Job Opportunity at Plan International, Grants Management Coordinator – Reporting

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years of experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.

ROLE PURPOSE

This role provides hands-on support to project implementation teams on grants management, especially the development of reports to Plan International’s National Offices and/or Donors. The position works together with the Award Management Specialist to ensure Plan International’s implementation complies with donor regulations and internal controls.

Dimensions of the Role

• In coordination with programme (Heads of program & Technical Specialists), implementation (PU Managers, ER Manager, Project Managers and Project Coordinators) and Support (Finance, Operations, HR) staff develop timely and high-quality reports for assigned grants;
• Acts as a focal point between the Humanitarian Program, the CO and the National Organizations for information sharing and coordination of reports and other needed tasks related to Plan International’s humanitarian grants in the country;
• Works closely with the Award Management Specialist and Senior Grants Manager (Finance) in ensuring donor compliance;
• Develops expertise on donor requirements and expectations, particularly on reporting, and communicate these clearly to relevant personnel by training, on-the-job capacity building or other efficient learning/communication means, as appropriate.

Accountabilities

GRANT MANAGEMENT & COMPLIANCE

• Work together with implementation (project) teams and support areas to plan, develop and submit in time high quality reports and communications to donors and National Offices.
• In close coordination with Grant Managers (project managers and coordinators) is responsible to monitor the grants performance (through setup mechanisms e.g. project meetings, BvA discussions) and timely flag issues that require management attention and actions.
• Work with the BDM and Award Management Specialist to oversee the management of the grant, including timely implementation of planned activities and the appropriate expenditure of funds.
• Upon award, the role holder will be responsible for leading contract dialogue and finalization for local grants and feedback as needed for grants awarded externally or at National Office level.
• The role is also responsible for leading the contracting process and FAD stage 3 finalization processes including development of an inclusive RASCI
• Ensure awarded grants are accurately set up in Plan’s systems (SAP) to facilitate timely start-up of project.
• Participate in Plan and external network meeting around grants management and compliance
• Ensure donor and partner intelligence from projects in implementation is fed into new business efforts.
• Capacity building and training
• Contribute to institutional learning by thoroughly documenting & sharing fitting practices on grants management.
• Contribute to the identification of ‘bottle necks’ and lessons related to the management of grants, and supports in the regular improvement of work flows related to grants implementation.
• Develop and implement tools to foster timely and quality reporting as well as strengthen staff’s capacity on donor compliance.
• Create linkages between projects in implementation and new business efforts.

COMPLIANCE WITH GLOBAL POLICIES

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key relationships

• All program staff engaged in implementing the relevant projects with a focus on department heads given their technical oversight of the programme implementation;
• Donor representatives, Plan International National Organizations and the Plan International Tanzania Country Office staff including the Business Development Unit;
• Other Compliance and Reporting Coordinators;
• Other international NGOs, partners and Government staff, particularly those involved in refugee camps management tasks and responsibilities;
• Finance, Admin, ICT and HR staff as appropriate;

Technical expertise, skills and knowledge

Essential

• A Bachelor Degree in relevant area such as social science/development studies;
• At least 4 years of experience working in grant units and/or coordinating projects;
• Strong verbal and written communication skills in English, including strong editing skills;
• Ability to act as a positive role model and demonstrate conflict solving behaviours;
• Effective organizational skills;
• Excellent IT skills, including high-level MS word skills;
• Ability to build and foster collaborative working relationships with diverse stakeholders including project staff, partner staff, Plan International National Offices and Donors.

Desirable

• Experience working in an international NGO is a plus;
• Knowledge of Safeguarding and Gender Transformation;
• Knowledge of one or more of Plan International programmatic areas: child protection; education; livelihoods; adolescent sexual and reproductive health and rights (SRHR); maternal, new born and child health and nutrition (MNCHN); and humanitarian actions.
• Management, supervisory and leadership skills;
• Strong facilitation and training skills;
• Skills in communicating with multicultural populations;
• Ability to monitor project results and expenditures against work plans;

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people
• We strive for lasting impact
• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

The job holder requires 40% field work to be coordinated with BDM and Award Management Specialist in advance.

Level of contact with children

Mid contact: Occasional interaction with children

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