Grants Program Support Officer

Job Description

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This role provides administrative support to Regional Resource Development Unit, Regional Advocacy and Campaigns Unit and Regional Communications Unit. For assigned Regional post, the Grants Program Support Officer (GPSO) will provide program development, grant management, and resource acquisition with high standards of appropriateness, timeliness, and effectiveness. The position serves as the partner/donor external engagement focal point in the region by serving as the lead Proposal Pro facilitator, tracks and assesses external engagement by East Africa Regional Office (EARO) and National Offices (NO) staff, and develops external engagement material in coordination with Communications Department and IP&S.

MAJOR RESPONSIBILITIES

25%

Resource Acquisition and Grant Management

Manage and track all funding opportunities shared with National offices ( NO's) by Regional office ( RO) , Support Office (SO), Global Centre (GC) and donors and ensure this is part of the donor landscape analysis for the Region Manage and update the Donor/Partner Engagement Plan by Technical Advisors and GAM Unit Track and monitor external engagement in EAR and disseminate to NO, RO, and SO staff to ensure strong donor/partner relations and strategy alignment and increased resources In collaboration with Technical Advisors and Communications Department, maintain up-to-date capacity statements for external stakeholders that can be presented at short notice. Coordinate with EAR Grant Finance to support in effective and reliable monitoring and management of development, emergency and rehabilitative programs. Review and provide support to proposal development in the region and the National Offices.

20%

Capacity Building Facilitator and Coordinator

Enroll selected NO staff to the Proposal Pro online Training and produce NO staff status and performance reports by tracking Proposal Pro module completion Plan, Coordinate & Facilitate Proposal Pro face to face workshop in NOs that have completed the online modules Follow up on a quarterly basis using the blended learning approach and ensure that NO Proposal Pro participants are utilizing the training skills in developing proposals, donor engagement and budgeting and ensure certification of participants after writing the required number of proposals. Identify gaps in the NOs and any Grant related training needs that they may have through constant communication with the GAM Leads and identify experts to address the needs NOs require

20%

Risk Mitigation and Risk Assessment

Review the risk assessment for grant approval forms submitted by NOs to ensure risks are well articulated, staff qualifications and experience are well document, mitigation strategies are clearly outlined, risks are correctly ranked as low, medium, high and ensure RO sign off by RDU, relevant LC, Regional Finance, Regional Leader and Global Field Operations Ensure that all risk assessment for grant approval above US$1 million are reviewed and signed by RO and Global Field Operations Manage and track all No-Go decision that are taken by NO & RO and produce a trend analysis on a quarterly basis showing value of opportunities not pursued by each NO, donors, and the reasons for the no-go decision. Share this information with NOs to ensure that they conduct post no-go reviews to inform their future go/no-go for similar opportunities. Conduct a quarterly analysis against the RAF’s submitted and produce a report

15%

Administrative Responsibilities Administrative support to Regional Communications, Resource Development, Advocacy and campaigns Directors

Coordinate and plan for team meetings and conferences (f2f and online); Support team members to make travel arrangements; Coordinate and plan for Webex meetings for the departments as they arise; Coordinate and consolidate the team inputs for monthly and quarterly reports

10%

EAR GAM Hub Coordinator

Survey NOs, RO, and SOs to attain their priorities, assess the results, identify key experts throughout the partnership to address their concerns, and coordinate development of the agenda Coordinate logistics and accommodation of local and international attendees the Come up with the Agenda for the meeting in collaboration with the RDU Team Develop a GAM HUB Report and Action Plan to disseminate to all stakeholders

5%

EAR GAM Databases

Manage EAR Regional GAM database on WV website and ensure information is updated on a quarterly basis. Regularly inform NO GAM Teams regarding new information and circulate the relevant link on a regular basis for easy access and reference for NO staff Collect key best practices related to GAM process from National Office and ensure that there are posted into the database and shared during the GAM Hub meetings. Circulate best practice information and documents from Global GAM CoP to NOs & SOs for institutional learning as part of the GAM Hub

5%

Others

Carry out additional responsibilities as assigned by the Regional Resource Development Director Attend and participate in devotional meetings

Required Professional Experience

Experience in establishing and managing a database or capable of managing a database. Experience in working with, coordinating and supporting National Offices. Excellent English languages skills; written and verbal. Demonstrated writing skills and working with excel spreadsheets. Innovative and the ability to think outside of the box. Team player; the ability to work as part of a diverse team to achieve the overall goal.

Required Education

Educational level required: Bachelor Degree in social sciences, strategic management, business administration