Sudan: Grants Manager (Rapid Response Fund)

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

Duty Station : Khartoum, Sudan
Classification : Official, Grade P2 Type of Appointment : Fixed term, one year with possibility of extension Estimated Start Date : As soon as possible

Reference Code : VN2014/18(O)-EXT

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM has a proactive recruitment policy to increase the representation of nationals of non- represented member states. Qualified applicants from the following countries will be favorably considered:

Algeria, Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Cambodia, Cape Verde, Cameroon, Central African Republic, Czech Republic, Comoros, Djibouti, El Salvador, Gabon, Gambia, Guyana, Holy See, Iceland, Israel, Kyrgyzstan, Lesotho, Libya, Luxembourg, Madagascar, Maldives, Malta, Marshall Islands, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Nigeria, Papua New Guinea, Paraguay, Republic of Congo, Rwanda, Saint Vincent and the Grenadines, Seychelles, Slovenia, South Sudan, Suriname, Swaziland, Tanzania, Timor Leste, Togo, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam, Yemen

Applications from qualified female candidates are especially encouraged.

Context:

Under the overall guidance of the Chief of Mission in Sudan, and under the direct supervision of the Senior Programme Coordinator, the successful candidate will be responsible for overseeing, organizing, tracking, and managing all aspects of the Rapid Response Fund (RRF) cycle, to ensure thorough administration of all grant requirements from nomination, to approval and monitoring. The Grants Manager will oversee all aspects of the donor-provided grant activity database in order to track each grant from project start-up through to project completion.

The Grants Manager will administer programme grant activities to ensure that grant content and the process consistently meets the programme objectives and IOM standards. Responsibilities also include a) tracking of project procurement and logistics activities, b) financial operations and other aspects of each grant to ensure grant transparency, c) project implementation, reporting, control and monitoring.

Core Functions / Responsibilities:

1. Oversee the rapid development, tracking and control of grant concepts and approved grant activities.

2. Oversee the staff of the Grants Department and Database team; provide training on all related aspects of the grants processes and database, and ensure integrity of performance within the Grants Department and Database team.

3. Maintain the missions Database to ensure that all hardcopy and electronic (i.e. eRooms and database “Document Registry”) documents for all grants are completed, filed and are in order. Revised and improved processes as appropriate in coordination with the Programme Manager.

4. Be responsible for the overall quality of grants documentation in English, and for the timely encoding of all relevant grant information that meet RRF criteria. Serve as a focal point for all changes made to grant records and grant approvals.

5. Develop, enhance and maintain systems of communication and data transfer with programme counterparts in field offices. Liaise with and provide training to appropriate field staff to document the grant cycle and maintain appropriate, programme-wide standards of grant integrity, data collection and management, and information flow.

6. Review the narrative components of all grants and reports closely to ensure that the grant development process and approved grant records successfully convey the goals and strategic objectives of the programme.

7. Periodically review the programme’s grant process including but not limited to: a) financial and procurement aspects (to ensure compliance to accounting standards and controls); b) programmatic aspects (to ensure that grant activities reflect the overall ‘intent’ and objectives of the programme.

8. Maintain and update the reporting system of programmatic activity for donors, and counterparts within the programme, the Mission and IOM as required. Provide to donor the weekly activity notes/grant updates, oversee the weekly upload of the Database on eRooms, and all other requested grant-related information.

9. Report on the on-going cycle of grant operations in accordance with the priorities established by the programme senior management team, and according to the established IOM procedures for the administration of grants.

10. Ensure that the project database include centralized financial tracking of all grants. Liaise regularly and actively with financial, administrative, logistical and procurement units in order to further programme objectives and ensure that programme standards are followed.

11. Oversee the revision and updating of the database, including submission of grants, budget and grant amendments as required.

12. Oversee and maintain the program’s filing and safekeeping system, provide reports and run queries on the database in a timely manner as requested by the Programme Manager and/or Field Coordinator. Develop reporting templates and refine existing mechanisms as required to ensure appropriate institutional memory in the area of grants activities and management.

13. Maintain and update the Grant Matrix, and provide weekly updates to the Programme Manager.

14. Work with the administrative and finance teams of the in IOM Mission in Sudan to ensure the regular reconciliation of Grants Database financial tracking within IOM financial systems.

15. Perform such other duties as may be assigned.

Required Competencies

Behavioural

• Takes responsibility and manages constructive criticism;
• Works effectively with all clients and stakeholders;
• Promotes continuous learning; communicates clearly;
• Takes initiative and drives high levels of performance management;
• Plans work, anticipates risks, and sets goals within area of responsibility;
• Displays mastery of subject matter; • Contributes to a collegial team environment; • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
• Displays awareness of relevant technological solutions; • Works with internal and external stakeholders to meet resource needs of IOM.

Technical

• Delivers on set objectives in hardship situations;
• Effectively coordinates actions with other implementing partners;
• Works effectively with stakeholders, beneficiaries and the broader community to advance country office or regional objectives.

Required Qualifications and Experience

Education

• Master’s degree in Business Administration, Management or a related field from an accredited academic institution with two years of relevant professional experience; or • University degree in the above fields with four years of relevant professional experience

Experience

• Experience working with the United States Agency for International Development (USAID) programmes required, preferably of the Office of Foreign Disaster Assistance (OFDA); knowledge of USAID rules and regulations; • Experience required in at least one of the following: Small grants, in-kind grant management and compliance, infrastructure works procurement, and/or civil society strengthening; • Experience in budget with financial management is required; • Experience in political analysis in a complex crisis settings, operational activities in a post-crisis or emergency area an advantage; • Knowledge in RRF database management as part of grants administration is required; • Experience in graphic design, Power Point, database or other software to generate sophisticated reporting an advantage.

Languages

Fluency in English is required. Working knowledge of Arabic an advantage.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by April 21, 2014 at the latest, referring to this advertisement.

For further information, please refer to:

http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-...

In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications.

Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.