Job: Grants Manager

Location: IOM Somalia in Nairobi, Kenya
Closing Date: Tuesday, 10 December 2013

OPEN TO INTERNAL AND EXTERNAL CANDIDATES Position Title : Duty Station : : : : : :

Grants Manager IOM Somalia in Nairobi, Kenya* Official, Grade Equiv. P3 Special Short Term, six months with possibility of extension As soon as possible

Classification Type of Appointment

Estimated Start Date Closing Date Reference Code

December 10, 2013 SVN 2013/56 (O) - EXT

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants. IOM has a proactive recruitment policy to increase the representation of nationals of nonrepresented member states. Qualified applicants from the following countries will be favorably considered:

Algeria, Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Cambodia, Cape Verde, Cameroon, Central African Republic, Comoros, Cyprus, Czech Republic, Djibouti, El Salvador, Gabon, Gambia, Guyana, Holy See, Israel, Jamaica, Kyrgyzstan, Lesotho, Libya, Luxembourg, Madagascar, Maldives, Malta, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Niger, Nigeria, Papua New Guinea, Paraguay, Republic of Congo, Rwanda, Saint Vincent and the Grenadines, Seychelles, Slovenia, Somalia, South Sudan, Suriname, Swaziland, Timor Leste, Togo, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam, Yemen Applications from qualified female candidates are especially encouraged.

Context:

Under the overall guidance of the Chief of Mission in IOM Somalia office in Nairobi, and under the direct supervision of the Programme Coordinator for the Transition Initiative for Stabilization (TIS), the successful candidate will be responsible for organizing, tracking and managing all aspects of the TIS grant cycle, ensuring the thorough administration of all grant requirements from nomination, to approval and monitoring. Toward achieving this, the Grants Manager will have experience with and will oversee all aspects of the donor-provided grant activity database as a means of tracking each grant from start-up through to close out.

The Grants Manager will be the principle administrator of programme grant activities, with the overall responsibility of ensuring that grant content and process consistently meet programme objectives, and IOM standards. The responsibilities will also include the monitoring and tracking of the narrative and financial content of each grant, as well as the logistical, procurement-related and other aspects of each grant.

The Grants Manager will form a part of the programme senior management team, with responsibilities for ensuring close coordination and integration of effort with the Field Coordinator who is also a principle member of the programme senior management team. Within the senior management team, key responsibilities of the Field Coordination Unit include ensuring the successful development, implementation and field monitoring of the programme's community-based, small grant initiatives in accordance with the overall objectives of the programme.

The Grants Manager will be responsible for reporting on the on-going cycle of grant operations in accordance with the priorities established by the programme senior management team, and according to the established TIS and IOM procedures for the administration of grants. The successful candidate will strengthen and maintain the necessary administrative structures and inter-departmental processes, both within the TIS programme office and between the TIS programme and the IOM Mission, in order to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring. Successful performance will result in a transparent tracking of IOM TIS grant activities, as well as a robust flow of information within the programme senior management team, and between IOM and the donor as a basis for strategic planning, programme and grant management.

Core Functions / Responsibilities:

1. Supervise the staff of the Grants Department and Database team; provide training on all related aspects of the grants process and database, and ensure the overall integrity of performance within the Grants Department and Database team.
2. Manage, modify, update and maintain the TIS Activity Database to ensure that all hardcopy and electronic (i.e. Share Point, TIS Share Drive, and database 'Document Registry') documents for all grants are completed, filed and in order.
3. Responsible for the overall quality of grants documentation, in English, and for the timely entry of all relevant grant information; serve as a focal point for all changes made to grant records and grant approvals in the TIS Database.
4. Review the narrative components of all grants and reports closely to ensure that the grant development process and approved grant records successfully convey the goals and strategic objectives of the programme.
5. Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the programme, the Mission and IOM as required.
6. Provide to the donor weekly activity notes/grant updates, and undertake a weekly upload of the TIS Database, and all other requested grant-related information.
7. Ensure TIS Database includes centralized financial tracking of all grants; liaise regularly and actively with financial, administrative, and logistical and procurement units in order to further programme objectives and ensure that programme standards are followed.
8. Liaise and represent the programme with the donor and programme counterparts as needed to revise and update the database throughout the grant management process, including submission of grant, budget and grant amendments, if required.
9. Maintain an extensive filing system, produce reports and run queries on the database in a rapid fashion as requested by the Programme Coordinator and/or designated manager; develop reporting templates and refine existing mechanisms as required to ensure appropriate institutional memory in the area of grants activities and management. Maintain and update the programme Grant Matrix and provide weekly updates of the Grant Matrix and key reporting to the Programme Coordinator.
10. Monitor and maintain a full inventory of costs for each specific grant in the region; coordinate closely with the finance and procurement teams on grant and programme financial reporting.
11. Ensure the regular reconciliation of Grants Database financial tracking with IOM financial systems in close coordination with the administrative and finance teams of the TIS programme and of the IOM Somalia Mission in Nairobi.
12. Perform such other duties as may be assigned.

Required Competencies Behavioural

• takes responsibility and manages constructive criticism;
• works effectively with all clients and stakeholders;
• promotes continuous learning; communicates clearly;
• takes initiative and drives high levels of performance management;
• plans work, anticipates risks, and sets goals within area of responsibility;
• displays mastery of subject matter;
• contributes to a collegial team environment;
• creates a respectful office environment free of harassment and retaliation and promotes the prevention of sexual exploitation and abuse (PSEA);
• incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) displays awareness of relevant technological solutions; k) works with internal and external stakeholders to meet resource needs of IOM.

Technical

• delivers on set objectives in hardship situations;
• effectively coordinates actions with other implementing partners;
• woks effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country or regional objectives. Emergency and Crisis
• works effectively in high-pressure, rapidly changing environments;
• coordinates actions with emergency response actors and making use of coordination structures;
• supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors;
• establishes and maintains effective relationships with implementing partners;
• makes correct decisions rapidly based on available information.

Required Qualifications and Experience

a) Completed advanced university degree from an accredited academic institution preferably in Business Administration, Management or a related field;

• five years of relevant professional experience (or seven years for candidates with a first level university degree) in an international setting;
• at least three year's specific work experience in complex crisis environments with small grants administration and community outreach programming, with particular focus in the areas of infrastructure works, procurement and civil-society strengthening;
• at least two year's specific work experience with the United States Agency for International Development (USAID) programmes (for example as Grants Manager or Deputy Grants Manager), preferably with the Office of Transition Initiatives (OTI);
• substantive professional experience required in at least one of the following: small grants administration, infrastructure works procurement, and/or civil society strengthening;
• expert knowledge of USAID rules and regulations, specifically related to small grants and in-kind grant management and compliance;
• expertise in database management as part of grants administration required; knowledge of the OTI database and grant management cycle a distinct advantage;
• demonstrated experience and ability with political analysis in complex crisis settings;
• knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, including experience work and staff management in a phase III or above security environment; j) experience in graphic design, Power Point or other software to generate sophisticated reporting an advantage; k) strong budgeting and general analytical skills; strong familiarity with financial management is required; l) significant reporting and database experience required, preferably with Microsoft Access. Languages Fluency in English is required. Working knowledge of Kiswahili and Somali an advantage. NOTE:
• With frequent trip to Somalia and possible relocation to Mogadishu if and when the situation is conducive.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by December 10, 2013 at the latest, referring to this advertisement. For further information, please refer to: http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications. Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.

Posting period: From 26.11.2013 to 10.12.2013 Requisition: SVN 2013/56 (O) - Grants Manager (Grade Equiv P3) - IOM Somalia in Nairobi Kenya (54525794) Released Posting: SVN 2013/56 (O) - Grants Manager (Grade Equiv P3) - IOM Somalia in Nairobi Kenya (54525797) Released

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