Thinking of a Career in Emergency Management?
- BY Nicole Pelette
The Danish Refugee Council (DRC) established operations in Tanzania in October 2015 to provide emergency assistance to Burundi refugees who were fleeing violence that ensued following the disputed presidential election in April 2015. From the onset, DRC’s operations in Tanzania have been based in Nduta and Mtendeli refugee camps.
He/she will be responsible for the effective management of DRC’s Tanzania-Burundi country program grants portfolio in accordance with donor and organizational regulations. Primary responsibilities will include developing a strong understanding of all donor contracts, information management of project documents, leading interim and final reporting processes, supporting program teams in the development of new project proposals, coordinating the opening of new projects and providing general support to the Area Managers and Country Director.
Programme Development and fund raising:
Support and initiate development of new project proposals and concept notes. Develop and update a donor matrix for current and potential donors clarifying their priorities, policies and anticipated calls for proposals. As part of the process, the Grants Management Manager will support the Area Managers and Country Director to build and maintained positive donor relationships.
Maintain thorough knowledge of all DRC grants contracts for Tanzania and Burundi to ensure understanding of contractual obligations and regulations.
This will include reviewing contracts, facilitating grant agreement processes and amendments, liaising with the logistics department to ensure logistics and procurement compliance, developing facts sheets for each new contract signed, and ensuring all contractual milestones are regularly communicated to relevant project staff.
The Grants Management Manager will develop and maintain program summary documents which outline DRC and DDG's ongoing projects, areas of operation, staffing, resources and general achievements.
Specific responsibilities will include managing and regularly updating all DRC projects in Dynamics in close cooperation with Regional Office in Nairobi and DRC HQ in Copenhagen. The Grants Management Manager will also maintain and regularly update hard files for all ongoing projects and assist in the coordination and preparation of project documents and files for internal and external audits.
The Grants Management Manager will in addition keep donors and stakeholders up-dated through Snapshot disseminations on DRC achievements in Burundi and Tanzania.
Coordinate with DRC’s project teams and finance department to ensure high quality and timely submission of donor reports. Ensure project teams are reminded of reporting dates, prepare reporting templates and provide guidance notes when necessary, edit and review for quality and clarity, and liaise with sector managers, Regional and HQ technical staff and donors for final submission and necessary revisions.
The Grants Management Manager will be responsible for maintaining and sharing, on a monthly basis, an up-to-date Rolling Action Plan of key reporting milestones and due dates.
Support all Managers, Coordinators and Team leaders during the development of project proposals. Furthermore, to develop and update a donor matrix, which maps current and potential donors in regards to their priorities, policies and anticipated calls for proposals. As part of the process, the Grants Management Manager will also support the Area Managers and Country Director to build and maintained positive donor relationships.
Grants Compliance and Openings
The Grants Management Manager will assist the Area Managers in organizing grants opening, close -out meetings as well as progress review and monthly /regular grants management meetings. Preparation for grants openings /closure meetings will include compiling all relevant project documentation, developing summaries of project contracts and proposals, liaising with field teams and support functions, and supporting the development of implementation plans which includes representation from each unit (finance, programs, logistics) and ensure proper follow up of issues raised.
Monitor and support the use of grants management tools amongst program teams to ensure accurate tracking of implementation, progress and timely alerts to potential challenges/obstacles.
Ensure compliance with DRC’s internal grants management requirements, with support from Regional Office and share information from RO and donor focal points regarding donor compliance
In development of reports and proposals, ensuring integration of information and recommendations delivered by the previous programs including from minutes of donor’s meetings, evaluation reports, audits
Participate in new staff inductions by providing relevant project documents, reporting deadline
Information management and communications
To ensure copies of all documentation (grant proposals, reports, budget etc.) are made available to share electronically with all managers. Ensure comprehensive grant files are maintained up to date and are available for use.
To assist the CD in context analysis and research regarding the current political, socio-economic, security situation in Tanzania and Burundi, as may be needed to inform strategy development or proposal writing. Assist CD to develop external communication tools as relevant for donor visits/meetings.
Training and capacity building
To offer training and capacity building of national staff on program reporting and progress monitoring. Keep informed on grants management support tools which can be shared with program managers and teams
Experience team worker