Grants & Contracts Officer

About the Job

The Grants and Contracts Officer will support WoMin's donor and partner accountabilities by strengthening grants administration, donor compliance, and partnership contracting. The role includes information management as a secondary function.

The roles reports to the Operations & Grants Manager with soft lines to the Programme Manager, and the Movement Support Unit lead.

Key Responsibilities

Grants & donor administration (core responsibility)

Maintain and regularly update the donor and grants register.

Develop and maintainquarterly donor reporting schedules.

Circulate donor reporting schedules and calendar invitations to staff.

Monitor reporting deadlines and provide timely reminders to programme teams.

Track donor income and maintain accurate grant income data.

Ensure donor reports are prepared and submitted using the correct proposals, donor templates and formats.

Coordinate multiple contributions from programme staff to donor reports.

Undertake initial review of submittedreports from programme coordinators to ensure alignment to donor reporting needs.

Undertake initial consolidation of data in some reports.

Uploading reports and/or completing information on donor online platforms.

Online filing and capturing of donor contracts and grants by year and donor.

Administratively coordinate proposal development, i.e. compiling organisational information and coordinating due diligence processes, and supporting proposal development as needed.

Track donor queries, follow up and ensure that they are timeously responded to by staff.

Develop schedule indicating which programme staff are the primary link for different funders and make regular reminders to programme staff to ensure they keep contact with and update donors.

Undertake research on and analysis of potential funders, identifying those with the highest potential, and establishing potential entry points through funded organisations.

Work with the Programme Manager (PM) to develop and maintain an annual schedule of deliverables due to funders according to contracts and update as needed during the year as contracts are signed.

Alert PM and team leads to new deliverables required by donor contracts.

Contracting relations with partners and allies (core responsibility)

Work with Movement Support Unit (MSU) head, PM and team leads to identify and agree the most critical partners and allies for sub-regional and national/sub-national convergence support and campaigns building.

Work with PM and Head of MSU, as well NGOLaw, to build a standardised Memorandum of Understanding (MoU) to guide relations with partners and allies.

Adjust/update standard partner contract used when any funding is involved in WoMin's relationship with other organisations.

Support PM and team leads develop MoUs and partner contracts as needed to support the building of clear and mutually accountable relations.

Maintain tracking system for MoUs and contracts to ensure that they are extended and/or renewed as needed.

Develop and maintain a schedule to ensure that reflection and relationship building conversations involving the PM, MSU lead, and team leads with partners and allies are sustained and deepened.

Where reports are needed in terms of partner contracts ensure that a suitable format is agreed which meets donor reporting requirements.

Build tool for tracking reporting requirements as per partner contracts.

Support organisational and partner due diligence and compliance processes as needed.

Ensure alignment between donor grant agreements and partner sub-granting contracts where funding is involved.

Support to basic data and information management

Maintain and regularly update database of partners and allies per country, sub-region, Pan African and global geographies.

Work alongside responsible staff to develop and update other WoMin resource and knowledge databases such as service providers and consultants.

Support the maintenance, organisation and updating of organisational information alongside other responsible staff.

Support the development and implementation of information management systems and processes that strengthen organisational learning.

Contribute to the organisation’s internal processes and projects as required by the long-term strategy, operational plans and management needs

Provide capacity-building support to staff in relation to some of the tasks and responsibilities outlined above.

Provide input to WoMin’s strategy, annual and project plans.

Report on the work of this function, as and when required.

Undertake additional organisational tasks as negotiated with the Operations & Grants Manager, as well as the Director and PM.

Requirements

Qualifications & Experience:

Minimum five years’ experience in projects and programme administration and or coordination preferably in national/regional NGOs and non-profits.

Diploma or bachelor's degree in social sciences, information management or a related field is desirable.

Competencies (skills, knowledge & abilities):

Good coordination and administration skills and abilities.

Good communication skills- verbal and written.

Ability to multitask.

Ability to work independently and within teams.

Proactive and creative in responding to challenges and escalating as needed.

Ability to prioritise tasks.

Effective time management.

Ability to work under pressure and cope with strict deadlines.

Ability to work with remote programme teams.

Ability to communicate with individuals from diverse backgrounds.

Strong attention to detail

Good knowledge of all MS office computer programmes e.g. word, excel, PowerPoint and the internet.

Language requirements: The applicant must speak and write English, and it is highly desirable that she can also communicate in a second widely spoken language on the continent, such as Swahili, French, Portuguese, Arabic and/or Fulani.

Please send your resume/CV