Grants Specialist At Danish Refugee Council

Job Title: Grants Specialist

Supervised by: Head of Programme

Responding to: Head of Programme

Based in: Bangui with field trips

Geographic coverage: Central African Republic (CAR)

Period considered: 12 months (potentially renewable)

Contract type: International or national employment contract

Salaries and benefits: Non Management G level 2, unaccompanied position if international

Introduction

1. Background

DRC has been present in West Africa since 1998. DRC’s regional office for West Africa, North Africa and Latin America is based in Dakar, Senegal and covers twelve countries outside Senegal. DRC opened in CAR in 2013 and currently includes a coordination office in Bangui, a zone office in the North West covering Batangafo, Paoua and Bocaranga. DRC CAR implements several projects in its operational areas with strong protection components (including protection monitoring, GBV, social cohesion, child protection, civil documentation, psychosocial support, community-based protection), food security, economic recovery, Shelter/NFI and Wash with a protection mainstreaming approach. DRC CAR also develops partnerships with several local civil society organizations for project implementation and capacity building. We are looking for an experienced humanitarian professional with excellent grant knowledge to manage the DRC grant cycle in CAR.

2. Job objective

Based in Bangui, DRC country office in CAR, the Grants Specialist will support the development and quality review of project proposals, project modifications and donor reports produced by the mission and the facilitation of project performance monitoring meetings. He/she provides program and support teams with advice on compliance with DRC deadlines and internal rules and donor rules and will support them in improving project cycle monitoring. He/she will also contribute to the creation of communication products and help organize internal and external events for the program. The Grants Specialist will work with the program department and will interact with support services, country offices, the regional office and headquarters.

3. Responsibilities

The responsibilities listed are not exhaustive and could be readjusted according to operational needs identified at the time as long as they remain consistent with the general responsibilities of the position.

Under the direction of the Head of Programs (HoP), and in collaboration with all sector coordinators/specialists and members of the program teams, the Grants Specialist will have the following activities and tasks:

• Ensure the timely review and/or development and submission of concept notes, project proposals, and amendments, in coordination with program teams and in accordance with priorities defined with the HoP.
• Support the identification of project opportunities and monitor and analyze donor strategies.
• Monitor the project cycle and initiate related meetings with stakeholders
• Ensure regular monitoring of donor commitments, submit payment requests and update the Grant portal
• Ensure that all Project files are archived
• Contribute to the development and/or revision of programmatic or contractual reports according to the priorities and needs of the program team.
• Support the HoP and sector teams to ensure that the contractual elements of the projects (in particular implementation rates, reporting deadlines, etc.) are respected.
• Maintain a broad and in-depth understanding of donor policies, regulations and procedures and establish this knowledge among programs and operational team members.
• Work with project managers, technical coordinators/specialists and monitoring & evaluation staff to improve project monitoring: organize key events (meetings) in the project management cycle and contribute to the harmonization and systematic use of project monitoring tools.
• Support project managers in contractual monitoring of partners, in compliance with DRC internal requirements and lessor requirements.
• Act as a communications focal point to highlight DRC RCA successes inside and outside the CAR.

Suggestions:

• Support the Country Director and Program Manager in actively pursuing funding opportunities at the national level, in conjunction with the DRC regional office and headquarters.
• Coordinate the development of proposals for new projects by working with program staff and ensuring appropriate review at the regional and headquarters levels.
• Develop and monitor retrospective planning for the development of project proposals.
• Liaise with Copenhagen and Dakar offices to ensure proposals meet internal standards and comply with donor requirements.
• Organize and participate in all internal meetings to frame the project intervention strategy prior to the development of new proposals.

Reports :

• Quality control all narrative reports before submitting them to the lessor.
• Ensure that reports (narrative, financial and logistical) are submitted on time to donors; that narrative reports are consistent and accurate (monthly, quarterly, interim or final reports).
• Provide final review for all English narrative reports.
• Verify and monitor all partner reports within the consortium frameworks managed by DRC.

Compliance with donor rules:

• Review donor agreements/contracts and coordinate their validation with other DRC departments.
• Ensure that grants are implemented in accordance with DRC procedures and donor requirements.
• Support and train teams on lessor requirements.
• Maintain and update Grant Protals (On Dynamics) all grant files (electronic copies) related to donor proposals and reports, in conjunction with the Grants Officer in the Finance department.
• Ensure, in conjunction with the Finance Department Grants Officer, that administrative procedures and processes related to partnerships and sub-agreements are systematically implemented throughout the programme, including vetting, grant agreements, disbursements and reporting.

Project management cycle and partner monitoring:

• Organize grant opening and closing meetings, as well as monthly/quarterly/annual grant monitoring meetings, which include representation from each unit (finance, programs, logistics) as well as partners where applicable, and ensure appropriate follow-up of issues raised and action points decided.
• In conjunction with sector coordinators/specialists, the regional office and headquarters, assist in the harmonization (toolbox) and systematic use of project management tools such as the monthly activity report, the BFU (budget monitoring), the project indicator monitoring table, the databases (BDD), contributing to the successful implementation of programs and early warning in the event of obstacles or challenges for decision-making.
• In collaboration with the finance department’s grants officer, support project managers in the contractual monitoring of partners, in compliance with DRC’s internal requirements and donor requirements.
• Support in conducting monthly Project Management meetings

Internal and external communication:

• Share with all DRC staff all documentation (grant proposals, reports, budget, etc.) related to their specific programs.
• Act as Grant communication focal point for DRC RCA. In relation to the Program Manager (HOP) and with the support of the Communication and Partnership Specialist, be able to provide informative and varied articles concerning the current political and socio-economic situation in the country.
• Participate in donor meetings or other relevant meetings as requested by HOP.
• Under the coordination of the Communication and Partnership Specialist, draft and/or revise communication products based on information provided by the teams, in accordance with the priorities defined with the SMT and the communication guidelines of DRC and donors.

4. Required qualifications

Essential skills

• A Master’s degree in international development/development studies, international relations, economics, political science/public affairs, business administration or management, or other relevant field is required;
• At least 3 years of experience in grant management and proposal/development;
• Excellent communication, interpersonal and influencing skills, with a well-developed ability to motivate and persuade at high levels;
• Have a strong autonomy in work
• Strong writing and editing skills with keen attention to detail;
• Good knowledge of the main donors (USAID/BHA, ECHO, EU, etc.)
• Perfect command of the French language;
• Proficiency (written and spoken) in the English language;
• Excellent computer skills (MS Office, Internet) and advanced proficiency in Excel are required;
• Ability to work in a team in a multicultural and cosmopolitan environment;
• Proactivity, with a cooperative and collaborative approach;
• Good organizational skills are required;
• Ability to manage multiple and competing priorities, meet demanding deadlines and work under pressure in volatile security environments
• Flexibility to adapt to changing requirements

Desired skills

• Previous experience with DRC would be an asset

5. Skills and qualities required

In this role, you must demonstrate the five essential DRC skills, namely:

• Striving for Excellence: You focus on achieving results while ensuring an efficient process. You strive to produce accurate, thorough and professional work with optimal use of time and effort.
• Collaborate: You cooperate with and engage stakeholders, actively seeking their opinions and sharing key information with them. You support and trust others, while encouraging feedback.
• Taking the Lead: You take responsibility and prioritize your work based on DRC’s overall vision and goals. You take the initiative when faced with a challenge or opportunity and seek innovative solutions.
• Communicate: You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue.
• Demonstrate Integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to DRC’s values ​​and code of conduct, including protection from sexual exploitation, abuse and harassment.

6. General regulations

• The employee must follow the DRC’s instructions regarding security, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Responsibility Framework.
• The employee must not carry out any other paid activity during the duration of his/her contract with the DRC without receiving prior authorization to do so.
• The employee shall not engage in any activity that could harm the DRC or the implementation of any project during the term of the contract with the DRC.
• The employee must not give interviews to the media or publish photos or other documents related to the project without prior authorization.
• The employee must return all equipment borrowed for the project to the DRC after the end of the contract period or upon request.