POSITION TITLE: Grants Coordinator
COUNTRY PROGRAM: South Sudan
RESPONSIBLE TO: Country Director
STATUS: Full time
SUPERVISORY CAPACITY: None
DATE: May 2015
COUNTRY PROGRAM: South Sudan
RESPONSIBLE TO: Country Director
STATUS: Full time
SUPERVISORY CAPACITY: None
DATE: May 2015
COUNTRY PROGRAM MISSION
The overall objective of the ARC South Sudan program is to
facilitate the successful repatriation and reintegration of Sudanese refugees
and IDPs to their original homes in South Sudan and support vulnerable host
population in the process. To achieve this objective, ARC implements a
multi-sectoral program that includes water and sanitation, primary health care,
HIV/AIDS and gender based violence prevention and response, and activities
geared towards creating economic opportunities for returning populations.
ARC has program activities in Central and Eastern Equatoria, and Northern Bahr
el Ghazal.
PRIMARY PURPOSE OF THE POSITION
The Grants Coordinator is responsible for providing
efficient and effective management of the program’s overall grant portfolio.
S/he is member of the country program core Senior Management Team. S/he is
responsible for ensuring quality grant management, including measuring burn
rate, assessing needs and developing quality grant management capacity of field
teams, ensuring compliance with donor and internal organization requirements,
and overseeing information management related to grant and program
implementation, ensuring on time and quality reporting. S/he is the technical
lead to set standards and indicators for monitoring, evaluation and reporting
on interventions that address the immediate emergency and recovery needs of the
ARC target populations in South Sudan. The Grants Coordinator is the
key donor contact for the country program and coordinates the information about
the donors’ relationships. S/he functions as a key liaison and support point
for the Program and Operations staff and key budget holders and assists the
teams to ensure quality proposal development.
MAJOR AREAS OF ACCOUNTABILITY
PRIMARY DUTIES/RESPONSIBILITIES
Grant Management systems and donor compliance – 40%
- Ensure
full compliance with ARCs minimum operating standards for grant management
and work with implementing partners when required
- Implement
and manage ARC process for grant management, equitable cost recovery,
grants close out and sub-grant management in South Sudan
- Ensure
and monitor appropriate burn rate for all grants. In line with
finance, assist program and operations teams as necessary in developing
proper tools for burn rate management
- Ensure
the grant management database is updated regularly and management is
informed using appropriate monthly reports
- Coordinate
grant management between field-based program staff, Juba, and
headquarters.
- Organize
and lead grant opening, mid-term review and closure meetings and develop,
with support of the Country Director and Finance Controller, a mechanism
to hold Budget Holders accountable for deviations from the grant contracts
- Act
as a central point of organizational expertise on donor compliance
requirements, ensuring that relevant staffs of all departments are
informed of donor requirements; work closely with all departments to
ensure compliance.
- Provide
technical support to assess donor eligibility/allow ability of planned
expenditures and identify related compliance requirements.
- Maintain
a reporting tracking system to ensure that responsible staff are aware of
upcoming deadlines
- Verify
that financial and narrative reports are coherent and adhere to donor and
ARC standards before submission
- Contribute
to ensure strong relationship with donors. Attend donor meetings as
required.
- Contribute
to the country strategic and operational planning and reporting
- compile
grant management monthly and quarterly tools (PIP, Donor mapping and
Funding tracker)
- Work
with Budget Holders (county or project coordinators) and Finance Team to
monitor all grant budgets to ensure compliance with donor requirements;
review budget realignment and grant C/NCE request; and monitor
expenditures to ensure compliance with budgets.
- Maintain
and manage the grant electronic and paper filing and retrieval system to
ensure that it provides easy and immediate access to information on these grants
at country office level.
Grant Proposals (Design and Writing) – 20%
- Relay
funding opportunities to relevant staff in a timely manner
- Lead
along with the SPC, in the proposal development process for all proposals
- Lead
or significantly contribute into the design and implementation of all
program surveys, assessments, and other baseline information generation
processes
- Disseminate
donor and ARC standards and indicators to relevant personnel at the
beginning of the process
- Ensure
that information is provided in a timely fashion and relevant staff are
involved in the proposal development process (schedule)
- Ensure
that a system is in place to analyze overhead and shared program cost so
that all aspects have been taken into account (checklist)
- Verify
that proposals adhere to donor and ARC standards and that narrative is
coherent with budget proposals
- Act
as focal point for the submission and retrieval of final proposal
documents to donors and organization wide
Grant Monitoring & Evaluation – 30%
- Establish
and manage a comprehensive database system that captures, analyzes and
makes available to staff and other authorized persons or groups basic
statistical information on the target communities and South Sudan at large
- In
conjunction with the Head of Program, work with the County Coordinator to
set sector goals, objectives, achievement indicators and logical
frameworks where necessary.
- In
conjunction with the Head of Program and sector heads, develop and
implement a comprehensive and integrated, but simple sustainable program
monitoring system and tools to track/measure program implementation
processes and accomplishments.
- Ensure
programs are periodically evaluated focusing on program implementation
processes and performance towards achievement of stated objectives and
recommend measures to improve program output and cost effectiveness.
- Train
ARC staff and, where necessary, community groups in the use of program
monitoring tools.
- In
conjunction with the Head of Program and sector heads, ensure the
submission of annual sector objectives and activities into operational
plans.
- In
conjunction with the Head of Program, support the Country Director to
develop and periodically review the Country Strategic Plan.
- Conduct
regular visits to field offices and project sites and provide reports to
the Country Director with recommendations to improve operational
excellence and project implementation
- Conduct
internal checks of grants processes and protocols to advise budget holders
on compliance levels in the field bases
- In
conjunction with the Head of Program and County Coordinator produce
progress reports and updates as required by donors, governments, and ARC.
- In
conjunction with the Head of Program and County Coordinator, carry out
program reviews and evaluations as may be required by donors and Head of
Field Mission/Country Director
Other – 10%
- Ensure
budget holders, finance teams, and field staff are provided with the
information and training they require in order to understand donor
guidelines, compliance issues and the ARC grant management procedures.
- Ensure
key donors compliance checklists are available, provide orientation to
budget holders, new staff members and other stakeholders and follow up the
implementation.
- Undertake
other duties as may be assigned by the Country Director
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
- Must
have a minimum of 5 years of experience working with multi-donor,
multi-site grants.
- Must
have experience in a similar position: grant management, project design,
proposal development (program narratives and budgets) in complex emergency
or post-conflict settings, preferably with NGOs.
- High
level skills in teaching, mentoring, capacity building, team development,
around management of accountabilities and compliance in relation to donor
funding and grant management
- Excellent
organizational skills, ability to determine priorities and attention to
detail a must.
- Must
be fluent in English.
- Knowledge
of institutional donors (United Nations, USAID/OFDA, BPRM, DFID, etc.)
regulations, procedures and requirements a plus.
- Ability
to and experience of establishing partnership management and monitoring
protocols with local NGO partners
- Ability
to present, discuss and supervise compliance with grants monitoring
protocols with team members of varying levels
- High-level
computer literacy; Microsoft Word, Excel and Outlook required. Access or
other database software an advantage
KEY BEHAVIORS & ABILITIES
- Proven
ability to coordinate, manage and delegate work appropriately.
- Ability
to work under stress and with tight deadlines.
- Ability
to work in a multicultural context as a respectful team player.
- Willingness
to travel to the field on an ad hoc basis.
