Grants Officer

RÔTHE POST OFFICE

Le/la Grants Officer provides operational support for the management of Norwegian Refugee Council (NRC) grants in Niger. He/she contributes to the proper planning, organization and monitoring of the different stages of donor funding management in accordance with NRC internal procedures and applicable contractual requirements. Based on Niamey, the incumbent of the position works under the direct supervision of the Grants Coordinator Niger and benefits from technical guidance from the Grants Manager – Sahel Central. Its role includes monitoring deadlines, organizing team contributions, preparing reporting files, supporting the development of proposals and ensuring the availability and proper organization of grant documents. He/she also contributes to the administrative monitoring of partnerships with national and local organizations. As such, he/she collects and classifies the necessary documents, follows the deadlines provided for in the agreements and contributes to the preparation of meetings and the follow-up of agreed actions.

Responsibilities

Le/la Grants Officer performs first-level controls on the completeness, format and administrative compliance of records. He/she reports missing documents, delays, inconsistencies and difficulties requiring hierarchical intervention. The position does not, however, carry any permanent responsibility for contractual validation, negotiation with the lessors or final submission of deliverables.

RESPONSIBILITIES OF THE POSITION

• 1. Monitoring of the grant portfolio Update Niger’s grant portfolio monitoring tools, including the Grants Tracker, reporting schedule, Project Cycle Schedule (PCM) and pipeline. Follow internal deadlines and those set by donors in order to help meet the deadlines for the production and transmission of documents.

Education / Qualifications

Prepare reminders to the teams concerned and follow up on expected information. Identify missing data, delays and difficulties in grant management processes and report them to the relevant manager. Ensure the availability of complete and up-to-date information on funding, ongoing processes and required documents.

• 2. Support for the preparation of donor reports Prepare the work schedules required to produce assigned reports. Transmit validated reporting templates, templates and instructions to teams and partners. Collect, organize and compile contributions from Program, Finance, Logistics, MEAL teams and relevant partners. Verify the completeness of the documents received and their formal compliance with applicable administrative instructions and requirements. Integrate the comments received and prepare the files for the first review of the Grants Coordinator. Report missing contributions, inconsistencies and delays that could compromise the reporting schedule.
• 3. Support for the development of project proposals Prepare the work files and timelines needed to develop funding proposals. Disseminate canvases, instructions and reference documents to the relevant contributors. Follow the receipt of contributions from different departments and partners. Compile early drafts of proposals and check for mandatory appendices. Support the capture and download of documents in NRC or donor online systems, under the coordination of relevant officials. Ensure the organization of working versions and availability of required parts for internal reviews.
• 4. Follow-up of contractual changes Maintain monitoring tools for amendments and requests to amend funding agreements. Collect supporting documents necessary to review the proposed amendments. Organize contributions from Program, Finance, Logistics and MEAL teams. Prepare early documentary compilations and ensure that the necessary information is available. Update the monitoring tools after validation of changes by authorized managers. Report deadlines, missing documents and difficulties requiring arbitration.
• 5. Project Cycle Support (PCM) Prepare and update schedules for opening, reviewing and closing grant meetings. Organize the administrative aspects of meetings, including invitations, agendas, presentation materials, participant lists and reference documents. Participate in meetings and write reports as well as action tracking matrices. Share reports after validation and follow up on agreed actions with relevant officials. Update the PCM calendar after meetings, scheduling changes or closing actions. Report late actions, blockages and missing documents to the relevant officials.
• 6. Classification and document management Classify agreements, proposals, reports, contract changes, correspondence and project cycle documents. Maintaining the Filing Tree in accordance with NRC documentary standards. Perform periodic checks to verify the presence and completeness of required parts. Keep a list of missing documents and follow up with the responsible departments.

Main duties

Ensure that validated final versions and acknowledgements of submissions are properly archived. Contribute to the reliability, traceability and accessibility of grant portfolio documents.

• 7. Support for electronic systems and bids Prepare submission files and support their downloading into NRC or donor electronic systems, upon instruction from the Grants Coordinator or the Grants Manager. Verify that the submitted documents correspond to the final validated versions. Ensure that proof of submission and acknowledgements of receipt are kept in appropriate records. Maintain donor reference documents necessary for administrative monitoring of grants.
• 8. Administrative support for partnerships Organize meetings with partner organizations and write the corresponding minutes. Update the information provided in the Partnership Tracker. Collect and classify documents required for partner assessments, due diligence, agreements and amendments. Track administrative timelines and receipt of deliverables under partnership agreements, including partner reports. Report delays and missing documents to the Grants Coordinator. Comply with NRC procedures and tools for managing partnerships.
• 9. Coordination and support to teams Collaborate with the Program, Finance, Logistics, Human Resources, MEAL and Risk & Compliance teams. Respond to ongoing operational requests within its scope of responsibility. Share models, templates and validated tools with the teams involved. Contribute to internal information sessions and training on schedules, project cycle, Filing Tree and grant management procedures.

Other information

Maintain constructive professional relationships with NRC field teams, partners and other stakeholders.

JOB REQUIREMENTS

• 1. Academic training Êhold a university degree in a relevant field, including: Project management; Social sciences; Development; International relations; Finance; Or any other relevant related area.

Experience

Have two to three years of relevant experience in grant management, project management, partnerships or program support.

Candidate profile

To have acquired this experience within an NGO or UN agency, in accordance with the profile indicated in the document. Have a good understanding of the project cycle, reporting and proposal development. Have experience working with national or local partner organizations. Êbe able to coordinate the collection of contributions from multiple departments and meet multiple deadlines simultaneously.

• 3. Technical knowledge Understand the reporting and compliance requirements of institutional backers. Know the essential stages of the project cycle and grant management procedures. Master the tools for monitoring portfolios, deadlines and grant management processes. Have good documentary management and archiving skills. Master Microsoft Word and Excel, SharePoint and document management tools. Êbe able to verify the completeness of files, the presence of appendices and compliance with administrative requirements. Understand compliance, accountability and risk management issues related to grants and partnerships.
• 4. Language skills Have a very good writing and synthesis ability in French. Have a good professional command of English, considered an asset in the document.

Job overview

Have a good knowledge of the humanitarian and institutional context of Niger. Êbe able to collaborate with multidisciplinary teams and field offices working in complex and volatile contexts. Understand the operational issues related to grant management and partnerships in a humanitarian environment. Êbe able to work with different interlocutors and maintain constructive professional relationships.

• 6. Personal and behavioural qualities Demonstrate rigour and an excellent sense of organization. Êbe able to plan activities and achieve expected results. Demonstrate autonomy in the execution of assigned tasks. Comply with procedures, deadlines and documentary standards. Communicate with impact and respect. Know how to analyze information and identify inconsistencies. Work effectively with diverse teams and partners. Quickly report identified difficulties and risks. Êbe able to cope with insecure environments, consistent with the NRC’s behavioural competencies.
• 7. Special conditions of the position

Location

Place of employment: NiameyNiger. Type of contract: National 12-month fixed-term contract. Grade: 5. Professional travel: about 10%. Direct hierarchical supervision: none. Hierarchy: Grants Coordinator – Niger. Technical line: Grants Manager – Sahel Central. The position does not grant a permanent delegation of contract signature or approval. The incumbent performs first-level controls and prepares files, while the funding strategy, negotiations with donors, final validations and submissions are the responsibility of the appropriate line managers.

ESSENTIAL SKILLS

Grant management and project monitoring. Reporting and compilation of proposals. Document management and archiving. Mastery of Word, Excel and SharePoint. Writing and synthesis in French. Organization, rigor and respect for deadlines. Inter-agency coordination and partnership management. Administrative compliance and risk monitoring. Analysis, respectful communication and teamwork. Knowledge of the Nigerien humanitarian context.

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