Senior Grants Assistant 98 views0 applications

CTG Overview

CTG stands for Committed To Good. With an ethical approach at the heart of all that we do, it is a description that makes us proud. Respect for the fundamental human rights of our staff, and those our staff encounter, is a cornerstone of our values. We strive for gender equality, inclusion and diversity, providing fair and equal opportunities for all. We take a zero tolerance approach to corruption and stay true to local labour laws and all local statutory requirements.
In operation since 2006, today we are honoured to serve clients in 15 fragile and conflict-affected states assisting with disaster relief, peace building, humanitarian aid and development programmes through our specialised recruitment, HR management and operational services.

Overview of position

• The SSI program in Somalia is primarily a community based, small grants initiative implemented in close coordination with the donor, with communities in priority areas & with all levels of govt., particularly newly formed district administrations & regional state institutions. The overall objective of the program is to support the political transition of Somalia towards a functioning & stabilized federal state through activities that promote good governance, consolidation of the federal structure & a receptive environment to respond to emerging political contingencies.
• Under the technical guidance of the Grants Manager in Nairobi & under the direct supervision of Deputy Chief of Party based in Mogadishu, the successful candidate will be responsible for organizing, administrating, tracking & managing all aspects of grants related activities as funded by the Office of Transition Initiatives (OTI) in South West & Juba land regional administration in Somalia in Phase 1 & in Galmudug regional administration in the second phase, in accordance with IOM’s regulations, rules & procedures.
• The Senior Grants Assistant will be expected to play an active & constructive role in providing grants coordination to the program management in Mogadishu & to liaise with their functional supervisors in Nairobi.

Role objectives

• Upon senior management request, conduct training for new & existing staff members across all departments to give them an in depth understanding of the overarching activity cycle & their role within it. During this training the trainer will also discuss the importance of grant documentation & how this impacts across multiple organizational units.
• Provide guidance & training to the Nairobi based Grants Assistant & other staff in the unit.
• Liaise with the all organizational units to ensure grant documents are being filled correctly & are shared in a timely manner.
• Review & suggest improvements to the grants unit’s service to other operational units by collaborating with them to improve service delivery to the program.
• Support the Grants Manager in his/her role & provide technical assistance to him/her on the grants management, compliance & Web Based Database (WBDB) processes.
• Manage the internal kick off meetings across departments for new grants & coordinate these with field teams. Reporting back the minutes, potential improvements to grants & any questions to SMT.
• Maintain up to the minute Grant Activity Matrix reflecting all grant documentation received and filed by Grants Unit.
• Supervise the creation, approval & uploading of all activity notes, provide feedback to field teams & collate for approval by the Grants Manager. Once approved uploading these notes to appropriate grants.
• Liaise with the logistics & finance units to documents all bidding & purchasing documents.
• Maintain an extensive filing system on all grant activities, ensuring overall quality of grants documentation.
• Carry out systematic audit functions on all OTI grant documentation to ensure compliance with agreed upon IOM/OTI & USAID standards.
• Carry out systematic cross verification of grant documentation hard copies, soft copies & matrix tracking to ensure all three modes of documentation match at all times.
• Provide regular updates to the OTI SMT on the progress on grants based on inputs to the Grant Activity Matrix.
• Prepare all OTI In Kind Agreements within 2 days of Grant Clearance to immediately share with FCU/Field Teams for signature to enable prompt implementation of approved OTI grants.
• Perform any other duties as may be assigned.

Project reporting

This role works under the technical guidance of the Grants Manager & under the direct supervision of Deputy Chief of Party.

Key competencies

Education:

• University Degree in Business Administration or an equivalent combination of training with four (4) years’ work experience or High School Certificate with six (6) years’ work experience.
• Thorough understanding of USAID Procurement & Logistics policies, rules & regulations.
• Knowledge of MS Project & common software applications such as Word, Excel, PowerPoint & Access.

Experience:

• Experience with USAID programs focusing on operational activities in community based & or small grants programming.
• Knowledge of USAID rules & regulations, specifically related to small grants & in kind grant management & compliance.
• Knowledge of experience in graphic design, Power Point & common software applications such as Word, Excel & Access.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Previous experience with UN & International Agencies, or NGO’s is an advantage.

Languages:
Fluency in English & Somali.

Competencies:

• Inclusion & respect for diversity: Respects, promotes individual & cultural differences; encourages diversity & inclusion wherever possible.
• Integrity & transparency: Maintains high ethical standards & acts in a manner consistent with organizational principles/rules & standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent & committed manner & exercises careful judgment in meeting day to day challenges.
• Teamwork: Develops & promotes effective collaboration within & across units to achieve shared goals & optimize results.
• Delivering results: Produces & delivers quality results in a service oriented & timely manner; is action oriented & committed to achieving agreed outcomes.
• Managing & sharing knowledge: Continuously seeks to learn, share knowledge & innovate.
• Accountability: Takes ownership for achieving the organization’s priorities & assumes responsibility for own action & delegated work.
• Communication: Encourages & contributes to clear & open communication, explains complex matters in an informative, inspiring & motivational way.

Further information

• Internals of the Organization and NMS candidates, as well as external female candidates, will be considered as first tier candidates. This vacancy is also open to second tier candidates.
• The appointment is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements & security clearances.