Grants Management Officer (Nairobi) at Danish Refugee Council

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. This includes developing and embedding best practice to comply with donor financial rules, supporting proposal budgeting, analysis of institutional income, donor contract expenditure tracking and monitoring. 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. The role will ensure staff are inducted and continuously updated in the utilization of the grants module.

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.
• Ensure proper application of ERP grants and projects processes in the country
• Apply reports and data analytics from ERP system to improve performance in the country
• Ensure that Country ERP support is in place
• Take part in portfolio review meetings to discuss the status of implementation of projects, follow ups on expenditures (Budget Variance Analysis), challenges as well as flagging key issues for attention by RO.
• Induct new staff on the Dynamics grants management module. Ensure relevant staff are continuously updated in the use of Dynamics.
• Represent DRC Somalia in Dynamics meetings and workshops with HQ.
• Follow up on key actions from the Grants Review Meetings (GRM) with the relevant teams;
• Support the review project progress, including consolidated spending, implementation, procurement, and staffing plans for each project and flag up discrepancies to the teams.
• Ensure quality information management related to grants (including managing the DRC Dynamics for Grants and in-country documentation and trackers)
• Grant management support to implementing partners (sub-grantees) in support of the partners managed by the Partnership Specialist.

Donor reporting:

• Develop/update the monthly reporting rolling action plan and working with the Grants Management Specialist, disseminate to the relevant staff to ensure adherence to deadlines.
• Review donor reports specific donors to ensure that they are of high quality, in line with the work plans and meet donor requirements.
• Coordinate the financial report submissions with the finance department.
• Coordinate and facilitate the process of donor report submissions with program and operation teams. This includes, reviewing the content and the narration to ensure consistency analysis and high-quality submissions;
• Collate and re-submit donor reports upon feedback from the donors by engaging the relevant team members to consolidate the reviews.
• Follow up with field teams to get all the information required to ensure submitted reports are of high quality 
• Upload reports on donor portals and follow up with relevant staff to respond to donor comments on the submitted reports

Donor income management:

• Prepare fund requests for all the Somalia programme donors we are working with and share with 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 on a timely manner
• Update billing rules on dynamics with incomes received from donor

Invoicing monitoring and management:

• 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
• Follow up with specific donors to ensure that all DRC Somalia invoices submitted are captured in their system and payments for the same are done 
• Streamline donor invoicing procedures by ensuring that the field finance staff understand and adhere to the donor requirements 
• Maintain regular communication with specific donors’ country offices to ensure all the concerns raised by field teams are addressed
• Track donor income to DRC and work with the relevant offices in HQ to update records

Reporting Line
This position reports to the Business Development and Partnerships Manager, Somalia

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. 

Experience and technical competencies
Essential: 

• Bachelor’s Degree in relevant field.
• Experience working in donor projects especially on grants management and reporting mechanisms.
• At least 2 years’ relevant experience with an international NGO in reporting and grants management.
• Experience working with the major donors including Danida, USAID, DFID, EC, UNHCR, UNICEF etc.
• Fluent in written and spoken English.
• Editorial and basic accounting skills
• Excellent written and verbal communication skills
• Excellent narrative-writing ability.
• Superior MS Excel and MS Word skills.
• Ability to work remotely supporting a large team.

Preferable: 

• Ability to prioritize tasks and meet deadlines
• 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 align financial information with narrative of program progress.
• 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
• Commitment to accountable practices

Languages: 

• Full proficiency in English, written and spoken

Conditions
Contract:    Six months’ contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for National staff in Kenya.  This position is graded at Employment Band NM.H2

Availability:        August 2021

Duty station:    Nairobi

Application and CV
Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. 

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