Grant and Information Manager – Sudan At Concern Worldwide

About the role: This is 24 month (renewable), replacement role with unaccompanied terms based in Nairobi / Port Sudan (depending on visa and security situation). It has an annual salary of €39,911- €44,346 Band 3.

You will report to the Programme Director (PD). You will work closely with Area Coordinators (ACs), Programme Managers (PMs), Technical Coordinators and Advisors, Systems Director (SD), Country Financial Controller (CFC), Dublin M&E Technical Advisors and Desk Officer (DO).

We would like you to start ASAP.

Your purpose: You will ensure high quality support in programme designing, planning, followdonor compliances and ensure timelygrant management across the Sudan Country Programme; including , Reporting,. As Grants Manager, you will ensure that Concern’s Sudan Programme implementation is in line with the country strategy, commitment to donors, and quality standards such as Core Humanitarian Standards (CHS), SPHERE and Concern’s Programme Quality Guidelines. You will support the PD in the development and growth of the funding portfolio and ensure that the current portfolio is complying with donor and internal rules and regulations..

You will be responsible for:

Programme Development and Fundraising :

• Support the PD in programme development processes and increasing the donor portfolio, through communication with donor offices, representatives, consortia team as appropriate .
• Participate in, and record minutes forgo-no-go discussions with CD, PD, DPD, ACs and Technical Coordinators for evidence based decision making on funding opportunities identified.
• Support the PD and the rest of the programme team during proposal development, by drafting proposals, and ensure participation of relevant colleagues from across the different sub-teams, and consortia partners as necessary such as linking Grants and M&E and technical functions for evidence based theory of change and log frames with SMART indicators,
• Participate in preparing complete, accurate and realistic budgets for donor proposals and as part of Concern’s internal budget procedures.
• Ensure that proposals are submitted on time and follow compliance requirements and documentations
• Maintain updated file of key organisational information required for proposals, and of all prior proposals submitted, for staff induction, learning and future reference purposes (with DO support), including managing Grant Management System (GMS) of CWW
• Maintain a funding tracker to monitor donor pipeline opportunities and, in support of PDPMs, proactivity identify funding gaps to be filled.
• Support PD, Consortium Director, and Programme teams to effectively mainstream cross-cutting issues and quality standards including Core Humanitarian Standards,
• Support the PD, DPD and ACs to promote cohesion, complementarity and integration across all programme locations, and ensure that learning, gaps and needs are considered in the design and development of high quality proposals, concept notes and expressions of interest.

Grant Management

• Oversee Concern Sudan grants portfolio, keeping respective managers and colleagues informed and updated on donor policies and compliance requirements.
• Set up and facilitate timely grant opening and closure meetings, ensuring participation of programme, finance, logistics and HR colleagues and partners as relevant.
• Maintain the country grants matrix: update and share regularly with programme and finance focal points and HQ Desk Officer (DO), and lead on ensuring timely, accurate, quality reporting to donors.
• With Systems Director and Finance team, assist in ensuring strict compliance with donor and internal finance and logistics guidelines. Actively support managers on this, incl. via training as necessary.
• Working closely with Finance team, in support of Area Coordinators and Managers (PM/AMs), regularly track expenditure and monitor variances, raising issues requiring timely PD/donor attention.
• Review reports to ensure high quality of content and formatting; liaise with HQ DO and Technical Advisors for inputs and ensure comments taken on board.
• Provide relevant managers with correct reporting templates and guide them on specific donor policies and compliance requirements. Support with drafting of relevant sections.
• Be aware of contractual visibility and communications requirements of the different donors and collaborate with programme teams to ensure these are met (as appropriate to context).
• Support programme coordinators to track progress against outcomes and completion of deliverables.
• Support the MEAL team in scheduling and planning surveys and evaluations, and ensure inclusion of appropriate outcomes and indicators in programme log frames.
• Represent Concern at donor, consortia and other meetings as required/requested. Document and share information arising with PD, managers and relevant colleagues.
• Coordinate and contribute to review and development of donor, partner and draft contracts.
• Coordinate processes to ensure programme adherence to CHS commitments and SPHERE standards, in consultation with PD and Technical Advisors in country and HQ, as required.
• Coordinate between grants, finance and programme teams to foster timely financial reporting, and promote compliance with Concern and donor guidelines, regulations and procedures.
• Ensure that all grants documents are filed on Concern’s GMS and retrievable when required.

Information and Knowledge Management:

• Take a lead on ensuring clear and complete documentation of grants and programme documents are uploaded in GMS and accessible to colleagues in all Sudan offices, including oversight of the GMS for Sudan.
• Coordinate with PD, Area Coordinator, PMs and M&E Unit to ensure collection and proactive use of beneficiary case studies, photos, field reports and other information to demonstrate effectively to different audiences the achievements (and challenges) of programmes implemented.
• With support of relevant programme teams, review materials to ensure quality and adherence to Dochas Code of Conduct and other guidelines, and liaise with CD, PD, Managers and DO for correct level sign off.
• Ensure production of quarterly (or as agreed) Programme Updates, Briefing Papers and information packs for distribution to donors, , supporters etc.
• Compile and edit country programme Annual Report and internal updates/reports for PD and CD.
• With relevant programme teams, produce minutes of key internal meetings and workshops.
• Represent Concern at cluster coordination meetings and thematic working groups as requested.
• Ensure that agreed reports and other information is communicated in a timely and relevant manner to donors, HQ and other stakeholders, with liaison with DO, PD and CD, as appropriate.

Human Resource Management and Capacity Development

• Support identification of needs for capacity building within individuals and teams, source opportunities and, where relevant, directly lead training to build capacities in report writing, proposal development, documentation, case studies, and other relevant topics as agreed with PD and Area Coordinators.
• In liaison with PD, Managers and Partnership Coordinator provide support and training to local partner organisations for quality reporting, proposal writing and knowledge of key donor requirements.
• As a member of the country team, actively promote compliance with Concern’s Programme Participants’ Protection Policy, the Code of Conduct and all associated policies.

Support to Country Management:

• Support the tracking and review of Concern South Sudan Country Strategic Plan (2022-2024)
• Undertake other duties as assigned by the line manager
• Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct, Programme Participant Protection, Safeguarding, finance, logistics, HR, security management etc.).

Your skills and experience will include:

Essential:

• Relevant graduate degree (economics, , social studies, business/administration or equivalent)
• three years relevant field based experience in the development/ humanitarian sector in administrative and/or support functions
• Project Cycle Management training and/or certificate
• Demonstrated experience in all stages of the PCMS (Programme Cycle Management Systems): assessments , programme development, including the logical framework approach
• Excellent English written skills
• Excellent people skills, coordination skills and communication skills
• Computer skills including Microsoft Word and Excel, MS Teams, and smart applications for communication
• Ability to work independently and under own initiative.
• Ability to work under pressure and prioritise, often to strict deadlines.
• Good networking skills, interpersonal communication, presentation and motivational skills.
• Strong analytical and problem solving abilities.
• Empathy with Concern’s goals and a commitment to capacity building, protection and participation.
• Excellent organisational skills.
• Cross cultural awareness and sensitivity.
• Knowledge of development issues and concepts.
• Creativity
• Experience in staff capacity development and management.

Desirable:

• Post graduate degree in relevant disciplines (business/administration, economics, social studies)
• Practical experience of implementation of mainstreaming activities, especially in the key dimension of equality and gender mainstreaming
• Previous experience in Concern Preferable in Africa.