Grants Management Specialist - HQ

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Who are we?

DRC operates through grants, contracts and funds managed directly at HQ and through grants, contracts and funds managed in country and regional offices. The Grants Management Unit (GMU) manages and supports the various granting modalities to differing degrees.

The mandate of GMU is to support colleagues across DRC in efficient and effective grants management, ultimately aiming at timely and high-quality assistance to the field operations, thereby to the People of Concern. While daily grants management is centered at the field, or legal entity level, the HQ GMU provides a layer of support and oversight ensuring internal and external compliance, timely instalment management ensuring overall DRC cashflow and liquidity, and document and data management through DRC Dynamics (DYN) enabling audit readiness and strategic analysis of DRC’s grants portfolio.

The GMU comprises Grants Management Specialists covering country (legal entity) portfolios split between the 4 regional offices. The GMU is led by the Head of Unit (HoU) and supported by a Global Grants Advisor and a Student Assistant.

About the job

Purpose of the role

The Grants Management Specialist (GMS) will support the Regional Offices, Country Offices (CO), and HQ in grants management by providing technical support, expert advice, capacity building on the Grants Card-Dynamics, compliance and quality checks or HQ-submitted grants, the GMS is further accountable for updating and managing the data record in DYN. Throughout the project cycle on an HQ-submitted Grant, the GMS works closely with relevant grants, program and finance colleagues in both HQ and the field including participating in monthly Budget Follow-Up (BFU) meetings and general financial aspects of grant management such as milestone and payment (instalment) settlement.

The GMS has a control and oversight function for all field grants in their portfolio countries through DYN and BI tools and provides ad hoc support to field-based grants colleagues. The GMS further ensures that relevant colleagues across their assigned portfolios are empowered to understand and implement grants management processes in DYN and global DRC policies and procedures pursuant to grants. The GMS is expected to be deployed to COs in case there is a need for gap-filling, substitution, and technical support.

The GMS will be the contact focal point for implementing partner vetting, Annex 2 and due diligence.

Daily grants management and administrative technical support:

  • Act as the global focal point for implementing partner vetting, Annex 2 and due diligence.
  • In close coordination with the relevant CO, updating grants information, incl. uploading of relevant documentation in Dynamics for HQ submitted grants within their assigned geographic portfolio.
  • Management of instalments by ensuring payment requests are submitted in a timely manner matching the instalment schedule in DYN and following-up/cleaning-up on unallocated or unsettled instalments.
  • Reaching out to donor representatives when needed and maintaining professional communication.
  • Quality check of submission of proposals and reports via donor compliance for the HQ donors to the extent which necessary documents are received within agreed upon timeline and in line with the contract.
  • Instalment management, incl. resolution of unallocated instalments (Annex 2).
  • Work in close coordination with Business Controller and Senior Operations Advisors (SOAs) at HQ to further support Country Missions.
  • Ownership of electronic grant management forms, incl. e-CT forms.

Expert Advice and Guidance:

  • As Grants Card Superuser, provide expert advice to CO on the usage of the grants card on Dynamics.
  • Support CO grants management focal points in finding and filling out the necessary HQ documents for in-country submitted proposals.
  • Provide daily support to solve incoming issues/inquiries from COs from their assigned portfolio, facilitating the communication between them and the relevant stakeholders.
  • Provide support to COs in ensuring up to date and complete information in DYN for field grants through creation and monitoring of BI reports.
  • Support to field grants focal points within their portfolio including administrative tasks such as payment requests, authorisations, and DYN creation and vetting of implementing partners.
  • Provide advice on donor compliance issues in coordination with Donor Compliance team at HQ and the Global Grants Advisor.
  • Raise grants and contract management risks to the relevant Senior Operations Advisor (SOA) and provide inputs in the case handling.
  • Guide and advise CO grants focal points on project and grants data quality by using the Grants PowerBI and the project and grants data quality PowerBI.

Substitution, surge capacity and technical support

  • Support COs in filling the CO grants management role when approved and agreed upon by and between the HoU, relevant GMS and CO SMT and in line with the substitution modality/SoP.
  • Provide advanced technical assistance to CO in cleaning data, grants card, quality of data and trainings when agreed and approved by GMS, HoU and CO SMT.
  • Provide coverage for other GMSs on deployment by temporarily taking on parts of their portfolios.

About you

To be successful in this role we expect you to be detail-oriented, patient, and persistent, flexible to respond to urgent request from both field colleagues and HQ management and having a solution-oriented attitude.

Moreover, we also expect the following:

Required

  • At least a bachelor’s degree in relevant field

  • At least 2 years of field experience from a country or regional office in a humanitarian/development organization (either as a national staff or as an expatriate) – preferably in a grants or program position.
  • Excellent communication, coordination, and collaboration skills.
  • Sound understanding of Grants Management and the grants management phases.
  • Willingness and ability to travel to DRC COs and ROs.
  • Proficiency in written and oral English as well as French.

Desirable:

  • Experience working with EU donors (specifically ECHO) and US donors (BHA, BPRM)
  • Advanced experience using Microsoft Applications, especially Excel and Power Automate
  • Experience organizing and implementing online & live events

All employees should master DRC's core competencies: Communicating, Taking the lead, Collaborating, Striving for excellence and Demonstrating integrity.

We offer

Contract Length: Permanent

Working hours: 37 hours per week including lunch

Workplace: DRC Head Office, Borgergade, Copenhagen, Denmark

Start date: 1st June 2023 or as soon as possible

Salary and conditions will be in accordance with the agreement between DRC and the AC organisation.

This is a national position for which local terms and conditions apply. Please note that you need to have the right to work in Denmark (through nationality or obtaining a work visa) in order to be considered for this role.

Application process

All applicants must send a cover letter and an updated CV in English. Apply online via the link.

Closing date for applications is 2 May 2023. Due to urgent recruitment needs interviews will be conducted on a rolling basis.

Further information

For questions regarding the vacancy please contact The Head of Grants Management Unit, Ali Al Mokdad [email protected]

For further information about the Danish Refugee Council, please consult our website drc.ngo.


Information og data

Denne ledige stilling har jobtypen "Øvrige", og befinder sig i kategorien "Øvrige stillinger".

Arbejdsstedet er beliggende i København

Jobbet er oprettet på vores service den 28.4.2023, men kan have været deaktiveret og genaktiveret igen.

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