Regional Grants Coordinator at Danish Refugee Council

Overall purpose of the role: 

The Regional Grants Coordinator will support in ensuring high quality grants’ administration processes and compliance with both DRC and donor requirements. The role will also support the Regional Business Development & Partnerships Manager in regularly reviewing and updating the Grants Module in the DRC Dynamics System database; review of reports for both external and internal use; and provide an oversight on the implementation of systems and procedures that are in compliance with both DRC and donor regulations. S/he will also be responsible for contract management, developing and embedding best practice to comply with donor rules, supporting proposal budgeting, tracking income from donors, monitoring donor contract expenditure and providing management information on key risks, contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance. The role will also provide capacity building of DRC/DDG country staff with grants and compliance related responsibilities.

Responsibilities: 

DRC Dynamics administration and support:

• Provide oversight in regular updating of the Grants Management System in DRC’s Enterprise
• Resource Planning platform – Dynamics with reports, proposals, contracts and related milestones for the regional office (as well as back stop for COs)
• Supports the Regional Business Development & Partnerships Manager in consolidation of documentation required for setting up grants in the centralized DRC Dynamics system for the Regional office projects and related partner sub grants
• Carry out detailed review of the DRC Dynamics system to identify deficiencies in documentation across the region and report on this for corrective measures on a quarterly basis
• Ensure the grants management filing system is maintained and all donor grant documentation is properly filed (hard copies). 
• Installment tracking and management of the billing rule tab for Regional office grants (MMC, ReDSS), including follow up donor’s disbursement requests to ensure timely submission and follow up. 

Reporting (Donor and DRC specific):

•  Generate the Rolling Action plan from DRC Dynamics system, share with grants management focal points for review before final circulation of the document to all relevant staff.
• Based on the Bi Monthly Rolling Action Plan, follow up with the relevant staff on the timely submission of draft donor reports, and assist in the review to ensure quality and compliance with relevant requirements.
• Support the BPDU Manage to review CO draft reports 

Donor compliance management:

• Work closely with the Regional Risk & Compliance coordinator to implement testing systems to ensure that all offices are following DRC procurement, administrative policies and accepted accounting principles.
• Carry out internal compliance assessments to ensure that DRC and donor guidelines are implemented and upheld and that the findings are captured in the risk register/issues log.
•  Support the preparation and/or facilitation of the Regional office project kick off meetings as well as for CO specific grants as deemed necessary.
• Prepare and circulate donor guidance update to grants focal points in collaboration with the donor compliance specialists at HQ and the regional grants manager
• Support the BPDU Manager to review regional office donor contract amendments to ensure compliance as well as coherence.

Partnership management:

• Support the partner vetting and assessment process for the Regional office and country office upon request in line with the global partnership tools
• Support with developing Partner capacity development plans 

Capacity building:

• Learn DRC Dynamics Grants module and support with capacity building of grants and non-grants staff across the region
• Capacity building for new staff on Grants management during induction, onboarding as well as on the job with special emphasis on key process such as Kick off and closure and monthly grants monitoring

Others: 

• Produce high-quality reports to managers at all levels.
• Run and/or Develop specific assessments and trainings adapted to the needs of staff and partners and allies in countries depending on priority found.

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 4 years’ experience working in a fast-paced grants department with excellent knowhow of different contracting processes including grants, commercial contracts, cooperative agreements etc.
• Excellent knowledge and experience in working with institutional donors i.e. DANIDA, EU, ECHO, BHA, FCDO, SIDA, OCHA, UNHCR & UNICEF, etc.  
• Business Administration, Audit or other relevant Degree Level qualification
• High degree of organizational ability, working well under pressure and to deadlines.
• Strong and clear communicator and public speaker, capable of delivering messages appropriately to a variety of audiences, building a sense of passion and engagement.
• Skilled in identifying and mitigating risks
• Strong facilitation and presentation skills
• Superior computer skills
• Excellent verbal and written communications skills in English and preferably in French as well
• Commitment to upholding and modelling DRC’s values and Code of Conduct 
• Demonstrating integrity, diplomacy, professionalism, reliability and resilience at all times
• Able to work professionally and with a high degree of confidentiality at all times
• Ability to quickly build personal rapport and trust.

Please submit your application and CV in English no later than 15th April 2022