Grants Management Coordinator

Contract

This is a DRC - Expatriate or National contract. More about DRC - Expatriate or National contracts.

Danish Refugee Council is one of the world’s leading humanitarian NGOs, working in more than 40 countries to provide adequate assistance with a rights-based approach to refugees, asylum seekers, internally displaced persons, returnees and migrants. DRC is currently looking for a highly qualified Spanish and English-speaking Grants Management Coordinator for his country office in Venezuela. This is an opportunity for an experienced professional to support DRC’s emergency response in Venezuela.

DRC established operational presence in Venezuela in 2019 to meet the urgent needs of internally displaced people and vulnerable host communities. DRC is currently scaling up its response in Venezuela through an integrated programming. Primarily based on protection activities (protection monitoring, individual protection assistance, community-based protection, prevention and response to Gender Based Violence (GBV), legal assistance and case management), the response also includes components of food security and economic recovery, and disaster-risk reduction activities. DRC is currently active in Apure, Zulia and Sucre, both through direct and indirect implementation, with a strong capacity-building component.

The Grants Management Coordinator is responsible for overseeing the grants management of Venezuela CO portfolio in accordance with donor and DRC regulations. This includes ensuring effective proposal development, donor compliance, timely reporting, and overall accountability to donors. The position reports to the Head of Programme and collaborates closely with Support Services Managers, Technical Coordinators, and the Senior Management Team on all grants-related matters, compliance, and partnerships.

Responsibilities:

Daily Grants Management and Administration

• Ensure high-quality contract management in close cooperation with SMT, anticipate and identify potential risks, and implement mitigation strategies; communicate with donors and prepare modification requests and other contractual documentation as required.
• Coordinate and facilitate meetings for grant kickoff/opening, review and closing, including monitoring progress against timelines and action points and actively participate in the KPI meetings hosted among CO, RO and HQ.
• Monitor and update that DRC's Grants Management Card on Dynamics and internal documentation systems (SharePoint) are fully updated and ensure high-quality of Project-Grant data and work with HQ focal points and the Grants Management Specialist to address any issues.
• Review and update the grants tracker and ensure regular communication with DRC regional offices, headquarters, and field teams when required in line with the Workstreams.
• Facilitate the coordination and communication between DRC and its partners in terms of grants management, contract compliance and quality assurance. And ensure it is in line with DRC Implementing Partners SoPs.
• Participate in new staff inductions by providing an overview of grants functions, active grants and relevant project documents.
• Provide ad hoc support and guidance to programme staff on grants management and business development-related issues.
• Address ad hoc requests from donors in liaison with SMT and program and support service teams.
• Conduct visits to field locations as possible/needed.

Compliance Monitoring and Quality Assurance

• Act as the Grants/Contract Management Donor Compliance Focal Point in the CO, ensure understanding of contractual obligations and regulations, and seek support from HQ GMS for any questions.
• Provide advice on DRC Grants Management Volume and Donor Compliance matters in collaboration with the HQ GMS to HoP, HoSS and CO and raise any grants and contract management risks to the relevant SMT or RO member for further action.
• Quality control on all contracts before signature, seeking DRC RO and HQ GMU and finance advice when required and facilitating the signing of grant agreements.
• Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, M&E and Operations team.
• Troubleshooting identified gaps for meeting deliverables in the given timeframe and budget, informing relevant staff in the country and seeking DRC HQ Program Department advice on potential solutions that would meet donor rules.
• Lead on contract amendments, including cost /no-cost extensions and project revisions, in coordination with relevant internal stakeholders.
• Actively participate in Global Grants Community Meetings to stay up to date with DRC Grants Management Best Practices as well as new regulations and requirements from donors.

Reporting and New Business Development

• Coordinate provision of training in proposal development and reporting for grants and program teams, including relevant field staff.
• Work with the Regional New Business Development and the HoP to update the donor mapping and funding tracker, keeping abreast of funding trends and donor strategies, paying special attention to diversifying the funding portfolio and the CO fundraising strategies.
• Support HoP in maintaining active and regular communication with donors, ensuring timely response to communications and coordinating with relevant country team members on high-quality feedback.
• Participate in external Coordination and fundraising-related meetings as delegated by HoP
• Support the HoP in the Go No Go meetings for new grants and lead the proposal planning meeting.
• Collaborate with program technical coordinators, area managers, support services and implementing partners to gather their input for proposal development. Edit and compile the final draft of the proposal and annexes and ensure that they meet the required quality standards before submitting them to the Head of Programmes for review.
• In collaboration with MEAL team, ensure that Project proposal development and donor reporting are informed by reliable organizational data and learning.
• Ensure involvement of DRC RO or HQ in Quality Assurance of reports or proposals when needed, particularly for strategic grants.
• Assist on communication, negotiations and coordination with donors and external stakeholders.
• Promote Diversity, Equity & Inclusion and display respect, care and interest in all employees.

Any ad-hoc tasks assigned by the Head of Programme

Experience and technical competencies:

• Excellent communication and interpersonal skills, including the ability to build relationships with internal and external stakeholders.
• At least 5 years of experience in grants management, preferably with an international NGO or other donor-funded organization.
• Knowledge and experience working with multiple sectors including protection, food security and livelihood, WASH Proficiency in Microsoft Office and other relevant software, including Word, Excel and PowerPoint.
• Solid experience in the compilation of donor proposals, modification requests and reports; with practical experience in working with UNHCR, BPRM, BHA, SIDA, ECHO, IOM, private foundations.
• Knowledge of donor rules and regulations.
• Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment.
• Excellent communication, coordination, influencing and interpersonal skills.
• Demonstrate ability in thinking creatively and practically to improve the quality of projects.
• Ability to lead and work within a multi-cultural/diverse team.
• Commitment to Humanitarian principles and DRC values.

Education:

University Degree in Social Sciences, International Development or relevant fields.

Languages:

• Fluency in English (speaking, writing, reading) is essential.
• Communication skills in Spanish is preferred.

We offer:

Designation of Duty Station: Caracas, Venezuela (Non-family Duty Station). Start date: July 2023 Contract Length: 1 year renewable depending on funding performance. Individual Housing allowance (Expat Contract).

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for expatriate staff. Level: G1 – non management.

Application process: Applications must be submitted through this page by clicking Apply button. All applicants must send a cover letter and an updated CV (no longer than two 2 pages) in English. No application sent by email will be accepted. For information about the position, please contact DRC Venezuela Country Director [email protected] or DRC Venezuela HR Team Leader [email protected]

Closing date for applications: July 10, 2023. Please note that the applications will be reviewed on a rolling basis