Yemen: Grants Manager
Country: Yemen
Closing date: 13 Sep 2013
OPEN TO INTERNAL AND EXTERNAL CANDIDATES
Classification : Official, Grade Equiv. P3Type of Appointment : Special Short Term, nine months with possibility of extensionEstimated Start Date : As soon as possibleReference Code : SVN 2013/37 (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 nonrepresentedmember states. Qualified applicants from the following countries will be favorably considered:
Algeria, Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Burundi, Cambodia, Cape Verde, Cameroon, Central African Republic, Comoros, Cyprus, Djibouti, El Salvador, Gabon, Gambia, Guyana, Holy See, Israel, Jamaica, Kyrgyzstan, Lesotho, Libya, Luxembourg, Madagascar, Maldives, Mali, Malta, Moldova, 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, Yemen
Applications from qualified female candidates are especially encouraged.
Context:
Under the overall guidance of the Chief of Mission in Sana’a, and under the direct supervision of the Programme Manager for the Yemen Stabilization Initiative (YSI) (also known as “Yemen Alata’a” (YA)), the successful candidate will be responsible for organizing, tracking and managing all aspects of the YSI/YA 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 Coordinator 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 YA 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 YSI programme office and between the YSI 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 YSI 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:
Oversee the rapid development, tracking and control of grant ideas and approved grant activities.
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.
Manage, modify, update and maintain the YSI Activity Database to ensure that all hardcopy and electronic (i.e. Country Room and database “Document Registry”) documents for all grants are completed, filed and in order.
Be 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 YSI / YA Database.
Develop, enhance and maintain systems of communication and data transfer with programme counterparts in field offices; liaise with, and provide training to, the YSI/YA Coordinators and appropriate field staff to document the grant cycle and maintain appropriate, programme-wide standards of grant integrity, data collection and management, and information flow.
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.
Monitor the programme’s grant process including but not limited to financial and procurement aspects to ensure appropriate standards of accounting and controls are met, and programmatic aspects to ensure that grant activities reflect the overall ‘intentionality’ and objectives of the programme.
Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the programme, the Mission and IOM as required. Provide to the donor and the IOM Community Stabilization Unit weekly activity notes/grant updates, and undertake a weekly upload of the YSI Database on Country Room, and all other requested grant-related information.
Ensure YSI 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.
Liaise with the donor and programme counterparts as needed to revise and update the database, including submission of grant, budget and grant amendments, if required.
Maintain an extensive filing system, produce reports and run queries on the database in a rapid fashion as requested by the Programme Manager and/or Coordinators; 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 Grant Matrix, and provide weekly updates of the Grant Matrix and key reporting to the Programme Manager and the Community Stabilization Unit.
Monitor and maintain a full inventory of costings for each specific grant in the region; coordinate closely with the finance and procurement teams on grant and programme financial reporting.
Ensure the regular reconciliation of Grants Database financial tracking with IOM financial systems in close coordination with the administrative and finance teams of the YSI/YA programme and of the IOM Mission in Yemen.
Perform such other duties as may be assigned.
Required Competencies
Behavioural
a) takes responsibility and manages constructive criticism; b) works effectively with all clients and stakeholders; c) promotes continuous learning; communicates clearly; d) takes initiative and drives high levels of performance management; e) plans work, anticipates risks, and sets goals within area of responsibility; f) displays mastery of subject matter; g) contributes to a collegial team environment; h) creates a respectful office environment free of harassment and retaliation and promotes the prevention of sexual exploitation and abuse (PSEA); i) 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
a) delivers on set objectives in hardship situations; b) effectively coordinates actions with other implementing partners; c) works effectively with local authorities, stakeholders, beneficiaries and the broader community to advance country or regional objectives.
Emergency and Crisis
a) works effectively in high-pressure, rapidly changing environments; b) coordinates actions with emergency response actors and making use of coordination structures; c) supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors; d) establishes and maintains effective relationships with implementing partners; e) makes correct decisions rapidly based on available information.
Required Qualifications and Experience
a) completed advanced university degree from an accredited institution preferably in Business Administration, Management or a related field; b) five years of professional experience (or seven years for candidates with a first level university degree) in an international setting; c) at least two years of experience in operational activities in a complex crisis or emergency area; d) previous experience in community-based and/or small-grants programming desirable, particularly in the areas of infrastructure works, procurement and civil-society strengthening; e) at least one year specific work experience with the United States Agency for International Development (USAID) programmes required, preferably with the Office of Transition Initiatives (OTI); f) familiarity with political analysis in complex crisis settings; g) knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment; h) experience managing staff from diverse environments and backgrounds; i) experience in graphic design, Power Point or other software to generate sophisticated reporting; j) strong budgeting and general analytical skills and familiar with financial management; k) significant reporting and database experience required, preferably with Microsoft Access.
Languages
Fluency in English is required (both spoken and written). Working knowledge of Arabic desirable.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitmentsystem, by September 13, 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-...
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 forapplications.
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.
