The Role
The Partnerships and Grants Management Specialist coordinates partner selection, manages grants and compliance, oversees donor relationships, and ensures project alignment with organizational goals.
Summary Generated by Built In
The Partnerships & Grants Management Specialist (PGS) role exists to identify, assess and team up with local
and international organizations for strategic and resource mobilization
purposes. The PGS also support with the negotiation of Funding Approval Documents
(FADs), contracts with donors, and their amendments, as well as, disseminate
and capacitate Plan International’s, projects and partners’ staff on donor compliance
and grants management in general. In this role, the PGS becomes a reference
point specialized in organization’s Partnerships Strategic Framework and
Project Management leading to stronger design, acquisition and implementation of
grants. This role services all projects/FADs secured by the Country Office.
Responsibilities
Partnership Development for Resource Mobilization
· Contextualize and/or revised existing
Country Office (CO) and global partnership tools ready for implementation
within the organization;
· Review and revise the strategy, tools and methodologies for partnership selection, considering country laws and context;
· Coordinate the mapping of potential partners and facilitate the processes of partnership selection;
· Undertake participatory identification and review of the gaps of the partnership guideline and lead the regular updating that would improve the contents;
· Design the processes for risk management of the partners;
· Facilitate the periodic review of the partnership strategies and compliance with the partnership principles (at least annually);
· Lead and coordinate the review and approval of all partnership pre-teaming and teaming agreement documents in due time for preparation and submission of proposals;
· Develop and maintain the Partnerships Database for organization;
· Conduct ongoing assessment of local and national policies and issues to ensure organization’s partnerships are consistent with the operating environment;
· Develop and maintain strong relationship with NGO Registrar and other government stakeholders supervising civil society organizations (CSOs) in the country.
· Review and revise the strategy, tools and methodologies for partnership selection, considering country laws and context;
· Coordinate the mapping of potential partners and facilitate the processes of partnership selection;
· Undertake participatory identification and review of the gaps of the partnership guideline and lead the regular updating that would improve the contents;
· Design the processes for risk management of the partners;
· Facilitate the periodic review of the partnership strategies and compliance with the partnership principles (at least annually);
· Lead and coordinate the review and approval of all partnership pre-teaming and teaming agreement documents in due time for preparation and submission of proposals;
· Develop and maintain the Partnerships Database for organization;
· Conduct ongoing assessment of local and national policies and issues to ensure organization’s partnerships are consistent with the operating environment;
· Develop and maintain strong relationship with NGO Registrar and other government stakeholders supervising civil society organizations (CSOs) in the country.
Partner management, monitoring, evaluation
and reporting
· When grants secured, support onboarding of
partners to implementation phase, in close coordination with the Head of
Program Implementation, Program Implementation Area Manager (PIAM) and Project
Manager/Coordinators: This includes handing over partner’ risk assessment,
scope of work and budget for the secured project, and other relevant
documentation required for preparation of Partnership Agreements;
· Review partnership agreements, assuring compliance with organizational requirements and monitor adherence to agreed conditions.
· With leadership from the assigned PIAM and Project Manager/Coordinator, is part of the team comprised of the safeguarding focal person, gender specialist and supply chain team and carry out Organizational Capacity Assessments (OCAs) to identify capacity gaps of partners, develop capacity development plans and monitor its implementation and progress;
· In coordination with the assigned PIAM and Project Manager/Coordinator, support in the design of measures for monitoring partner performance, both technical and financial project management;
· Participate in regular partner monitoring visits, review and reflection meetings, organized by Program Delivery team.
· Review partnership agreements, assuring compliance with organizational requirements and monitor adherence to agreed conditions.
· With leadership from the assigned PIAM and Project Manager/Coordinator, is part of the team comprised of the safeguarding focal person, gender specialist and supply chain team and carry out Organizational Capacity Assessments (OCAs) to identify capacity gaps of partners, develop capacity development plans and monitor its implementation and progress;
· In coordination with the assigned PIAM and Project Manager/Coordinator, support in the design of measures for monitoring partner performance, both technical and financial project management;
· Participate in regular partner monitoring visits, review and reflection meetings, organized by Program Delivery team.
Grants Administration
· Coordinate the approval process for the
Funding Agreement Document (FAD) among organization and other entities (National Offices);
· Serve as the BD focal point for SAP (grants module) and works closely with Finance and Program Delivery to ensure timely and appropriate set up of the project in SAP, and that information and codes are correct and updated;
· Provide technical input into the development, rollout, and use of grants management tools, templates, processes, and procedures;
· Provide technical input and support the monitoring of grants spending through the monthly Budget vs Actual process with Program Delivery (Head of Program Delivery, PIAMs and Project Managers), Supply Chain and Finance departments;
· Support finance ensuring proper allocation and tracking of cost recovery and apportioned costs for all secured grants;
· Ensure that FADs are correctly closed within the SAP system.
· Serve as the BD focal point for SAP (grants module) and works closely with Finance and Program Delivery to ensure timely and appropriate set up of the project in SAP, and that information and codes are correct and updated;
· Provide technical input into the development, rollout, and use of grants management tools, templates, processes, and procedures;
· Provide technical input and support the monitoring of grants spending through the monthly Budget vs Actual process with Program Delivery (Head of Program Delivery, PIAMs and Project Managers), Supply Chain and Finance departments;
· Support finance ensuring proper allocation and tracking of cost recovery and apportioned costs for all secured grants;
· Ensure that FADs are correctly closed within the SAP system.
Donor Compliance
· Serve as the focal point for assigned FADs;
· Communicate daily with the business development team and other departments (e.g. Program Delivery, Finance, Supply Chain) to ensure that all grants are implemented in compliance with donor requirements;
· Liaise regularly with local donors, organization's entities (National Offices), Regional Hub and Global Hub offices regarding assigned FADs and ensure effective, professional, and timely communication and information sharing;
· Support other departments (e.g. Program Delivery, Finance, Supply Chain) to effectively troubleshoot grants issues and signal red flags to the Head of Business Development and Country Leadership Team (CLT);
· Facilitate understanding and dissemination of donor rules and regulations during project start-up workshops and induction meetings for organization, project and partner staff;
· Review and provide analytical comments for all donor reports in terms of compliance, formatting, and packaging;
· Coordinate the timely submission of quality narrative and financial reports to the donor or Plan entities (National Offices);
· Link Head of Gender and Inclusion, Head of Child Protection & Safeguarding and Program Delivery department to ensure gender mainstreaming, disability inclusion, child participation, and risk management have been incorporated in reports and evaluations;
· Contribute to the preparation and follow-up for internal and external grant audit processes and ensure timely submission of audit reports to organization's entities (National Offices) and local donors;
· Participate in project monitoring and compliance visits with staff, organization's entities (National Offices), partners, and local donors.
· Communicate daily with the business development team and other departments (e.g. Program Delivery, Finance, Supply Chain) to ensure that all grants are implemented in compliance with donor requirements;
· Liaise regularly with local donors, organization's entities (National Offices), Regional Hub and Global Hub offices regarding assigned FADs and ensure effective, professional, and timely communication and information sharing;
· Support other departments (e.g. Program Delivery, Finance, Supply Chain) to effectively troubleshoot grants issues and signal red flags to the Head of Business Development and Country Leadership Team (CLT);
· Facilitate understanding and dissemination of donor rules and regulations during project start-up workshops and induction meetings for organization, project and partner staff;
· Review and provide analytical comments for all donor reports in terms of compliance, formatting, and packaging;
· Coordinate the timely submission of quality narrative and financial reports to the donor or Plan entities (National Offices);
· Link Head of Gender and Inclusion, Head of Child Protection & Safeguarding and Program Delivery department to ensure gender mainstreaming, disability inclusion, child participation, and risk management have been incorporated in reports and evaluations;
· Contribute to the preparation and follow-up for internal and external grant audit processes and ensure timely submission of audit reports to organization's entities (National Offices) and local donors;
· Participate in project monitoring and compliance visits with staff, organization's entities (National Offices), partners, and local donors.
Knowledge Management
· Remain aware of new or updated partnership
and grants management policies and procedures from Global & Regional Hub
Offices and support the rollout of these initiatives;
· Provide hands-on coaching and capacity building to Plan International, project and/or partner staff for grants management, report writing, and donor compliance;
· Update regularly BD Grants Tracking Tools and the reporting schedule;
· Ensure proper hard/soft copy filing of all FADs and grants-related documents on the organization’s Business Development Shared Drive;
· Contribute actively in knowledge management initiatives through the sharing and dissemination of grants outcomes to internal and external stakeholders;
· Propose ideas for improving grants coordination, knowledge management or other innovations.
· Provide hands-on coaching and capacity building to Plan International, project and/or partner staff for grants management, report writing, and donor compliance;
· Update regularly BD Grants Tracking Tools and the reporting schedule;
· Ensure proper hard/soft copy filing of all FADs and grants-related documents on the organization’s Business Development Shared Drive;
· Contribute actively in knowledge management initiatives through the sharing and dissemination of grants outcomes to internal and external stakeholders;
· Propose ideas for improving grants coordination, knowledge management or other innovations.
Safeguarding
- Ensure
that organization’s global policies for Safeguarding Children and Young
People and Gender Equality and Inclusion 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 organization’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.
Requirements
Knowledge and Experience
· Bachelor
degree in areas related to Social Science or Business Administration, International
Relationships, Development Cooperation, Social Sciences or other related areas.
· A minimum of 4 years of professional experience in grants management (design/implementation) and/or development sector. Experience with networking and/or managing local NGO partnership is a plus.
· At least 4 years’ experience in donor / partner engagement with private sector or public sector or international cooperation entities.
· Demonstrable knowledge as a result of study, training or practical experience on grants acquisition and donor requirements, interests and priorities.
· Business acumen, capable of developing sound business cases and building scenarios.
· Analytical skills, with a natural sense for what will work and what will not work.
· Knowledge of the institutional and corporate fundraising market in Tanzania and other countries in the region.
· Listening skills with the ability to interpret the concerns and interests of external stakeholders translating them into attractive opportunities for investment in organization’s priorities.
· Communication skills – written, oral and presentation including well developed networking ability.
· Fluency in English is a must.
· Strategic and Financial Skills.
· Ability to implement Partnership mapping.
· A minimum of 4 years of professional experience in grants management (design/implementation) and/or development sector. Experience with networking and/or managing local NGO partnership is a plus.
· At least 4 years’ experience in donor / partner engagement with private sector or public sector or international cooperation entities.
· Demonstrable knowledge as a result of study, training or practical experience on grants acquisition and donor requirements, interests and priorities.
· Business acumen, capable of developing sound business cases and building scenarios.
· Analytical skills, with a natural sense for what will work and what will not work.
· Knowledge of the institutional and corporate fundraising market in Tanzania and other countries in the region.
· Listening skills with the ability to interpret the concerns and interests of external stakeholders translating them into attractive opportunities for investment in organization’s priorities.
· Communication skills – written, oral and presentation including well developed networking ability.
· Fluency in English is a must.
· Strategic and Financial Skills.
· Ability to implement Partnership mapping.
Skills Required
- Bachelor degree in Social Science or Business Administration
- 4 years of professional experience in grants management and/or development sector
- Experience in donor / partner engagement with private or public sectors
- Knowledge of grants acquisition and donor requirements
- Fluency in English
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