Grants Coordinator

Location: Accra, Ghana

Company: Plan International

The Organisation

 

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

 

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

 

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

 

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

 

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

Job Description

Position Country Office (CO) Grants and Resource Mobilization Coordinator Grade C2
Department & Location Grants Department, Country Office, Accra Date 28/06/2011
Reports to (position): Business Development Manager
Purpose: To support the Business Development  Manager in the development of innovative approaches in mobilizing resources at the community, local and international levels, research into funding opportunities inside and outside of Ghana, support the Business Development Manager in the development of proposals and concept notes in line with program needs and donor requirements, and ensure high-quality submissions by established deadlines and in ensuring donor compliance and timely grants reporting.

 

Dimensions of Role:

 

  • Contributes to the Country Resource Mobilization targets.
  • Area of Responsibility – Country Office

 

Typical Responsibilities – Key End Results of Position:

 

Grants Reporting: Support Grants Reporting to ensure they meet donor requirements and produce no negative/adverse feedback. To do this, the role will:

  • Develop, updates and maintenance a schedule for grants reporting detailing the donor, reporting requirements, type of reports, deadlines
  • Facilitate timely follow ups on donor deadlines

 

Grants Acquisition and Management

  • Ensure readily available data per CS Objectives for easy reference for proposal and concept note development.
  • Call for proposals and concept notes from PIIAs
  • Maintain a database of all proposals received for easy reference by grouping the proposals received by CP Objectives and by PIIAs
  • Maintain a photo bank on grant funded projects per PIIAs
  • Maintain a database of reports to NOs per PIIAs
  • Review concept notes and proposals developed from the field per CS Objectives for submission to the Grants Manager
  • Draft FADs
  • Ensure that FAD files are updated with relevant information including FAD, reports, MOUs, Contracts, addendums, etc on a monthly basis
  • Monitor Grants Implementation in the field.

Grants Systems Management

  • Provide information on discrepancies between GL and SAP grants expenditures to Business Development Manager for these to be rectified after GL closure
  • Provide updates on grants information to PIIAMS and managers of grants projects monthly regarding discrepancies between GL and PPM expenditures against planned budgets
  • Support the Grant Manager maintain FADs in GTS and GL
  • Verify PO Content to ensure outputs corresponds to FAD and recommend actions to Business Developemt Manager

 

Donor Relationship Management:

  • Facilitate timely follow ups on donor deadlines and ensure that all donor queries are adequately addressed
  • Review reports due NOs and ensure that reports meet donor reporting requirements as per FAD and other documented agreements and recommend actions to Grants Manager

 

Budget Management

  • Prepare and Manages the Grants Department budget
  • Review reports submitted from the PIIAs in terms of expenditure vrs actuals and approved output codes on FAD,  against reporting before submitting to Business Development Manager
  • Verify grants PO content to ensure PO budgets agree with approved FAD budget  and approved proposal and recommend action to Grants Manager
  • Support the preparation and review of grants proposal budgets

 

Co-ordinating Donor Visits

  • Co-ordinate agreed donor visits in consultation with the with the PUMs and CMT as appropriate
  • Liaise with the Admin Department on logistics
  • Liaise with Communication and PR Advisor to ensure that donors are adequately given orientation in terms of security, culture, etc
  • Liaise with the PIIAMs to identify funding opportunities for marketing during the donor visit

Liaise with the PUM to prepare communities prior to donors visits

 

Others

  • Fulfill Plan’s Child Protection Policy at all times
  • Perform any other duties that may be assigned from time to time.

 

Dealing with Problems:

  • Provides support in the implementation of the country’s grant and resource mobilization activities that meets the requirements of the FB and other policies and procedures
  • Prepares the Grants Department PO and advices the Business Development Manager on the PO performance
  • Conducts Field visits for reports verification and validation
  • Works with minimum supervision

 

Communications and Working Relationships:

 

  • There is a medium contact with program unit staff in the field for field proposals and project reports
  • Maintains low contact with Plan Grant partners

 

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Gained through education, training, & experience

 

Qualification and Experience:

  • A Degree in relevant field such as international development, Planning, Management, Marketing and Communication and in social sciences, etc.
  • A minimum of 3 years of relevant professional experience in Grants Acquisition and Management
  • Preferably at least 2 years work experience with international development or humanitarian organizations.
  • Report writing skills

 

Demonstrated behaviors needed by the postholder to successfully perform the role:

  • Promotes team work
  • Promotes innovation and learning
  • Communicates clearly and effectively
  • Gains, develops and retains credibility about his/her performance

 

Skills Specific to the post needed to put knowledge into practice.

  • Good knowledge of funding cycles, strategic priorities, and requirements of donors
  • Good Resource Mobilization skills
  • Good proposal and report writing skills.
  • Fundraising skills
  • Average Financial Management skills
  • Proficient in Microsoft application and use of relevant software and other applications
  • Self-starter takes initiative and works with minimal direct supervision.
  • Strong inter-personal and cross-cultural skills.

 

Physical Environment and Demands:

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

 

Travel requirements

This position entails 30% travelling within communities in the program unit.

 

Level of Contact with Children:

 

Mid contact: the job responsibilities of this position requires occasional contact with children and it is expected that children shall be protected at all times.

Location: Country Office-Accra

Type of Role: Grants Management

Reports to: Business Development Manager

Grade: C2 

Closing Date: 16th June 2022

 

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

 

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

 

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

 

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

 

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

 

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

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