Partnership and Grants Management Coordinator – SRF At Danish Refugee Council

Position Title : Partnership and Grants Management Coordinator – SRF

Technical supervisor : SRF Head of Finance and Operations

Line manager : SRF Head of Finance and Operations

Duty station : Dakar, Senegal

Area of Operation : Burkina Faso, Mali, Niger, Chad

Employment Period : 12 months

Type of Contract: Expat or national

Salary & Benefits : Non-Management F + Benefits depending on type of contract

Introduction

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, non-governmental and non-denominational relief organization.

Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

1. Background

DRC has been operating in West Africa since 1998 and in Latin America and the Caribbean since 2011. The DRC West-North Africa & Latin America (WANALA) Regional Office is based in Dakar, Senegal, and covers multiple countries.

The Sahel Regional Fund (SRF) is a regional humanitarian NGO fund, hosted by DRC, residing in DRC RO for WANALA, and governed by Board consisting of leading (i)NGOs and FCDO. It strives to deliver high-quality, value for money, principled protection and humanitarian assistance in Sahel hot spots for most vulnerable people, in particular women, girls, elders and persons with disabilities who are amongst the most vulnerable persons affected by the crisis.

2. Purpose

Working as integral part of Fund Management Unit in Dakar, Senegal, the person will support overall Grants Management, Compliance and Partnership functions of the Sahel Regional Fund hosted by DRC. They will provide guidance to our partners and cooperate with relevant colleagues and external parties as required. For more information about SRF (Sahel Regional Fund) and its functions, please visit our website www.sahelregionalfund.org.

3. Duties and Responsibilities

Responsibilities:

a. Partners’ Grant Application Process:

• Develop and manage grant application processes, including guidelines, grants templates, timelines, and evaluation criteria related to internal and external compliance and risks management.
• Ensure verification all partners’ applications are submitted on time and meet the specific requirements of the call for proposals/Expression of Interests.
• Coordinate the administration of pre-award due diligence and vetting processes with all SRF partners
• Conduct the due diligence process and evaluation of partners capacity related to internal and external compliance and risks management.
• Lead the administrative preparation of necessary Grants and Partnership Grant Agreements and any Amendments thereto.
• Lead briefing meetings of selected partners on questions related to SRF Operations Manuals and overall compliance requirements.
• Support the partnership capacity assessment process

b. Grant Management development

• Lead the development and the roll out of the Grant Management System and related process.
• Take lead on updating the SRF Operations Manual on Grants Management on regular basis (as needed) under supervision and subject to final endorsement by Head of Finance and Operation and Fund Director
• Ensuring compliance crosscheck with grant conditions and the SRF Operations Manual in communication with partners
• Support the updating of SRF risk register and dashboard for high and very high residual risks and any risks moving upwards in this category.

c. Daily partnerships, grants management and administrative technical support

• Ensure appropriate upload/backup of all grants related documents on SP and/or within the developed GMS system
• Coordinate with grant recipients to monitor progress and ensure funds are used according to grant conditions and the SRF Operations Manual.
• Coordinate Fund management team to schedule and help organize Grant-Program-Partner Review meetings.
• Follow up on the implementation of action points agreed upon during these meetings and documented during report review and feedback process.
• In close coordination with the relevant SRF Fund manager at country level, maintain detailed records of all grants, including applications, approvals, denials, reports, feedback letters and other related documents.
• Update grants information, incl. uploading of relevant documentation in Dynamics and SRF Grant Management System.
• Support the management of instalments by ensuring payment requests are submitted in a timely manner matching the instalment schedule in Dynamics, and supporting follow-up on unallocated or unsettled instalments.
• Raise grants and contract management risks to the Head of Finance and Operations and Fund Director and provide inputs in the case handling.
• Coordinate narrative and finance reporting review and feedback processes to SRF partners.
• Review partners procurement plan, risk register, capacity building plans and staffing plans for each project and flag up discrepancies to the Fund Manager and Head of Finance & Operations.
• Lead the coordination of submission of financial and narrative reports on the progress of grant-funded projects and overall fund management to ensure high-quality, well-written, and timely reports.
• Reaching out to donor representatives when needed and maintaining professional communication.
• Lead Modifications Request process and ensure compliance regarding (no-)cost extensions, amendments, top ups, reallocations requested by SRF grantees.
• Capacity Building: Ensure training is made available for partner staff on grants management-related issues, including grant report writing and donor compliance issues, as needed.
• Facilitate interdepartmental communication involved in overseeing grant projects as needed.
• Document and ensure adequate filling of notes for files and derogation (incl. e-CT forms).
• Ensure communication & advocacy products are compliant with donors’ and SRF requirements.

When manageable, the Grants Management Coordinator may be asked to carry out other duties requested by the Head of Finance and Operations or the SRF Fund Director.

4. Required Qualifications

Languages:

• English – full fluency, oral and written
• French – full fluency, oral and written

Mandatory:

• Minimum 5 years of relevant work experience on Grants management related position with a NGO/iNGO or within donor structures

• Experience working with large institutional donors, such as FCDO, EU, ECHO, USAID, BHA, UNHCR, and other UN agencies

• Knowledge of donor rules and regulations

• Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment

• Ability to work effectively and efficiently both independently and in teams

Desirable:

• Previous experience working in a DRC mission

• Previous experience working with Dynamics or a different robust ERP system such as SAP, Oracle, etc.

• Basic knowledge of Power Apps or experience with Internal grants systems development

• Previous experience working with local partners

• Previous experience in Sahel region

Education:

• University degree in political science, international development, economics, business administration or other relevant field
• Any professional certificate in the overall scope of grants or partnership cooperations demonstrating interest in the area would be an advantage

5. Required Skills & Qualities

Core Competencies of DRC:

Striving for excellence

Collaboration

Taking the lead

Communication

Demonstrating Integrity

• Ability to work in a multinational and multicultural environment
• Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration
• Excellent communication skills, as well as patience and politeness, are required
• Multi-tasking and Organizational skills are necessary
• Adaptable and Flexible
• Proven analytical and critical thinking skills
• Exemplary sense of ethics in the workplace
• Team-oriented & good sense of humor

6. General Regulations

• The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework
• Employee should not engage in any other paid activity during the DRC contract period without prior authorization
• Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period
• Employee should not give interviews to the media or publish project-related photos or other material without prior authorization
• Employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request