26 May 2017

2 Grants Management and Compliance Coordinator NGO Careers - Plan International

Organization: Plan International
Duty Station: Kampala, Uganda
Reports to: Business Development Manager

About US:
Plan International was founded over 75 years ago and it is one of the oldest and largest children’s development organizations (non-profit / INGOs) in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations.

Job Summary: The Grants Coordinator supports Plan International Uganda teams to ensure compliance of grant projects according to the FAD. S/he supports compliance management, quality assurance and the reporting function for all grants in the portfolio.

Key Duties and Responsibilities:  
Reporting and Grants Management:
  • Keenly analyzes and coordinates existing grant funded programs and projects to ensure compliance with both internal Grant Management Guidelines and Cost recovery, as well as donor requirements.
  • Coordinates the accurate and timely submission of grant reports to donors and National Offices with particular attention to ensuring that narrative and financial reports are matching and prepared in accordance with the donor agreements
  • Takes into account all categories of requirements of the donors, Plan International and local authorities at the conceptualization and submission stage of grant preparation.
  • Tasked with updating and circulating reporting deadlines and maintaining report tracking matrix, proactively remind reports stakeholders of upcoming deadlines and report any delays to Business Development Manager (BDM) immediately
  • Works closely with project/Programme Unit Finance and National Programme Managers to ensure the effective utilization of grants monitoring systems in terms of projections and forecasting, the monitoring of expenditure, negotiations with grantors for budget modifications and completion of project reports.
  • Develops and updates a comprehensive tracking and reporting framework for all grants related requirements (reporting, baseline, evaluation etc.).
  • Documents all grant funded programmes and projects electronically and hard copy filing.
  • Responsible for data accuracy and timeliness of data in SAP.
  • Actively contributes to monthly and quarterly Grant department reports
  • Coordinates with Business Development Manager to support with queries from National Offices/Donors regarding grant reporting.
  • Supports Business Development Manager as needed to identify and resolve Grant/FAD issues and Grants ensure FADs are financially managed as appropriate
  • Consolidates relevant grant information and disseminate it where relevant within Plan International Uganda.
  • Assists Business Development Manager with Funding Bundle Agreement Documents (FADs) as necessary and support with the dissemination and entry of signed FADs.
  • Conducts monitoring and support visits to grant projects as needed to support reporting and resolve grant management issues (e.g. compliance with donor requirements) and advise Business Development Manager of any potential issues of non-compliance on the part of Plan International Uganda or partners.
  • Provide support in the preparation of case studies, including taking of high resolution quality photos and other documentation relevant for grant reporting
  • Provides support to programme offices as needed to ensure necessary and relevant grant documents are available at all times
  • Supports grant start-up processes, including participating in grant start-up workshops.
  • Support the Business Development Manager in any other work related issues like research, strategy development etc.
  • Carry out any other activity related to the sphere of work and in the interest of the organisation when needed.
Fundraising:
  • Supports in researching fundraising opportunities through reviewing and summarizing funding requirements from different donors in collaboration with the programme technical team
  • Supports in researching and updating pertinent statistical data indicators, sectoral studies, governmental and non-governmental strategic recovery plans and all other relevant documentation need for Uganda.
  • Supports and works with programme staff in the preparation and/or review of new proposals and new proposal and new proposal budgets
  • Offers support in the preparation of grant proposal including formatting of text, preparation of budget and required supporting documents.
Dealing with Challenges/Problems:
  • Key challenges include dealing with different/conflicting demands from a variety of clients and responding to tight deadlines.
  • Dealing with grants management issues and challenges and varying capacities
  • Engaging with donors and representing the organisation in a professional manner which reflects positively on Plan as an organization.
  • How to match donor opportunities with the Resource Mobilisation Strategy.
  • Ability to understand and assimilate the complexity of Plan International’s grants business development and systems and procedures and organisational structures decision-making processes.
  • Capable of building constructive working relationships with other units.
  • Understanding of programmatic and compliance requirements from a variety of donors.
  • Keeping the electronic management systems always up to date with the correct data entered

Qualifications, Skills and Experience:
  • The ideal candidate for the Plan International Grants Coordinator job opportunity should hold a Bachelor’s degree, preferably Master degree in a relevant area of social sciences, political science, international relations, development studies, law, etc.) and experience in grants management, fundraising, alliances and partnerships
  • Broad knowledge and understanding of  the financial and administrative requirements of a variety of large grant donors
  • Excellent level of English both oral and written
  • Public relations and representation skills at an advanced level.
  • High level of computer proficiency
  • Grants Management skills
  • Conceptual and analytical skills.
  • Good Coordination and networking skills
  • Information management skills
  • Proficiency with business software applications (i.e. Word, Excel, PowerPoint, Outlook, etc.).
  • Excellent interpersonal skills and self-driven

Behavioural Competencies:
Strive for lasting impact:
  • Shows commitment and understanding to always act in the best interest of the child and respect to human rights.
  • Promotes a culture of learning and sharing.
  • Demonstrates a high degree of confidentiality.
Open and Accountable:
  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Plan International values, striving for lasting impact
  • Honest, encourages openness and transparency; demonstrates highest levels of integrity, capacity to include and empower others.
Works Well Together:
  • Comfortable working with others, as part of a team or as a team leader. Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters; approachable, good listener, easy to talk to.
  • Values diversity and sees it as a source of competitive strength.
  • Develops and encourages new and innovative solutions.
  • Thinks strategically, reflects about achievements and recognises people’s contribution.
Inclusive and Empowering: Demonstrates commitment to working with vulnerable children and promoting equality for girls

How to Apply:
All suitably qualified candidates should send their letters of application, together with updated CVs, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history and send to:

Ag. Country Human Resources Manager,
Plan Uganda

Email to: uganda.recruitment@plan-international.org

Deadline: 5th June 2017

NB: Please consider your application unsuccessful in case you do not hear from us by 30th September 2017


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