GRANTS AND CONTRACTS OFFICER – WoMin

Key Responsibilities

• Grants and donor administration
• The Grants and Contracts Officer will:
• – Maintain and regularly update the donor and grants register.
• – Develop and maintain quarterly donor reporting schedules.
• – Circulate donor reporting schedules and calendar invitations to staff.
• – Monitor reporting deadlines and provide timely reminders to programme teams.
• – Track donor income and maintain accurate grant income data.
• – Ensure donor reports are prepared and submitted using the correct proposals, donor templates and formats.
• – Coordinate multiple contributions from programme staff to donor reports.
• – Undertake initial review of submitted reports from programme coordinators to ensure alignment to donor reporting needs.
• – Undertake initial consolidation of data in some reports.
• – Upload reports and/or complete information on donor online platforms.
• – Maintain online filing and capture of donor contracts and grants by year and donor.
• – Administratively coordinate proposal development, including compiling organisational information and coordinating due diligence processes, and support proposal development as needed.
• – Track donor queries, follow up and ensure that they are timeously responded to by staff.
• – Develop a schedule indicating which programme staff are the primary link for different funders and provide regular reminders to programme staff to ensure they keep contact with and update donors.
• – Undertake research on and analysis of potential funders, identifying those with the highest potential and establishing potential entry points through funded organisations.
• – Work with the Programme Manager to develop and maintain an annual schedule of deliverables due to funders according to contracts and update it as needed during the year as contracts are signed.
• – Alert the Programme Manager and team leads to new deliverables required by donor contracts.
• Contracting relations with partners and allies
• The Officer will:
• – Work with the Movement Support Unit head, Programme Manager and team leads to identify and agree the most critical partners and allies for sub-regional and national/sub-national convergence support and campaigns building.
• – Work with the Programme Manager and Head of MSU, as well as NGOLaw, to build a standardised Memorandum of Understanding to guide relations with partners and allies.
• – Adjust and update the standard partner contract used when any funding is involved in WoMin’s relationship with other organisations.
• – Support the Programme Manager and team leads to develop MoUs and partner contracts as needed to support the building of clear and mutually accountable relations.
• – Maintain a tracking system for MoUs and contracts to ensure that they are extended and/or renewed as needed.
• – Develop and maintain a schedule to ensure that reflection and relationship-building conversations involving the Programme Manager, MSU lead and team leads with partners and allies are sustained and deepened.
• – Where reports are needed in terms of partner contracts, ensure that a suitable format is agreed which meets donor reporting requirements.
• – Build a tool for tracking reporting requirements as per partner contracts.
• – Support organisational and partner due diligence and compliance processes as needed.
• – Ensure alignment between donor grant agreements and partner sub-granting contracts where funding is involved.
• Support to basic data and information management
• The Officer will:
• – Maintain and regularly update a database of partners and allies per country, sub-region, Pan African and global geographies.
• – Work alongside responsible staff to develop and update other WoMin resource and knowledge databases, such as service providers and consultants.
• – Support the maintenance, organisation and updating of organisational information alongside other responsible staff.
• – Support the development and implementation of information management systems and processes that strengthen organisational learning.
• Internal organisational processes
• The Grants and Contracts Officer will:
• – Contribute to the organisation’s internal processes and projects as required by the long-term strategy, operational plans and management needs.
• – Provide capacity-building support to staff in relation to some of the tasks and responsibilities outlined above.
• – Provide input to WoMin’s strategy, annual and project plans.
• – Report on the work of this function, as and when required.
• – Undertake additional organisational tasks as negotiated with the Operations & Grants Manager, as well as the Director and Programme Manager.

Requirements

• Minimum five years’ experience in projects and programme administration and/or coordination, preferably in national/regional NGOs and non-profits.
• A Diploma or bachelor’s degree in social sciences, information management or a related field is desirable.
• Good coordination and administration skills and abilities.
• Good verbal and written communication skills.
• Ability to multitask.
• Ability to work independently and within teams.
• A proactive and creative approach to responding to challenges and escalating as needed.
• Ability to prioritise tasks.
• Effective time management.
• Ability to work under pressure and cope with strict deadlines.
• Ability to work with remote programme teams.
• Ability to communicate with individuals from diverse backgrounds.
• Strong attention to detail.
• Good knowledge of MS Office programmes, including Word, Excel and PowerPoint, and the internet.
• The applicant must speak and write English. It is highly desirable that the applicant can also communicate in a second widely spoken language on the continent, such as: Swahili, French, Portuguese, Arabic, Fulani

How to Apply