About the role: This is a 2 year contract with opportunity to extend. It is a replacement role with unaccompanied terms based in Nairobi, Kenya with frequent travel to Somaliland and South-Central Somalia (Mogadishu), with a salary of Grade 3 €34,106 – €37,895
You will report to the Programme Director and will work directly with Programme Managers, Finance and Logistics Staff across 3 Somalia-focused offices. You will work closely with Concern Somalia’s Dublin-based Desk Officer in coordinating approvals and Country Programme to HQ reporting.
You will liaise closely with external implementing partners, consortium members and donors to coordinate programme cycle management, including reporting, contracting and proposal development. You may manage Programme Support Officers (if recruited) and admin staff (as required).
We would like you to start as soon as possible as the role is currently vacant.
Your purpose: The Grants and Information Manager (GIM) is the focal point for proposal development, donor reporting, grants information management, grants management capacity-building efforts and portfolio overview as well as development of communications and informational materials. The GIM also supports programmatic and budgetary monitoring, compliance with donor and internal Concern Worldwide rules and regulations. The position is crucial in managing the exchange of communication related to formal programme cycle management between Concern internal departments and between Concern programmes and external organizations. Ensuring all deadlines are appropriately scheduled and adhered to, and that all external documents are at professional standard.
You will be responsible for:
- Take responsibility for oversight of all grants for the Somalia/Somaliland programme.
- Working closely with the Finance Team, regularly track expenditure and monitor variances on programme budget/expenditure reports, raising any issues that require attention by the Programme Director in a timely manner.
- Familiar with visibility requirements of the different donors and ensure that programmes meet them and gain the required approvals for visibility activities/materials.
- Together with the Systems Director and the Finance team, assist in ensuring strict compliance with donor guidelines and requirements.
- Maintain the reporting schedule and grants management system, ensuring timely and accurate reporting both internally and to donors.
- Set up and partake in grant opening and grant closure meetings in a timely manner
- Edit reports and proposals and ensure they are submitted in the correct format.
- Maintain a file of key organisational information required for proposals, and all prior proposals submitted for learning and future reference purposes.
- Liaise between finance and programme staff to ensure that all deliverables are completed within the grant period and that all budget revisions are carried out in line with donor regulations.
- Support the M&E unit in scheduling and planning annual reviews, surveys and evaluations.
Information and Communications Management
- Contribute towards a high level of documentation standards – ensuring good record keeping, filing of donor reports and other finalised reports in Mogadishu, Hargeisa and Nairobi.
- Liaise with the Desk Officer and Country Finance Controller to file the contract documents and records of key communications with donors for grants – both active and archived.
- Coordinate (with the PSO, PMs and M&E Unit) the documentation of case studies, programme research, etc., enabling the integration of ‘lessons learnt’; maintain folders with case studies, photos, reports and information which are updated regularly.
- Produce quarterly (or as agreed) programme updates, newsletters, briefing papers and information packs for distribution to donors, supporters etc.
- Edit and compile the internal monthly programme reports for review by the Programme Director (PD).
- Represent Programme Managers at cluster and other meetings as needed.
- Represent Concern at Communications Working Groups, for example of the SNS and BRCiS Consortiums and within the Somalia NGO Consortium if required.
- Ensure that any external communications material is edited and approved by the relevant internal authorities (usually the CD), in coordination with the PD and Desk Officer.
- Support the PSO to record and produce the minutes of management and programme meetings and other relevant meetings and workshops, and ensure timely circulation.
- Identify funding opportunities and support the team to develop concept notes and proposals, ensuring internal and external deadlines are met and that appropriate technical input is included.
- Participate in donor meetings as requested and ensure follow up is made as agreed.
- Update and maintain the funding tracker to monitor the country programme’s funding pipeline, ensuring that new proposals target key gaps and funding needs to the greatest extent possible
- Provide support to PMs and PD in mainstreaming cross-cutting issues or quality standards.
Human Resource Management (if/when applicable)
- Manage relevant staff and ensure their on-going development, including ensuring the implementation of Performance Development Review systems
- Ensure staff comply with the Programme Participants Protection Policy and Code of Conduct.
- Capacity building/training responsibility for direct reports
Responding to Emergencies:
- Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
- Comply with Concern’s health, safety and security guidelines during emergencies
Programme Participant Protection Policy
- To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.
- To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
- To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
Your skills and experience will include:
- A Bachelors Degree in Project Management, Development, Business or relevant field. Masters Degree in related field is an added advantage.
- At least five (5) years’ experience in a related field (at least two years overseas) with experience in developing and managing budgets, familiarity with donors (e.g. ECHO, DfID, EU, etc.) proposal development and compliance, documenting lessons learned, and developing case studies and communications materials for different audiences.
- Programmatic knowledge of (some of) the following sectors: Education, WASH, Health & Nutrition, Livelihoods, Humanitarian Response, Resilience and Durable Solutions.
- Experience working in a high pressured, results focused and dynamic environment
- Excellent planning, organisation, analytical, problem solving, communication and interpersonal skills
- Experience producing high-level writing, including production of M&E reports, internal and donor reports, and proposal writing
- Strong computer skills particularly Microsoft Office and Excel
- Excellent spoken and written English.
- Experience working in an insecure, volatile and remote management environments.
- Very high attention to detail, with experience refining and editing professional-level content
- Demonstrated experience using on-job experiences to actively learn and apply learning to new initiatives.
- Experience working in Somalia, understanding of Somalia humanitarian context, cultural and political sensitivities. Fluency in the local language is an added advantage.
- Experience producing publish-ready content, including the use of Adobe InDesign, Lightroom and other design and publishing software
- Experience creating systems, processes and tools for organizational management, monitoring & evaluation and reporting systems
- Experience writing and managing the development of multi-million USD humanitarian proposals