The overall purpose of the role

The Grants Management Officer (GMO) role supports all grants administration processes and ensures that information and data from the field is captured, documented, analyzed and reported within a results-based management model and in a timely manner for donors and internal purposes. S/he will support effective management of contracts and grant agreements with donors.

This includes developing and embedding best practice to comply with donor rules, supporting proposal development, analysis of institutional income, etc. The GMO is responsible for the management of DRC’s grants module in its Enterprise Resource Planning (ERP) system – Dynamics including its maintenance for optimal performance.

Reporting to the Business Development and Grants Manager (BDGM), this position will work closely with all departments and staff including Program Managers, Specialists, HR, Finance, and Operations on compliance, donor regulations, business development, instalment management, and donor reporting.

Responsibilities

Grants administration

• Maintain and regularly update the grants module in DRC’s Dynamics system with proposals, budgets, contracts/agreements, reports, checklists, installments, donor communication and other relevant project documents;
• Creating new grants on DRC Dynamics system for all Somalia projects;
• Take part in portfolio review meetings to discuss the status of implementation of projects, follow ups on expenditures, and target achievements, challenges as well as flagging key issues for attention.
• Represent DRC Somalia in Dynamics meetings and workshops with HQ;
• Ensure quality information management related to grants (including managing the DRC Dynamics for Grants and in-country documentation and trackers);
• Ensure Grants folder on SharePoint is up to date;
• Establish tools for proper management of grants as required. Ensure existing grants management tools are regularly updated ie. Grants Tracker.

Donor income management

• Prepare fund requests for all the Somalia programme donors we are working with and share with Business Development & Grants Manager for review and submission;
• Follow up with HQ to ensure funds wired by the donors are received in our central accounting system;
• Prepare donor refunds documentation and liaise with finance to wire the funds in a timely manner;
• Update billing rules on dynamics with incomes received from donor;
• Coordinate with the relevant field finance staff to ensure donor invoices and support documentation for specific awards are prepared and submitted within the donor set timelines;
• Track donor income to DRC and work with the relevant offices in HQ to update records.

Grants Management & Narrative Reporting

• Support Business Development and grants Manager and Grants Specialist in grant opening meetings, monthly grant review meetings, and close-out meetings jointly with Program Managers, Specialists, HR, and Finance;
• Support with donor reporting processes by coordinating, compiling, editing, and providing feedback to ensure the development of high-quality narratives and timely submissions.

Proposal Development

• Support in the compilation of relevant inputs for new proposals;
• Support with mapping out new calls for proposals.

Capacity Development

• Update, streamline, and disseminate grants management tools and resources.

Fundraising

• Support with donor mapping exercise ie. up-to-date information on donor strategies, priorities and funding opportunities and, together with BDG Manager and Grants Specialist.

Other

• Raise any issues of non-compliance and assure compliance with DRC standards and procedures;
• Provide regular updates to the BDG Manager;
• Perform other duties as agreed with the BDG Manager.

About you

In this position, you are expected to demonstrate DRC’s 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: You act in line with our vision and values.

Qualifications and Experience

• At least 2 years’ relevant experience with an international NGO in narrative reporting and grants management.
• Bachelor’s Degree in social sciences;
• Master’s degree in international relations, project management, business administration, or similar studies relevant to the post
• Experience working with the major donors including Danida, ECHO, USAID/BHA, GFFO, DFID(FCDO), EC, UNHCR, UNICEF, OCHA, IOM etc.
• Excellent narrative-writing ability in English.
• Experience in Monitoring and Evaluation is a plus.
• Experience in income management and finance is a plus.
• Fluent in written and spoken English.
• Excellent verbal communication skills.
• Superior MS Excel and MS Word skills.
• Task and process-oriented with an excellent sense of priority, logic, and objectivity.
• Organized and capable of handling important tasks simultaneously while responding to unanticipated developments.
• Ability to research and synthesize complex sets of information.
• Accountable with the ability to effectively manage both the big picture and small details while executing on both.
• Pro-active and able to work independently and who is at the same time a good team player.
• Full professional proficiency in English and Fluency in Somali

Conditions

Contract: 12 months with the possibility of extension, subject to funding and performance. Salary and other conditions are offered by DRC’s Terms of Employment for National Staff; Employment band Non-Management H

Availability: 15th January 2024

Duty station: This position is based in Mogadishu – Somalia

Reporting Line: Business Development & Grants Manager.

Providing equal opportunities, we are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards: DRC’s capacity to ensure the protection of and assistance to refugees, IDP, and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct about DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse, and harassment. DRC conducts thorough background checks as part of the recruitment process

Application and CV

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered

Qualified Female candidates highly encouraged to apply

Candidates who previously applied need not to apply

DRC only accepts applications sent via our online application form on www.drc.ngo under Vacancies.

Please submit your application and CV in English no later than 25th December 2023.