Grant Coordinator

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 85 years, and are now active in more than 80 countries.

ROLE PROFILE
Title Grants Coordinator
Functional Area Grants
Reports to Business Development Manager
Location CO Travel required Frequent
Effective Date FY24 Grade C2

ROLE PURPOSE
Value Proposition
The Grants Coordinator is responsible:
- To support in the fundraising building relationship with new and existing donors.
- To ensure compliance in grants management by facilitating the process of funds start-up, reporting, documentation and funds closure and
- To support in the management of grants in the field and in SAP

DIMENSIONS OF THE ROLE

[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]
Under the supervision of the Business Development Manager, the Grant Coordinator will have to perform the below main activities:
1- The role will have a primary focus on existing and new initiatives which will consist of 90% of Grant Coordinator’s time including both business development and management/compliance,
2- Keeping the Business Development Manager informed on the management of all risks associated with the delivery of a projects.
3- Support greater integration, learning, sharing and dissemination, timely and effective delivery of programs in terms of financial compliance and quality programming of assigned portfolio
4- Support Resource mobilisation process through proposal development Business.
ACCOUNTABILITIES
[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement. For example, it is better to state something like \"achieve maintenance standards\" than \"undertake maintenance\". The former leads to a measure against the maintenance standards.]
1- Business Development
The Grants Coordinator will provide support with on-going business development as well as increasing resource mobilization opportunities with donors. Indicators will include:
- Support provided for on-going business development opportunities, including liaising with donors
- Oversight provided to project design and proposal preparations
- Support provided on FAD finalization and administration and ensure Plan protocol is followed with the proposal development process, ensuring that the NOs are is given adequate time to provide feedback on proposals and on the draft agreement before finalized.
- Represent Plan International in external engagements that are related to grant management.

2- Program planning and delivery
Ongoing project work plans are reviewed, updated and monitored based on the changing context and other future funding opportunities. Indicators will include:
- Make sure well-documented, accurate quality narrative reports are produced in line with donors’ reporting requirements, including review by NOs
- Projects have an efficient archiving system in place accessible to relevant staffs that helps learning, sharing, scaling up, and innovation
- Grants appropriately set-up and monitored in SAP
- Organization and facilitation of Nos and donors’ visits
- Preparation of Grants quarterly report
- Ensure appropriate tools for Grants Management are in place and regularly updated (Grants tracker alert, GPMT, Grants finance tracker, etc.)
- Develop and maintain strong relations with key staff at various donors and NOs, as well as PIC internal stakeholders: Programs, Finance, ERM, etc. as needed;
- Advise both program and finance stakeholders of any changes made to donor compliance regulations and assess their impact on PIC programs;
- Engage with PIIAs as needed to provide input and develop solutions on major grants management matters;
- Work with the NOs Grants/Program Directors/Officers as needed to ensure there is a strong understanding of what issues need to be escalated and ensure there is a strong communication flow;

3- Financial management
The projects’ budgets and financial reports are reviewed, updated and monitored based on the changing context and other future funding opportunities. Indicators will include:
- Decisively support in addressing identified country operational risks: this means priority attention still needs to be given to: a) Start-up, delivery, cost recovery, quality and timely reporting on grants; b) Strengthening budget planning/monitoring and financial management & c) Quality and timely implementation of audits/risks management actions with a monthly & quarterly review.
- Continue to maintain overview of available budgets, budget versus actuals, pre-empting future realignments and advising on course correction and responding to information requests.
- Work collaboratively with Project Managers, to prepare, review, submit, and oversee project budgets and forecasts, ensuring alignment with project activities.
- Work closely with the Program Unit, the Grants and Business Development Managers and the grants and compliance team to develop PIC policies, guidelines, tools and templates as needed to ensure optimal implementation of donor compliance requirements;
- Donor compliance requirements are met in a timely manner and grants are well positioned for donor audits.
- Ensure that accurate financial reports are produced and submitted in line with donors’ requirements.
- Follow-up of income payment and ensure 100% income recovery.
- Financial reports are reviewed to ensure alignment between expenditures and activity progress reports.
- Support or lead negotiations with donor and/or partners contacts, as needed;

4. Communication and working relationships:
- Appropriate internal and external working relationships (and partnerships) are in place to support quality grant delivery and compliance and other future funding opportunities.
- Maximize the overall program impact through the optimized contributions of others, the post holder will be required to initiate, develop and maintain a range of working relationships, including with donors, implementing partners and NOs.
- have frequent communication with Country Office and Program Unit teams, CMT members, Plan staff and various internal staff networks as well as NOs.
- The terms for FAD and contract are clearly documented and monitored regularly for compliance.
- Build strong relationships with NO and local donors’ staff through a clear and consistent communication on grant management.

5. Donor Compliance, Risk and Audit

- Identify areas of risk by providing regular analysis of financial health of projects against standard key performance indicators (KPIs) and develop strategies to mitigate these risks.
- Provide training and ongoing support to relevant stakeholders including project team members, Plan Cameroon’s field offices and partners on understanding donor financial compliance, identifying financial risks and other best practices related to financial management and ensuring compliance requirements are understood and adhered to at all levels.
- Ensure all project expenditures and contracts are in compliance with terms and conditions of donor agreements by conducting regular desk audits as well as occasional in-field audits.
- Work closely with Country programme teams to prepare for donor audits. Oversee coordination of donor audits with field offices for assigned portfolio of projects.
- Continuously evaluate Projects Financial Risks and update Risk Registers as required for escalation to Management, including mitigation measures.
- Review donor and partner agreements ensuring the financial terms and conditions are compatible with Plan’s systems and are favourable to quality implementation and reporting.

6. Improve Grants project management & Ensure maximum cost recovery.

- Ensure Go/No Go checklist is developed, approved and applied on new grants.
- Ensure that all Funding Agreement Documents (FADs) are authorized, updated, and disseminated as and when necessary.
- Ensure Grant/FAD files & filing systems (both electronic and hard copies) are properly maintained.
- Support the effective start-up of new grants (system set-up, FAD activation, start-up workshop etc.)
- Hold quarterly Grants Coordination Meetings with project managers and accountants to monitor progress on grants.
- Hold monthly calls with project managers to monitor progress on grants & hold quarterly updates with NO colleagues on project.
- Conduct regular PIIA visits to support grant monitoring, compliance and reporting.
- Update key grant management systems, including donor reporting trackers and grant status report.
- Receive and review (in coordination with project managers, technical advisers and grants accountants) narrative and financial reports to ensure donor compliance and submit to the NOs/donors on a timely basis.
- Work closely with Grant Accountants, project manager and finance staff to keep an overview of financial progress of active grants through regular review of expenditure against approved budget.
- Support the effective closure of grants (including assets transfer, final evaluation, audits and reporting, and final system closure).
- Visit project areas and grant projects regularly to monitor grants progress & implementation.
- Monitor monthly Burn rate or IGF as needed.
- Ensure that the CO cost ratio is applied on all projects for a maximum cost recovery.
- Support finance staff in the cost recovery process and make sure the supporting documents are available.
- Participate in the weekly grants department meeting and provide an overview in the assigned portfolio.

• 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.

DEALING WITH PROBLEMS/RISKS

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them
The position involves a high degree of complexity in resolving a wide range of challenges which typically occur in the management of a complex grant portfolio with different management lines, geographical locations, a large and diverse workforce, and a range of contractual obligations, specifically grant contracts. The post holder will demonstrate the ability to solve problems, thinking strategically while introducing innovations as needed to meet the demands of a dynamic and sometimes unpredictable operating environment while ensuring Plan systems and policies are adhered to.
• Ability to draft clear and precise report in responding to grants queries
• A good understanding of Plan grants management system for efficiency and compliance
• Ability to work independently with minimal supervision
• Must have very good interpersonal relationship with colleagues and supervisors

KEY RELATIONSHIPS

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
Internal
• Grants Project/Program Coordinators and manager – high
• Program Technical LEAD - Medium
• Head of program - Medium
• Country Finance Manager – High
• Grants Accountant – High
• Business Development Manager - High
• Country Accountant – High
• Business Analyst- High
• PIIAMs- Low

External
• Partners (High)
• NO program managers/officers/finance/compliance staff (High)

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Relevant knowledge and experience;

Qualification and Experience
• Degree in social sciences or equivalent
• 4 -7 years of relevant professional experience
• Demonstrated knowledge and prior experience working on multilateral and bilateral donors’ grants and contracts
• Experience on proposal writing
• Good experience in Grants management
• Experience of grants compliance requirements for more than one development aid donor
• Demonstrated experience in emergency programming and understanding of relevant international humanitarian frameworks
• Demonstrated knowledge of strategic work planning processes
• Ability to work independently and as a team player who demonstrates leadership and is able to support and train local and international staff
• Bilingual (French and English)

Skills
• Exceptional conceptual and strategic thinking skills
• Experience in project management and grant management in a development context, including managing multi-million-dollar budgets
• Excellent interpersonal skills, including the ability to build relationships with colleagues at long distances
• Excellent written and oral communication skills, including presentation and public speaking
• Strong analytical and problem-solving skills
• Strong team building and motivational skills
• Good negotiation and influencing skills
• Solid experiences in grant implementation with a variety of donors
• Leadership analysis/coaching skills
• Strong inter-personal skills in a multi-cultural environment
• Solid project management skills
• Experienced in engaging with the international donor community and developing donor reports for grants
• Strong understanding of the humanitarian emergency operating context, including Sphere, the humanitarian system, donors, security, civil military liaison and program management

Behaviours
• Creates strong sense of purpose within the portfolio and with stakeholders
• Holds self and others to account to deliver on agreed goals and standards of behaviour
• Sees contribution of own part of the organisation in wider Plan International and external context
• Balances future vision with practical delivery
• Sound judgement and decision-making in complex situations
• Can reach out and influence large groups of people
• Creates highly motivated team of unified purpose
• Modifies own view to get the best outcome for the organisation
• Supports learning in diverse teams
• Remains calm and positive under pressure and in difficult situations
• Aware of impact on others and adjusting own behaviour accordingly
• Humble and service oriented

PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.
We work well together
1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
6. Builds constructive relationships across Plan International to support our shared goals.
7. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
8. Engages and works well with others outside the organization to build a better world for girls and all children.
PHYSICAL ENVIRONMENT
This post is based in CO with approximately 30% to Program Areas and other travels when required

LEVEL OF CONTACT WITH CHILDREN
[Please delete as applicable]

Low contact: Occasional interaction with children.

Location: Yaounde

Closing Date: 04-06-23

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.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.