Re-Advertisement Grants and Reporting Manager

Mogadishu, Somalia

Proposal and Budget Development

•  On behalf of the Grants & Partnership Unit, coordinate the proposal and budget development process through working with finance, program and MEAL staff to develop and compile inputs to technical proposal narratives/concept notes and annexes ; develop and/or review budgets and budget narratives, and undertake initial review of proposal drafts to ensure inputs are clear, and proper proposal templates and grant management procedures are followed.
•  Develop and circulate Proposal and budget development timelines, inclusive of roles and responsibilities of proposal development team members, to all relevant IRC Somalia program, finance and operations staff, TAs and regional/HQ staff and ensure timelines are met.
•  Collaborate with the Budget and Compliance Manager to prepare budgets for new proposals and revise existing budgets, creates templates and tools for grant budgeting ensuring that all costs are covered and are not under/over budgeted in addition to ensure accurate use of IRC and donor budget formats.
•  Create and manage OTIS records. Secure all OTIS approvals for new proposals prior to submission to the donor. Ensure OTIS and Box data is up to date for all new proposals and grants.
•  Liaise with Finance for provision of budget breakdown for sites and program teams; ensure teams are provided correct budget templates; ensure budgets are completed on time and submitted for regional review, as required. Facilitate response to any comments.
•  Liaise with Grants and Partnership Coordinator to ensure all concept notes, proposals and EOIs are in line with IRC Somalia’s SAP, meet internal IRC standards, and are donor compliant.
•  Submit proposals and budgets and required annexes for HQ review, ensuring that the grant applications are prepared according to the required format and submitted to donors on time.
•  Prepare monthly Budget versus Actual (BvA) reports as per donor format on a monthly/regular basis for all active grants and distribute to the budget holders on time.
•  Prepare and update spending plans and costed workplans for all active grants in conjunction with designated budget holders. Reviews budget spending and advises relevant staff on spending status. Requests feedback on all over/under spending.

Grants Reporting

•  Manage all internal and external grant reporting, including coordinating inputs from site, program, and M&E teams, to ensure high-quality, well-written and timely reports are produced meeting donor and IRC requirements, with support from the Grants and Partnerships Coordinator and program managers/ coordinators.
•  Support the Grants Officer to ensure timely and accurate circulation of weekly/monthly reporting timelines on Mondays/first of month, and required report templates, to the various program, finance teams and M&E staff. Ensure adequate follow-up with the teams to ensure reporting schedules are met.
•  Review the initial draft report once inputs have been compiled by the program teams and M&E staff; analyze content and data and proactively solicit feedback from program teams and M&E staff on content, and ensure revisions are managed in a timely manner. Edit reports as needed.
•  Ensure reports are disseminated for review by technical coordinators, Grants and Partnership Coordinator, and HQ team sufficiently in advance of due date to obtain final approval prior to submission to the donor.
•  Ensure grant report due dates and submission dates are kept accurately updated on OTIS and upload final report submissions.
•  Ensure all report submissions are filed in the Grants and Partnership Unit’s Box folder system and on OTIS
•  Accurately maintain grant report due dates and submission dates in the Grants and Partnership Unit’s Grants Tracking Sheet (GTS).

Grants Meetings

•  With the support of the Grants Officer and the project Managers, ensure regular and timely scheduling, preparation, and facilitation of Project Cycle Meetings (PCM), including but not limited to project/grant opening and closing meetings, ad hoc grant implementation meetings, and budget versus actual (BVA) meetings. Ensure required representation from each unit (program teams, Finance, Supply Chain, HR, and Grants) are in attendance, and that any needed pre-work is completed in advance of the meeting. Review and circulate meeting minutes, assign action items, and ensure proper, timely follow-up of issues raised.

General Grants Management/Administration

•  Records Management: Support comprehensive information management and filing system to ensure all grant agreements, reports, key correspondences, D codes, etc. are appropriately filed in up-to-date and consistent soft (Box) and OTIS files managed by the Grants and Partnership Unit.
•  Capacity Building: Ensure training is made available for program and operations staff at country office and field office levels on grants management related issues, including grant report writing and donor compliance issues, as needed. Support Grants and Reporting Fellow and the Grants Officer to develop and provide such trainings.
•  Grant Tracking System (GTS) and OTIS management: Update the GTS regularly and as grants are awarded/modified/closed and ensure consistency with OTIS and D1s. The GTS includes detailed and summary grant information on open and closed grants, reporting schedules and submission dates, upcoming meetings, publications, and proposals in the pipeline.
•  Spending Plans: Ensure that each active grant has a current Spending Plan as soon as the grant is initiated, the finance codes (D
•  are issued, and the is budget uploaded to Integra system by the Finance team. Coordinate and provide support to program and field operations teams to ensure Spending Plans are updated quarterly and shared on time.
•  Communication and information management: Provide support, as required, in drafting donor correspondences and taking minutes during grants-led meetings, as well as Senior Management meetings, and following up action points, as required.
•  Support other program initiatives / work streams / task as assigned.