Regional Grants Specialist at Danish Refugee Council

Overall purpose of the role:

The Regional Grants Specialist sits within the regional programmes team and is responsible for leadership, quality control and management of regional and multi-country grants within the EAGL region, and for providing technical support and advisory to regional colleagues. The Specialist will work closely with the Regional Business Development Coordinator, programmes and finance staff in the RO and the different Country Offices (COs) grants colleagues. The Regional Grants Specialist will specifically manage the DANIDA Strategic Partnership Agreement (SPA) for EAGL and support the different implementing entities to ensure effective grant administration, compliance and reporting.

The position can be based in Kampala (Uganda) or Nairobi (Kenya) and opened to national applicants. 

The role will have the following key responsibilities :

Regional/multi-country grant management and administration:

• Lead, manage and quality control specific regional/multi-country contracts/awards across EAGL;
• Lead and facilitate project kick-off and close-out meetings for regional/multi-donor projects, in line with DRC processes, ensuring relevant staff and partners are aware of their programmatic, financial and compliance obligations/requirements;
• Track grants processes and milestones for all regional/multi-country contracts/awards through the grants cycle ensuring relevant information and documentation are disseminated to relevant staff in a timely manner;
• Review current grant progress against original plans and log frames, identify areas of concern and ensure remedial actions are taken;
• In collaboration with the Regional Business Development Coordinator, transition successful grant applications into the Grants Management System in DRC’s Enterprise Resource Planning platform (Dynamics) with reports, proposals, contracts and related milestones;
• Track processes and milestones for all regional/multi-country contracts/awards through the grants cycle ensuring relevant information and documentation are disseminated to relevant staff in a timely manner;
• Support the tracking of donor financial disbursement against signed contracts and prepare request for financial disbursements from donors as contained in the project agreements;
• Responsible for hard and soft copy filing of original signed project and administrative organizational documents.

Reporting for regional/multi-country contracts/awards:

• With input from the Country Offices, regional coordinators and other relevant staff, help produce high quality progress reports for regional/multi-country contracts/awards as per donor and DRC requirements;
• In consultation with the finance department, assist in consolidating and/or quality control of reports, in relation donor requirements, original project proposal, and consistency in both narrative and financial reports;
• Provide high quality review and assembly of programme documentation including drafting editing and formatting;
• Provide through progress reporting, a continuous analysis of the achievements, facilitate project reviews, evaluation and audits;
• Develop donors reporting timelines and requirements template; ensure it is updated at all time;
• Timely dissemination of reporting tools and requirements and follow up to ensure internal and external reporting deadlines are respected.

Compliance Management:

• In coordination with the Regional Risk and Compliance Coordinator and other relevant staff, support internal financial reviews to ensure that donor guidelines are implemented and followed, including financial, procurement and administrative aspects;
• Carry out contract and grants management training of regional staff through inception workshops, coaching and mentoring in setting up systems to monitor key accountabilities e.g. co-financing, exchange rates, interest and budget rules in line with contractual requirements;
• Support the regional partnerships and localization advisor to conduct and document periodic implementing partner reviews;
• Support regional teams in the interpretation and operationalization of donor rules and regulations.

Substitutional support

• If agreed upon, cover a grants management role within a Country Office within the East Africa and Great Lakes region (Burundi, Democratic Republic of Congo, Djibouti, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda).

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 comptencies (included years of experience)

Required Qualifications

• At least five years of professional experience in humanitarian or development contexts with grants and/or contract management responsibilities
• Proven experience in project cycle management, including planning and project development, budget management, quality assurance, and MEAL
• Extensive knowledge of EU, USAID, FCDO, UN and other institutional donors and their compliance requirements with proven experience of successful contract management including consortium grants
• University degree or equivalent in Business Administration, Economics, Social Sciences, International Development or other relevant experience
• High degree of computer literacy, including in database management/information management
• Strong coordination skills and proven ability to manage partner/stakeholder dynamics
• A keen understanding of the complexities in the East Africa region and willingness to travel within the region.
• Excellent writing skills
• Languages: English.

Desired Qualifications

• Knowledge of regional languages desirable e.g., French, Swahili, Somali, etc.  
• Experience working with commercial contracts. Proven ability to work independently, with a clear understanding of risk escalation requirements. Proven ability to propose creative solutions to challenges, and proven ability deliver results within a flexible and adaptive framework.