Purpose
Under the line management of the PDQ Manager and the technical supervision of the Grants Management Coordinator, the Grants Management Officer works in close collaboration with programme staff to develop high-quality and timely reports for donors/consortia leads/DRC HQ, and ensure compliance of DRC’s projects (including consortia) with any relevant stakeholders’ regulations (donors, authorities, etc.). He/she also supports the Quality Assurance Unit in the initiatives to expand the portfolios, including contributions to proposal development and program design.
Duties and Responsibilities
Grants management and compliance
- Support the Grants Management Coordinator in coordinating, scheduling, facilitating, and following-up grant start-up, review, and close-out meetings, providing presentations on important contractual stipulations, donor compliance, and deadlines. This also includes support in drafting, finalizing, and sharing agenda and relevant documents to ensure action points are monitored.
- Ensure timely and accurate maintenance of grant files on DRC’s SharePoint, Insite, along with accurate and timely maintenance of the Grants Management System (GMS) on Dynamics in line with country office compliance.
- Support the Grants Management Coordinator in ensuring timely and appropriate tracking of instalments received through current grants from donors and/or consortia leads. Correctly use DRC Dynamics functionalities in area of concern.
- Contribute to technical revisions to donors for ongoing projects. If needed, provide a review for grammar and consistency across submission documents.
Reporting
- Manage reporting workflows and processes between program teams, senior leadership, and HQ to ensure the timely and quality development and review of reports.
- Develop and prepare high-quality, timely reports for donors, partners, and government on program progress, ensuring all donor reporting requirements are met and strategically positioned to demonstrate DRCs leadership in programming in the country context.
- Support the Grants Management Specialist in providing timely, thorough responses to information requests from internal and external sources.
- In close collaboration with Programme and MEAL teams, support documentation of lessons learnt, best practices and proven innovations in programme design, implementation, monitoring and reporting to improve programme design and implementation strategy.
Partnership management:
- Support the Grants Management Coordinator in the facilitation of partner sub-awards including communication, report coordination, and monitoring of partner spending to ensure compliance within the financial stipulations of the sub-award.
- Finalising and sharing minimum set of documents for successful partnership management.
Other
- Liaise with Finance colleagues and Grants Management Coordinator on budget follow-up and expenditure levels of active grants. Support Finance in the closing out of grants in a timely manner.
- Work with colleagues to identify and find solutions to compliance-related issues or findings.
- Identify areas and provide solutions to improve operational efficiencies in related areas.
In addition to the above, the Grants Management Officer may be asked to carry out other duties requested by the Programme Development and Quality Manager but always in the scope of this job description.
Qualifications
Required:
- At least 2 years of professional experience with an international development organization.
- Familiarity with US and EU donors with special attention to reporting requirements.
- Full professional proficiency in English with the capacity to produce well-written products for formal reporting and communication.
- Bachelor's degree in a field related to humanitarian work, political science, international development, economics or other relevant fields..
- Strong organization and planning skills, with excellent attention to detail.
- Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint
- Skilled in obtaining information necessary to accomplish duties.
- Problem analysis and solutions-oriented way of working.
- Able to quickly research, learn and disseminate new knowledge and information.
- Able to communicate clearly and in a timely manner.
- Able to adapt quickly, with an openness to learn and ask questions.
Desirable:
Required Skills & Qualities
Core Competencies of DRC:
- Striving for excellence
- Collaboration
- Taking the lead
- Communication
- Demonstrating Integrity
- Ability to work in a multinational and multicultural environment.
- Excellent writing, proof-reading, and communication skills
- Excellent organizational and multi-tasking skills
- Strong ability to adapt, take initiative and work in a multicultural environment.
- Interest for humanitarian sector and donor’s environment
- Listening, analytical and synthesis skills
- Excellent communication skills, as well as patience and politeness
- Exemplary sense of ethics in the workplace
General Regulations
- The employee shall follow DRC instructions on safety, confidentiality, and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework.
- The employee should not engage in any other paid activity during the DRC contract period without prior authorization.
- The employee should not engage in any activity that could harm the DRC or the implementation of any project during the DRC contract period.
- The employee should not give interviews to the media or publish project-related photos or other material without prior authorization.
- The employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request.
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Purpose
- Provide support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of supply chain fleet activities in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.
Duties and Responsibilities
Responsibilities:
- Asset and Property Management
- Ensuring that all assets are controlled and managed properly in accordance to donor-specific polices.
- The implementation and/or maintenance of standard DRC assets management policies and procedures.
- Update the Asset register, and the inventory list for assets and expendable store and produce monthly reports.
- Work closely with Supply Chain Team Leader on Auction, transfer, and donation process management in line with donor regulations and approval, with reference to organization policy.
- Conduct asset inventory (physical count) during the reporting period.
- Pull out updated asset list for end of grant report and develop assets running cost analysis
- Ensure proper tracking, maintenance, and recording of all DRC assets, which will lead to an accurate asset database at all times.
- Ensure that each staff member is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
- Ensure quarterly physical check of assets and submission of asset reports to assets officer and logistics manager for review.
- Liaise with Supply Chain Team Leader to recommend disposal of assets to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
- Ensure that an up-to-date filing system for all assets is maintained.
- Retrieve assets and reassigned at the end of employee term of service
- Conduct minor repairs of electrical works, carpentry, plumbing, equipment, and other maintenance tasks, as assigned
- Ensure routine facilities and premises maintenance
- Oversee the maintenance and repair of mechanical equipment
- Ensure supervision of the installation, maintenance and repair of equipment
- Receive Maintenance requests from HR/Admin for both office and guest house maintenance related issues in all DC Borno locations and make sure they are attended to and/ or maintained in a timely manner.
- Track all requests.
- Study and analyze all requests and advise on best way forward.
- Track all expenses on facilities.
- Follow-up and support of the receipt, storage, accounting and reporting of all items received, dispatched and stored.
- Assist in the preparation of external audits
The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
Qualifications
Essential:
- At least 2 years proven experience in Logistics management
- IT/excel literate
- Technical skills in maintenance of electrical and mechanical equipment
- Skills in routine facility inspection and reporting
- Knowledge of fire and health safety guidelines
- Highly motivated, and flexible
- Strong verbal and written communication skills
- Previous experience working with local/international NGO
- Good interpersonal skills
Desirable:
- Flexible & willing to work in a remote setting & to travel to other field locations.
- Experience with construction and site project management and rehabilitations
- Basic to intermediate experience with auto mechanics and or electrical installations.
- Experience working in an (I)NGO
Education:
- Bachelor’s degree or equivalent in Logistics, administration, business, IT, Engineering or other relevant fields.
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