Senior Grants Officer At Generations For Peace

Job Description and Requirements

1. Purpose of the Position:

Reporting to the COO, the role of the Senior Grants Officer is to support knowledge and data management pertaining to GFP’s grant compliance processes and systems. This includes updating and maintaining databases for grant compliance; developing templates for and providing select inputs into proposals and reports; tracking requirements and expectations of GFP under grant and partner agreements to ensure full compliance; preparing draft budgets for grant proposals, and for budget tracking; grant activity tracking; MOPIC and JORIS approvals and reporting; and liaising on HR timesheets and financial reports.

2. Responsibilities:

Pre-Award Process: Fundraising processes and systems (working with the Fundraising Team, CEO and COO)

• Updating and maintaining GFP’s grants databases.
• Develop and prepare proposal budgets, liaising with relevant proposal leads across departments.
• Support in compiling supporting documents for proposals, including but not limited to CVs, policies and registration documents, letters of support, organizational charts, publications and reports, blog and video links, photos, M&E data, etc.
• Participating in donor and partner meetings with other colleagues and obtaining feedback from donors and partners to allow GFP to respond to their needs.
• Coordinat GFP responses to due diligence/vetting exercises conducted by donors.

Post Award Process: Grant and donor compliance (working with COO and project leads from the Programmes, Finance and Communications Departments and GFPI)

• Plan, arrange, and coordinate project kick-off meetings with all other departments
• Developing, updating and maintaining grants database, tracking and monitoring grants received, donor compliance and reporting requirements and milestones
• Developing, updating and maintaining prospective and confirmed donor and partner files and documents on the server, including all documents related to proposals, grant agreements, reports, etc.
• Maintain and update the staff cost analysis database that captures all staff budget LOEs in each grant and provide analysis on staff cost coverage and funding gaps
• Support in the timesheet preparations for all staff related to different projects
• Tracking activity implementation at level of inputs/outputs, not quality/outcomes/impact to ensure compliance with GFP’s commitments to donors within agreed timeframes
• Developing templates for donor reports, carefully following donor guidelines with regards to formatting and content
• Coordinating inputs and responses for select donor reporting to ensure timely submission of financial reports
• Work with Programme and Financial teams, conduct required reporting requirements on progress reports, performance reports, Financial Reports, and Equipment Inventory Report.
• Keeps the relevant staff informed about upcoming deadline and deliverable, thereby ensuring smooth completion of work responsibility throughout the life of award processes.
• Reviewing grant financial reports prepared by finance department, ensuring they comply with donor priorities and guidelines and persuasively describe GFP’s proposed actions
• Ensuring effective close-out of grants by supporting close-out activities and positioning with donors for follow-on funding opportunities
• Provides regular reports on the work-in-progress to the “COO”
• Monitor the expenditures to ensure Programmes funds are utilized appropriately by the close of the fiscal year.
• Support the approval process for all new signed grants with JORISS, MOPIC and all other governmental bodies.

Fundraising Knowledge Management

• Utilising the server, OneDrive, Teamwork.com, Salesforce and other systems to improve and innovate Fundraising Department fundraising and knowledge management practices
• Participating in intra- and inter-departmental meetings to ensure collaboration and coordination between and among the Fundraising Department and other colleagues, coordination calls with other departments, Facetime with Programmes, all-staff meetings and presentations, etc.

3. Key Results Areas:

• Understanding of donor priorities and processes improved
• Fundraising and grants platforms and databases updated and maintained
• Quantity and quality of inputs to donor/partner proposals
• Compliance with donor/partner reporting requirements
• Knowledge management, continuous learning and improvement
• Teamwork and contribution to the broader work of the organisation
• Professional development

4. Generations For Peace Values:

• Leadership: demonstrating personal leadership and fostering leadership, responsibility and initiative in others
• Respect and Tolerance: showing respect and tolerance for all Staff, agents, suppliers and contractors
• Empowerment and Teamwork: supporting capacity development of the Department, and supporting all other staff as a team player in creating impact
• Responsibility: demonstrating and encouraging responsibility, accountability and transparency, professionalism, care and diligence in respect of all people and property, and the brand and reputation of the organisation; seeking quality, effectiveness, sustainability, efficiency and good value for money; to maximise positive impact whilst minimising risk

5. Education, Qualifications, Competences, Skills Required:

Essential:

• Bachelor’s Degree minimum, in a relevant discipline
• At least 5 years’ professional experience in non-profit fundraising, communications, finance or donor engagement
• Specific experience and track-record in ensuring compliance with governmental and semi-governmental donor funds, including for USAID, U.S. Department of State, EU, DFID, UN agencies, etc.
• Specific experience and track-record in ensuring compliance with non-governmental donor funds from individuals and foundations, including donors from the United States
• Experience coordinating inter- and intra-departmental inputs for donor proposals and reports
• Experience researching prospective donors and grant opportunities, and synthesising research into summaries and templates
• Excellent attention to detail and time management skills, ability to handle multiple competing deadlines and priorities
• Excellent computer skills (documents/spreadsheets/databases/presentations/multi-media/calendars/email)
• Cultural sensitivity and understanding of different interpretations of communications approaches in different global, regional, and local contexts
• Interest in global current affairs, conflict resolution and peace building, and international development
• Proven ability to fit into a young, diverse, dynamic team as a team player, leader, mentor, and capacity-builder

Preferred:

• Experience and track-record in communicating and liaising with external donors and partners
• Experience in grant-writing, especially that which has resulted in funds secured
• Experience in an international peace-building organization
• Proficiency in Arabic is useful but not required.