Short term Cover – Grants Management Coordinator At Danish Refugee Council

We are looking for a highly qualified, self-motivated Short Term Cover Grants Management Coordinator who is able to manage a large shelter management programme, work with diverse teams of both national and international staff, and equipped with technical skills to develop and strengthen emergency response capacity in a highly complex crisis.

DRC is operational in South Sudan since 2005, working with the overall aim of achieving durable solutions for displaced populations. The Danish Demining Group (DDG) started Humanitarian Mine Action in 2006.

Danish Refugee Council main program objectives (2018-2020) in South Sudan are:

1. To save lives and alleviate suffering among displaced people and their hosts
2. To reduce displacement related risks and support and facilitate solutions
3. To promote peaceful, inclusive and resilient societies and address root causes to displacement

DRC primarily operates across Upper Nile and Unity states, both of which are heavily affected by conflict and experience high numbers of internally displaced populations as well as refugees in need of humanitarian assistance. DRC has operational bases in Maban, Malakal, Kodok and Aburoc in Upper Nile and in Bentiu, Mayom, and Ajuong Thok in Unity state, supported by a country-office in Juba.

Overall purpose of the role:
The Grants Management Coordinator is responsible for the effective coordination of the assigned Danish Refugee Council (DRC) South Sudan grants portfolio in accordance with donor and organizational regulations. Primary responsibilities will include developing a strong understanding of all donor contracts, information management of project documents, leading interim and final reporting processes, supporting country office teams in the development of new project proposals, coordinating the opening of new projects and providing general support related to fundraising and donor engagement to the Head of Programmes. The position works in close collaboration with other staff in the unit.

Responsibilities

Fundraising and program development;

• Lead in development of fundraising documents (expressions of interest/concept notes/proposals etc) in line with DRC country strategy and donor requirements and in close collaboration with Program/field staff, support services, DRC RO and HQ GMU (Grant Management Unit) and finance;
• Liaise with Area Managers, Project Managers and Technical Coordinators to ensure that proposals are relevant and technically sound, and integrate learning from previous interventions (e.g. lessons learnt and best practices) into new proposals;
• Identify potential relevant international and/or local partners (private sector partners, national and international NGOs, think tanks, academia, etc.) to be included in proposals;
• Contribute to the reporting to national and local authorities as required by DRC registration/legal status in country;

Contracting:

• Maintain thorough knowledge of DRC/DDG grant contracts to ensure understanding of contractual obligations and regulations at both the Juba and field levels, and function as donor-compliance focal point for the assigned funding portfolio;
• Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and DRC HQ GMU and finance;
• Read thoroughly all contracts before signature, seeking DRC HQ GMU and finance advice when required and facilitating signing of grant agreements;
• Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, M&E and Operations team;
• When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek DRC HQ Program Department advice on potential solutions that would meet donor rules.
• Lead on contract amendments (cost extensions, no-cost extensions) and project revisions in coordination with relevant internal stakeholders.

Grants Management System:

• Keep GMS and internal tracking systems fully updated for projects in the respective portfolio.
• Regularly update online (share point) and hard copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents and files for internal and external audits;
• Provide ad hoc support to programme staff on grants management module in DRC Enterprise Resource Planning (ERP) system.

Reporting:

• Lead the coordination with program, finance and other teams to ensure quality reports reflecting the progress and status of projects in a transparent, timely and professional manner.
• Liaise with M&E to incorporate project data (incl. data on outcome and impact indicators, lessons learnt and best practices) and ensure accuracy in reports ;
• Liaise with operations teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
• Ensure organization of kick-off and close out meetings for each project, present on project-specific donor compliance and reporting, and support in taking meeting minutes and action points for circulation;
• Contribute to the monthly update of the Programme Tracker and Rolling Action Plan (RAP) and ensure smooth and regular communication with DRC HQ and field teams;
• Ensure ad hoc requests from donors are addressed in liaison with the other teams;
• Develop and maintain program summary documents which outline DRC/DDG ongoing projects

Coordination and Communication:

• Facilitate interdepartmental communication and information sharing related to grants
• Contribute to DRC external communication strategy by feeding Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for DRC communication tools, including, but not limited to, DRC Newsletter, websites and DRC Annual Report;
• Update and design of required communication and visibility tools and publications, their dissemination and availability to DRC teams, as well as the capitalization of media and pictures of the mission.

Capacity building;

• Build capacity of staff on proposal development, report writing, case studies and other aspects of grants management process.

About You

• A relevant bachelors’ degree in international relations, development or related field – or – relevant relatable experience.
• A relevant master’s degree (desirable)5 years or more experience working in the development or humanitarian sectors or comparable experience
• 3 years’ experience working in the development or humanitarian sector in grants and fundraising positions.
• Experience working in South Sudan and other similar contexts
• Strong interpersonal and communication skills for engaging regularly with donors, other humanitarian organizations, and both national and expat staff. Cultural sensitivity is essential.
• Ability to engage and coordinate seamlessly with various teams to achieve tasks required
• Detail oriented with excellent English language writing and editing skills.
• Experience in leading development of high value proposals and excellent donor reports writing skills.
• Experience working with European, US and UN donors, ideally including DANIDA, ECHO, BHA, UNHCR, SDC, DFID/FCDO or other relevant donors
• Flexibility and adaptability for working under the pressure of multiple deadlines and competing priorities. Familiarity with relevant programme areas including protection, camp coordination and camp management, food security and livelihoods, shelter/NFI and/or WASH

Desirable qualifications

• Consistently approaches work with energy and a positive, constructive attitude;
• Prior experience in South Sudan an added advantage
• Self-motivated and able to work with a minimum of guidance and supervision
• Experience working in security-sensitive environments and enforcement of team security protocols is an asset.

Key Stakeholders

• Head of Programmes
• Area Managers and Project Managers
• MEAL and Technical team
• Finance team
• HQ and regional office

External

• Donor focal points
• INGO grants teams
• Clusters

Moreover, in this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Duration: 2-3 months renewable contract subject to Performance and Funding.

Contract: Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates available at www.drc.dk under Vacancies graded as Band NM.G level 1.

Start Date : ASAP

Duty Station: Juba – South Sudan

Reporting: This position reports to Head of Programme

Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics.