Description

The Danish Refugee Council (DRC) is hiring a Grants Management Coordinator to provide overall grants management support to DRC in Sudan by ensuring timely donor communication, quality donor reporting, partnership contract management, coordination with programme and support departments on grants management matters. He/ she will also be responsible for donor compliance, application of correct procedures and guidelines.

Key Duties and Responsibilities:

Grants Support (50%)

• Be responsible for the delivery of quality narrative reports, reflecting the progress and status of projects, in a transparent, timely and professional manner.
• Contribute to addressing all comments and issues on proposal or reports, liaising with relevant Managers and finance to ensure coherence between financial and narrative reports.
• Ensure the DRC grants management system is regularly and fully updated.
• Includes Dynamics ERP-system (creating grants, uploading documents, managing instalment tracking and billing rules, updating checklists and tasks assigned); internal funding tracker and reporting deadlines communications.
• Support grant relationships and communications with donors to ensure correct, compliant and smooth flow of information.
• Maintain and regularly update hard-copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents.
• Participate in and take minutes of grant opening, review and close-out meetings for each project.
• Support with communication and visibility tools and items as per donor and internal guidelines including their dissemination and availability to DRC teams and donors.
• Support /facilitate Go/No Go, Kick Off and grants closing meetings.
• Support Grants & Business Development in managing fundraising strategy, donor engagement plan, donor mapping by conducting research, maintaining and updating engagement plan and donor database.

Programme Support (50%)

• Support Head of Programmes and Area Managers in administrative management, general reporting and communication programme.
• Responsible for ensuring project approvals, registrations, and donor funding applications are submitted to Humainitarian Aid Commission (HAC) and relevant line ministries, queries are addressed, and submissions are reported on in coordination with Finance, Programme Liaison, and Government Liaison teams, with documentation complaint with Sudanese regulations.
• Maintain accurate documentation and archiving of all Humanitarian Aid Commission (HAC) and line ministry submissions, approvals, and official communications, ensuring coherence and accesibility for internal reference and reporting.
• Support the development of partnerships such as implementing partner identification and mapping, due diligence, support with selection, relationship management, capacity building and any closure processes.

Qualifications, Skills and Experience:

To be successful in this role, you must have a minimum of 4 years of prior professional experience in at least one relevant role in Grants Management, Programme Management, or Programme/Grants Coordination, preferably with a national or international NGO. Moreover, we also expect the following.

• Bachelor’s Degree in Business Administration, Social Sciences or equivalent in relevant work experience
• Proven experience in improving quality of delivery and process through methodical thinking and strong attention to detail
• Demonstrated understanding of the humanitarian and operational complexities of Sudan; previous living or working experience in Sudan is highly preferred
• High level of proficiency in MS Word and Excel; experience working with donor templates and reporting tools is an asset
• Knowledge and experience working with multiple sectors including protection, food security, WASH, shelter & NFIs, CCCM, mine action.
• Excellent written and communication skills
• Fluent spoken and written English
• Knowledge of Arabic language.

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.

• Be responsible for the delivery of quality narrative reports, reflecting the progress and status of projects, in a transparent, timely and professional manner.
• Contribute to addressing all comments and issues on proposal or reports, liaising with relevant Managers and finance to ensure coherence between financial and narrative reports.
• Ensure the DRC grants management system is regularly and fully updated.
• Includes Dynamics ERP-system (creating grants, uploading documents, managing instalment tracking and billing rules, updating checklists and tasks assigned); internal funding tracker and reporting deadlines communications.
• Support grant relationships and communications with donors to ensure correct, compliant and smooth flow of information.
• Maintain and regularly update hard-copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents.
• Participate in and take minutes of grant opening, review and close-out meetings for each project.
• Support with communication and visibility tools and items as per donor and internal guidelines including their dissemination and availability to DRC teams and donors.
• Support /facilitate Go/No Go, Kick Off and grants closing meetings.
• Support Grants & Business Development in managing fundraising strategy, donor engagement plan, donor mapping by conducting research, maintaining and updating engagement plan and donor database.
• Support Head of Programmes and Area Managers in administrative management, general reporting and communication programme.
• Responsible for ensuring project approvals, registrations, and donor funding applications are submitted to Humainitarian Aid Commission (HAC) and relevant line ministries, queries are addressed, and submissions are reported on in coordination with Finance, Programme Liaison, and Government Liaison teams, with documentation complaint with Sudanese regulations.
• Maintain accurate documentation and archiving of all Humanitarian Aid Commission (HAC) and line ministry submissions, approvals, and official communications, ensuring coherence and accesibility for internal reference and reporting.
• Support the development of partnerships such as implementing partner identification and mapping, due diligence, support with selection, relationship management, capacity building and any closure processes.

• Proven experience in improving quality of delivery and process through methodical thinking and strong attention to detail
• Demonstrated understanding of the humanitarian and operational complexities of Sudan; previous living or working experience in Sudan is highly preferred
• High level of proficiency in MS Word and Excel; experience working with donor templates and reporting tools is an asset
• Knowledge and experience working with multiple sectors including protection, food security, WASH, shelter & NFIs, CCCM, mine action.
• Excellent written and communication skills
• Fluent spoken and written English
• Knowledge of Arabic language.

• Bachelor’s Degree in Business Administration, Social Sciences or equivalent in relevant work experience