Grants Officer

The Role

The Grants Officer fulfils a key function within the Department of Programme Development, Impact and Learning, sitting in the Grant Management Unit. Under the direct supervision of the Deputy Director of Programme Performance and Monitoring, the Grants Officer is responsible for ensuring compliance with donor grants, coordinating consolidation of coherent and accurate project data, supporting timely development and submission of high-quality donor reports, building and maintaining relationships with partners and donors, and proactively identifying the need for contract changes.

Work Base

This position is based in Afghanaid’s Head Office in Kabul, Afghanistan. Travel to provincial offices in Afghanistan will be undertaken as requested by the Deputy Director of Programme Performance and Monitoring and/or the Director of PDIL.

Duties and Responsibilities

The position covers the following key areas of responsibility:

• Develop a thorough understanding of Afghanaid’s policies and donor contract terms and conditions and share copies of all grant documentation (grant proposals, reports, budget etc.) with relevant individuals, noting key conditions and requirements.
• Upon signing of a new grant agreement, facilitate a smooth handover of the project to the Grant Management Unit, following up on outstanding due diligence assessment and project partnership agreement (PPA) tasks, and confirming reporting responsibilities and processes with relevant parties at the project kickoff meeting.
• Maintain internal tracking of reporting timelines, including working with relevant departments to coordinate appropriate data collection, analysis and financial and narrative reporting by Afghanaid and its partners.
• Review and refine high-quality financial and narrative project reports, survey and evaluation reports, and other associated donor communications, ensuring timely submission and compliance with Afghanaid, donor and partner requirements.
• Act as a communications focal point for assigned projects and donors, responding to donor queries and relaying questions from the programme implementation team as needed.
• Ensure grant and partnership management and contract review meetings are conducted with the project and finance teams for assigned grants and partnership agreements.
• Contribute to regular project review processes, and pre-emptively raise concerns where contractual obligations, quality standards or deadlines are at risk of not being met, especially identifying risks of donor ‘clawback’ and reputational damage.
• Proactively assess the need for project revisions, and support the programme development team in coordinating budget, logical framework, and other contract changes as required.
• Represent the organization at external fora and in meetings with partners and donors in an effort to promote the organization, strengthen external relations and identify opportunities for new and repeat funding and partnerships that contribute to Afghanaid’s funding pipeline.
• Contribute to capacity building and performance evaluations of Project Managers by providing regular feedback on report quality and delivering ad-hoc training as needed.
• Support organisational learning initiatives where possible, for instance through documenting institutional knowledge and expertise and participating in lessons learned workshops.
• Contribute to organizational capacity through developing and facilitating training and workshops for Afghanaid staff, including in provincial offices, on subjects including effective reporting and impact analysis.
• Lead and support on the development of project reporting, analysis and evaluation templates and tools.
• Take on other responsibilities and tasks as requested.

Note: This job description is not exhaustive; it is subject to change in accordance with the changing needs of the organization.

PERSON SPECIFICATION

Requirements

Essential

Education

• A Bachelor’s degree in Development Studies, International Relations, Social Sciences, Information Management, Accounting, or another relevant programme of study

Experience

• Previous experience of working in a development or humanitarian context, in project support, grant management, programme development or a similar role
• Experience of synthesising data and input from various sources into clear and cohesive narrative reports
• Understanding of and experience with logical frameworks and/or theories of change

Knowledge and Skills

• Native English proficiency and demonstrated ability to write high quality, polished documents and reports for diverse audiences that are consistent with a set brand and style
• Strong data entry skills, familiarity with use of a databases, and office tools (Excel, Word)
• Ability to work independently and as a team member, including in a coordinating capacity ensuring that project and finance teams submit high-quality contributions to donor reports in a timely manner
• Proven ability to form good working relations, both internally within the organization and externally with people at all levels
• Ability to practice discretion with sensitive materials and information
• Strong organizational skills, able to plan effectively, set priorities, and meet tight deadlines under pressure
• Initiative and drive to achieve results, working quickly and accurately with attention to detail
• An outgoing and engaging personality and strong sense of humour, able to build trust, work collaboratively in teams, and manage relationships with a variety of stakeholders
• Cultural sensitivity and ability to work in diverse multi-cultural environment
• Ability and willingness to travel for work

Desirable

• A Master’s degree in Development Studies, International Relations, Social Sciences or other relevant programme of study
• Experience in contract management and contract change management
• Experience in donor/client reporting in the humanitarian / development sector highly desirable
• Experience working with, or knowledge of key institutional donors for development and humanitarian programming in Afghanistan
• Experience in humanitarian project design or management, and/or budget development or management
• Training and experience in M&E
• Experience working overseas in a conflict-affected country
• Understanding of the cultural, security and operating environment in Afghanistan (or in a similar context)
• Understanding of Dari and/or Pashto

Other Information

Afghanaid’s core values are creativity, fairness and honesty. Our staff are passionate about and proud to work at Afghanaid. Teamwork is fundamental to our standards and demonstrated by taking initiative, assisting others and taking on additional responsibilities and tasks if necessary. We are results driven, committed and motivated to achieve targets and take accountability for our own actions.

Due to security considerations, this is an unaccompanied post. International employees are entitled to 22 annual leave days, 20 rest and relaxation days, 4 travel days and 13 public holidays per year. Afghanaid also provides a generous travel allowance for international staff to take R&R out of the country. You will be given a private room in the staff house where other Kabul-based international hired staff members live.