Sub-grants Officer at International Organization for Migration

Open to Internal and External Candidates

Position Title : Sub-grants Officer

Duty Station : San Salvador, El Salvador

Classification : National Officer, NOA

Type of Appointment: One Year Fixed Term with possibility of extension.

Estimated Start Date : As soon as possible

Closing Date : June 10, 2021

Reference Code : VN 2021/019 SV

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

CONTEXT

The Program “Integrated Responses on Migration from Central America” (IRM) is a five-year Cooperative Agreement (February 21, 2020 to February 20, 2025) that will allow IOM to address gaps and challenges on sustainable reintegration and irregular migration in the region by improving integration or reintegration-related services (protection, psychosocial assistance, referral services, training, certification of studies, among others) at the individual, community, and structural levels.

Building on the best practices and lessons learned, IOM achieved assisting migrants during previous projects (2014-2019) in El Salvador, Guatemala and Honduras, through the IRM project, IOM will continue to support the Governments of Central America in strengthening national capacities for sustainable solutions during the reintegration of migrant returnees, based not only on multisectoral integrated approaches, but also on diminishing gaps identified during the previous experiences and adapting new guidelines for each context.

The overall objective of the IRM project is to reduce irregular migration from Central America, by contributing to safe, orderly, and regular migration. The activity’s geographic scope includes six countries of Central America, El Salvador, Guatemala, Honduras, Costa Rica, Panama, and Belize.

Under the direct supervision of the Sub-Regional Programme Coordinator (Chief of Party), the Sub-Grants Officer will support the implementation of the project activities in El Salvador, Guatemala, Honduras, Costa Rica, Panama, and Belize. The Sub-Grants Officer will carry out their duties in close coordination with the staff in the six countries as well as in the IOM Regional Office for North America, Central America and the Caribbean in San Jose, Costa Rica.

Core Functions/ Responsibilities

· Responsible for the compliant administration and documentation of grants awarded under the Agreement and maintaining audit-ready grant files and coordinating the entire grants process.

· Serve as an USAID ADS 303 compliance resource for the activity and to monitor grantee compliance with the terms and conditions of the sub-grant agreements, while ensuring programmatic coherence, crossed fertilization among grants initiatives and preventing duplication.

· Ensure the quality of grants documentation, in English and Spanish, and the timely entry of all relevant grant information; serve as a focal point for all changes made to grant records and grant approvals.

· Manage, update, and maintain the procedures and processes to ensure that all hardcopy and electronic documents for all grants are complete, filed and in order. This includes leading on the grant closures process in cooperation with M&E and Finance staff.

· Review the narrative components of all grants and reports closely to ensure that the grant development process and approved grant records successfully convey the goals and strategic objectives of the programme.

· Maintain systems of communication and data transfer with programme counterparts in field offices and maintain appropriate, programme-wide standards of grant integrity, data collection and management, and information flow.

· Coordinate the centralized financial tracking and monitoring of all grants; liaise regularly and actively with financial, administrative, and logistical and procurement units in order to further programme objectives and verify that programme standards are followed.

· Establish and maintain the reporting system and produce ad hoc reports of programmatic activity for donors, and counterparts within the programme, IOM Mission and IOM at large as required.

· Upon request from the Chief of Party, provide to the donor weekly activity notes/grant updates, and all other requested grant-related information.

· Support the preparation of programme budgets and pipelines, as required.

· Programmatically and financially monitor and review ongoing activities of the programme, including those of project implementing partners (if any) for grants funded by the programme; in coordination with the Programme Manager/Chief of Party, facilitate the exchange of monitoring information with external partners as necessary to maintain appropriate visibility with grant activities.

· Coordinate the collection and submission of activity notes for weekly submission to the Monitoring and Evaluation Officer and the donor.

· Support the administrative and finance team with the overall control of expenditures, with a specific focus on grants commitments vs. disbursements. Make sure that all grant disbursements are properly coded, as per IOM’s accountancy system.

· Supervise the regular reconciliation of Grants Database financial tracking with IOM’s financial systems. Provide technical support to the implementation of the programme’s M&E plan, in particular mechanisms required to carry out the three levels of “rolling analysis” – country, programme and project.

· Perform such other duties as may be assigned.

Required Qualifications and experience

Education and experience

· Master’s degree in Business Administration, Management, Economics or a related field from an accredited institution; or

· University degree in the above fields with two years of relevant professional experience.**

· Experience in the coordination and implementation of projects.

· Experience in project proposal design and implementation.

· Previous experience in grants programming desirable, particularly in the areas of civil society strengthening, infrastructure works, and procurement;

· Experience in developing small grants programming; desirable.

· Experience with the United States Agency for International Development (USAID) programs a distinct advantage

· Experience in software to generate advanced reporting.

· Significant reporting and database experience required, preferably with Microsoft Access;**

Skill

· Must have strong analytical, planning and people management skills.

· Must have excellent communication skills. Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking.

· Ability to work effectively and harmoniously with colleagues from varied cultures and professional background.

Languages

Fluency in Spanish and English (Oral and Written)

Required Competencies

Values – all IOM staff members must abide by and demonstrate these three values:**

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 2*

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.