Position:                                         Grants Officer

Grade:                                             5

Reports to:                                      Grants & Monitoring and Evaluation Manager

Supervision of:                                N/A

Duty Station:                                   Tunis

Travel %:                                         10% (NRC operational contexts)

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and beliefs shall guide our actions and relationships

1. Roles and responsibilities

The purpose of the Grants Officer is to contribute to achieving quality and effective grants management systems by closely supporting the Grants & Monitoring and Evaluation Manager with maintaining and constantly upgrading NRC Libya’s internal grants management systems and tools. The following is a brief description of the role,

Generic responsibilities 

1. Ensure adherence with NRC policies, tools, handbooks and guidelines.
2. Support overview and maintenance of all grants processes and tools including organizing grants meeting (respecting NRC project cycle management standards), filing, tracking, donor requirements, rules and regulations, and internal and external deadlines.
3. Maintain in-country filing system in line with NRC standards and ensure proper filing of all grants related documents.
4. Assist in coordination of proposal development and report writing processes by management of deadlines, contributing to coordination, consolidation, and review.
5. Contribute to continuously improving internal grant management systems.
6. Contribute to the development of the fundraising strategy and the implementation of donors the engagement plan.
7. Support external donor audits.
8. Promote and secure a safe working environment for reporting concerns/breaches, and that all cases reported are processed in a confidential and sensitive manner.
9. Any additional relevant tasks requested from the line manager.

Specific responsibilities 

1. Support the Grants & Monitoring and Evaluation Manager in the preparation of donor reports ensuring consistency between narrative and financial reports, previously submitted reports and proposals, as well as the M&E database, to meet quality standards.
2. Contribute to the development and revision of NRC funding proposals, internal and external budgets and donor reports.
3. Submit reports and proposals on donor-specific platforms.
4. Maintain accurate and available project information accurate and ensure monitoring of the status of grant submissions, reporting and project closure.
5. Develop and maintain an overview of all grants through the Grants Tracker, donor requirements, rules and regulations, and managing NRC Project Cycle Management calendars and invites for internal and external deadlines.
6. Schedule, organise and record PCM meetings in compliance with NRC’s PCM framework.
7. Summarizes donors’ rules and regulations in concise, user-friendly notes and organize and/or contributes to project kick-off, review and closing meetings.
8. Provides support to and ensures full awareness to relevant NRC internal departments (finance, programs, logistics, risk and compliance) of compliance with donors’ rules and regulations.
9. Supports the Grants &Monitoring and Evaluation Manager in providing relevant information to external (e.g., donors and partners) and internal (e.g., regional office) stakeholders, including responding to information requests and contract amendments.
10. Contribute to continuously improving internal grant management systems.
11. Maintains restricted funding information systems and records on donor contracts and income data (hard and softcopies)
12. Support with prospect research on donors to inform donor mapping and country fundraising strategy.
13. Contribute to updating fundraising tools for presentation/information to donors.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

• Strategy and project planning: Head of Programs, Head of Support, Finance Manager, Logistic Coordinator, HR Manager, Grants &Monitoring and Evaluation Manager, M&E Coordinator.
• Area operations: Area Manager, Support staff (logistics, human resources and administration, ICT, finance, risk and compliance), Program staff (Shelter-WASH, Education, ICLA, Protection, M&E), HSSA staff

Scale and scope of position

Competencies are important for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies 

These are skills, knowledge and experience that are important for effective performance. 

Generic professional competencies: 

• Bachelor’s Degree in Administration, Project Management, Finance or other relevant academic background
• Previous experience/understanding of working in complex and volatile contexts
• Minimum 2 years of relevant experience at the position level in working with NGOs, charities, humanitarian work or similar organizations
• Strong communication, interpersonal and organizational skills
• Good command of English, both spoken and written
• Good understanding of MS Office applications including Excel, Word, PowerPoint, Outlook, etc

Context/ Specific skills, knowledge and experience: 

• Knowledge of the Libya context is a plus
• Report and proposal writing skills
• Budgeting and financial reporting skills is a plus
• Good knowledge of major humanitarian and development donors

2. Behavioral competencies 

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:

• Handling insecure environments
• Working with people
• Communicating with impact and respect
• Analyzing
• Coping with change