Grants Management Specialist

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Job Description

The Grants Management Specialist will provide grants management support by ensuring timely donor communication, donor compliance, quality donor reporting, partnership contract management, coordination with programme and support department when it comes grants management. The Grants Management Specialist will also be responsible for donor compliance, application of correct procedures and guidelines and support the development and quality review of project proposals, project modifications and donor reports produced by the mission and the facilitation of project performance monitoring meetings. He/she will also provide the program and support teams with advice on compliance internal rules and donor rules and will support them in improving the monitoring of the project cycle.

Duties:

Grants and Business Development Support :

Be responsible for the delivery of quality narrative reports, reflecting the progress and status of projects, in a transparent, timely and professional manner with realistic retro plan.
Contribute to addressing all comments and issues on proposals or reports, liaising with relevant Managers and finance to ensure coherence between financial and narrative reports.
Ensure the DRC grants management system is regularly and fully updated including Grants Overview, Dynamics ERP system (creating grants, uploading documents, managing instalment tracking and billing rules, updating checklists and tasks assigned); internal funding tracker and reporting deadlines communications.
Regular and timely support to ensuring compliance with donor rules and regulations and support grant relationships and communications with donors to ensure correct, compliant, and smooth flow of information.
Maintain and regularly update hard-copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents.
Organize Go/No Go, Kick Off, grant opening, review and closing meetings and ensure documentation of those meetings.
Support PDQ Manager in managing fundraising strategy, donor engagement plan, donor mapping by conducting research, maintaining, and updating engagement plan and donor database.
Support other Team Leaders within PDQ unit to ensure correct, compliant, and smooth flow of information requirements to stakeholders, especially towards donors.

Programme Support and Coordination:

Support PDQ Manager and Head of Programme for general reporting and communication of grants and programmes.
Support the development of partnerships such as implementing partner identification and mapping, due diligence, support with selection, relationship management, capacity building and any closure processes.
Support grants and external relations team to develop high-quality proposals, timely outputs such as reports and proposals for donors, partners, and government, ensuring all reporting requirements are met.
Prepare Retro-action plan for proposal development and support in workflow and process coordination between programme teams, senior leadership, and HQ to ensure timely and quality development and review.
Coordinate programme development initiatives with field-based technical teams and develop proposals as required.
Develop and maintain an overview of all grants, donor requirements, rules and regulations, systems and processes to support implementing teams to ensure full compliance.
Provide coordination and comms. support of required project outputs e.g., FD6/7 applications, documentation for approvals, comms products etc. in collaboration with comms and media specialist and liaison coordinator.
Support the PDQ Manager in providing timely, thorough responses to information requests from internal and external sources.
Share with all DRC staff all documentation (grant proposals, reports, budget, etc.) related to their specific programs on SharePoint.

Grant Management/Compliance & Reporting :

Ensure the regular follow-up of donor commitments, submit payment requests and update the Grant portal and ensure the archiving of all Project files
Develop and maintain up-to-date and in-depth knowledge of donor rules and government policies and build the capacity of implementing teams to ensure full compliance.
Maintain and update the Grant Grants (On Dynamics) all grant files (electronic copies) related to donor proposals and reports, with the Finance Department.
Review and provide support in the negotiation of project agreements, including sub-agreements, teaming agreements and memoranda of understanding.
Organize grant opening and closing meetings, as well as monthly/quarterly/annual grant follow-up meetings, which include representation from each unit (finance, programs, logistics) as well as partners as appropriate, and ensure appropriate follow-up of issues raised and action items decided.
Ensure proposal development and donor reporting processes by developing guidance, SoPs, and systems of ensuring ensure high-quality, donor-compliant submissions.
Work closely with Finance department to ensure that the financial reports submitted to donors’ match with the narrative reports

External Communication and representation :

Validate necessary documentation, such as reports, presentations and organizational documentation, to share with donors and stakeholders.
Liaise with donors in the submission and follow up of Agreements and Reports.
Act as a focal point to facilitate any donor visits or third-party Monitoring.
Participate in external Coordination and fundraising related meetings as delegated by HoP/PDQ Manager

Safety:

Comply with all global and location-specific safety rules, policies, and procedures. Report safety incidents, near-misses and other relevant information to the safety team as shall be briefed during onboarding. Failure to adhere to these is a disciplinary offence while it may also leave the position holder, their colleagues and DRC Bangladesh, at risk.

Skills:

At least 5 years’ professional experience in Business Development, Proposal writing, programme and grants compliance, donor reporting or in a similar office role with a reputed national or international NGO.
Excellent communication, interpersonal and influencing skills, with a well-developed ability to motivate and persuade at high levels.
Proven experience in improving the quality of delivery and processing through methodical thinking and strong attention to detail.
Experience working with UNHCR, IOM, ECHO, GAC, PRM, European Union, bilateral donors are an added advantage.
Previous experience of working in humanitarian operations and emergencies would be an added advantage.
Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment.

Educational Qualifications:

Master’s degree in international development/development studies, International Relations, Economics, Political Science/Public Administration, Business Administration or Management, or other relevant field is required;
Training on PMD Pro, Gateway to grants, and relevant Project management certification.
Candidates with foreign degrees/Certificates will be preferred.

Languages: