appointment : Special short term, Six months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : February 11, 2015
Reference Code : SVN2015/13(O)-EXT
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non- governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM has a proactive recruitment policy to increase the representation of nationals of non- represented member states. Qualified applicants from the following countries will be favorably considered:
Algeria, Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Burundi, Cambodia, Cape Verde, Cameroon, Central African Republic, Czech Republic, Comoros, Djibouti, El Salvador, Fiji, Gabon, Gambia, Guyana, Iceland, Israel, Lesotho, Libya, Luxembourg, Madagascar, Maldives, Malta, Marshall Islands, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Papua New Guinea, Paraguay, Republic of Congo, Saint Vincent and the Grenadines, Samoa, Seychelles, Somalia, Suriname, Swaziland, Tanzania, Timor Leste, Togo, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam, Yemen
Applications from qualified female candidates are especially encouraged.
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 principal administrator of Niger Community Cohesion Initiative (NCCI) 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 NCCI and between the programme and IOM Mission, in order to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring. The Grants Manager will also provide technical support and supervise the implementation of the Monitoring and Evaluation Plan for the programme.
NCCI is a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government. The overall objective of NCCI is to improve stability through strengthened government- community relations and economic uplift with an initial focus on the regions of Agadez and Diffa.
Core Functions / Responsibilities:
- Supervise the staff of the Grants Unit and Admin/Finance units of the programme.
- Provide technical support to the Monitoring & Evaluation (M&E) team in the field.
- Provide training on all related aspects of the grants process and database, and ensure the overall integrity of performance within the Grants Unit 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 programme 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.
- Ensure and track the smooth implementation of the Grants Activity Cycle, and share reports about the tracking system to the Programme Manager and the Community Stabilization Unit.
- Track NCCI’s grant procedures including, but not limited to, financial and procurement aspects to ensure appropriate standards of accounting and controls are met.
- Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the programme, IOM Mission and IOM at large as required. Upon request from the Programme Manager, provide to the donor and the IOM Community Stabilization Unit weekly activity notes/grant updates, 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 programme objectives and ensure that programme standards are followed.
- In line with the Grants Activity Cycle, liaise with the donor and NCCI counterparts as needed to revise and update the database.
- Produce reports and run queries on the database in a rapid fashion as requested by the Programme Manager; develop reporting templates and refine existing mechanisms as required to ensure appropriate institutional memory in the area of grants activities and management.
- Monitor and maintain a full inventory of costs for each specific grant in the region; coordinate closely with the finance and procurement teams on grant and programme financial reporting.
- Review payment vouchers prepared by the admin/finance team for the programme, and make sure that all relevant supporting documents are attached to payment vouchers before expenditure are authorized.
- Support the admin/finance team with the overall control of expenditures, with a specific focus on the grants. Make sure that all expenditures made on the programme are properly coded, as per IOM’s accountancy system.
- Support the preparation of programme budgets and pipelines, as required.
- Supervise the regular reconciliation of Grants Database financial tracking with IOM’s financial systems. Oversee and provide technical support to the implementation of the programme’s M&E plan, in particular mechanisms required to carry out the three levels of “rolling analysis” - country, programme and project.
- Develop communication protocols and information-sharing tools, in coordination with programme management, field teams and programme partners, to facilitate improved information sharing between all programme participants and stakeholders. This is to include establishing a system for regular communication on grant implementation with relevant programme units.
- Monitor and review ongoing activities of the programme, including those of project implementing partners (if any) for grants funded by the programme; in coordination with the Programme Manager, facilitate and oversee the exchange of monitoring information with external partners as necessary to maintain appropriate visibility with grant activities.
- 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 or regional objectives.
Required Qualifications and Experience
Education
- Master’s degree in Business Administration, Management or a related field from an accredited academic institution with five years of relevant professional experience; or
- University degree in the above fields with seven years of relevant professional experience.
Experience
- 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 or Monitoring and Evaluation;
- Specific work experience with the United States Agency for International Development (USAID) programs an advantage, preferably with the Office of Transition Initiatives (OTI);
- 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 in graphic design, Power Point or other software to generate sophisticated reporting and general analytical skills;
- Significant reporting and database experience required, preferably with Microsoft Access.
Languages
Fluency in English is required. Working knowledge of French or a local language (Haussa, Djerma) is an advantage.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e- Recruitment system, by February 11, 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.
Posting period:
From 28.01.2015 to 11.02.2015
