ECW Finance and Operations section is searching for a consultant who would support its Programme Fund Manager and Information Systems Manager in collecting data for the Grants Database (DB) and analyzing various aspects of grant-making processes as well as ECW Secretariat operations. This task involves close coordination with the Grants Management Team, Finance/Operations and Information System Management Team as well as UNICEF Fund Support Office (FSO). Based on the analysis, the consultant is expected to frequently advise the Programme Funding Manager and the Information Systems Manager of any improvements to be made in the data management processes to increase efficiency and productivity. The consultant is also tasked to review and support maintaining the online filing system and make recommendations to improve the system to help GM and other ECW Secretariat colleagues easily locate grant-related files, particularly reports and agreements. Lastly the consultant is expected to assist both the Programme Funding Manager and the Information Systems Manager in procuring a web-based grants management system for ECW.
Scope of Work:
Data Collection – Different data that are relevant to the grant-making processes will be collected. They include type of organization and parent organization as well as dates related to proposal submission, ExCom decision, FTR submission, GCL issuance and funds disbursement.
Identify and list all relevant data points required for the grant-making processes, including type of organization, parent organization, proposal submission dates, ExCom decision dates, FTR submission dates, GCL issuance dates, and funds disbursement dates.
Develop a comprehensive data collection plan, including sources, methods, and tools to gather the required data.
Collect and input the specified data according to the data collection plan, ensuring accuracy and completeness.
Verify and validate the collected data to ensure its reliability.
Communicate on the new data availability to other units as required.
Data Analysis – Based on the data collected, a series of analyses of the various aspects of the grant-making process are performed. They include timeliness in processing requests and making disbursements. Other analyses will be determined upon discussion with Programme Funding Manager and Information Systems Manager.
Conduct an analysis of the timeliness in processing grant requests and making disbursements based on the collected data.
Schedule meetings with the Programme Funding Manager and Information Systems Manager to determine additional analyses required to assess the grant-making process comprehensively.
Perform the additional analyses as discussed and agreed upon during the meetings.
Document the results of all data analyses, highlighting key findings and trends.
Reporting and Monitoring – Based on the analyses as well as at the request of Programme Funding Manager, recommendations to improve efficiency and productivity in relation to the grant-making process will be made. In addition to a report to be produced towards to the end of the contract, the consultant is engaged with the ongoing grant-making process to provide onsite advice; hence, it is essential that the consultant be based in the same duty station (office) as Programme Funding Manager.
Prepare a report containing recommendations to improve efficiency and productivity in the grant-making process based on the results of the data analysis.
Schedule regular meetings with the Programme Funding Manager to discuss findings and recommendations.
Provide onsite advice and support to the ongoing grant-making process, collaborating closely with the Programme Funding Manager at the duty station (office).
Monitor the implementation of recommendations and provide feedback on their effectiveness.
Prepare monthly update to be disseminated within the secretariat.
File Organization – As part of data collection and data analyses, any relevant files including reports are registered and organized in the database. In this process, any improvements in file organization system will be recommended
Review the current file organization system and identify areas for improvement.
Propose a more efficient and effective file organization system based on best practices.
Implement the recommended changes to organize all relevant files and reports in the database.
Ensure that the revised file organization system is user-friendly and easily accessible to relevant stakeholders.
Assist ECW colleagues to navigate the current systems (induction, training, capacity building, etc.).
Provide support in handling ECW secretariat request to access specific grant materials.
Focus on improving the ECW current Grants Management system by providing support in the assessment, procurement, and implementation of an improved system for grants management by facilitating coordination between ECW and vendor, supporting the development of an ECW system concept note, liaising and providing feedback on features, launch and training etc.
To qualify as an advocate for every child you will have…
An advanced university degree (Master’s or higher) in Business Administration, International Relations/Studies, Library Science
A minimum of 5 years of relevant professional experience in administering data and files, including at least 1 year with organisations that work in the area of development and humanitarian assistance in developing countries.
Advanced proficiency in MS SharePoint, MS Teams and MS Excel. At least 6 months of experience in data and file management, using MS SharePoint, required.
Proficiency in JotForm (for data collection) required; proficiency in CRAFT (for information sharing) required.
Fluency in English is required.
Fluency in French required (DELF B2 or above; proof of certificate required). Knowledge of another official UN language (Arabic, Chinese, Russian or Spanish) or a local language is an asset.
Developing country work experience and/or familiarity with emergency is considered an asset.