Grants Manager At International Organization for Migration

Position Title: Grants Manager

Duty Station: Multiple Duty Stations

Classification: Professional Staff, Grade P3

Estimated Start Date: As soon as possible

Closing Date: 26 January 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

Under the direct supervision of the Deputy Programme Manager / Deputy Chief of Party, and the overall guidance of the Programme Manager / Chief of Party, the Grants Manager will manage and be responsible for organizing, tracking and managing all aspects of grant activities funded through a small grants mechanism, ensuring the thorough administration of all grant requirements from activity identification, development and submission for donor approval, and implementation monitoring towards completion. They 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 programme will span multiple French-speaking nations and support the U.S. Strategy to Prevent Conflict and Promote Stability (SPCPS). Implemented by IOM in close coordination with the programme’s various bilateral donors, with communities in priority areas, and with all levels of the host Government(s), the programme will be supported by a multi-donor funded small grants initiative to advance SPCPS priorities. The overall objective of the IOM programme is to create and implement medium- to long-term, locally-led activities to build resilience, strengthen the roots of stability, and prevent conflict.

The Grants Manager will be the principal administrator of grant activities, with the overall responsibility of ensuring that grant content and processes consistently meet programme objectives and IOM standards. They will strengthen and maintain the necessary administrative structures and inter-departmental processes, both within the IOM programme and between the programme and IOM Mission, in order to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring. The Grants Manager will also provide technical support the implementation of the Monitoring and Evaluation Plan for the programme.

Core Functions / Responsibilities:

1. Supervise the staff of the Grants Unit of the programme and oversee the rapid development, tracking and control of grant ideas and approved grant activities.
2. Provide training on all related aspects of the grant life cycle, grants writing process and database, and ensure the overall integrity of performance within the Grants Unit and Database team.
3. 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.
4. Be responsible for the overall quality of grants documentation, in English and French, 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 Database.
5. Manage, modify, update, and maintain the Activity Database as well as the Unit’s procedures and processes to ensure that all hard-copy and electronic documents for all grants are complete, filed and in order. This includes leading the grant closures process in cooperation with Monitoring and Evaluation (M&E) staff.
6. In line with the Grants Activity Cycle, liaise with donor counterparts as needed to revise and update the database, including submission of grant, budget, and grant amendments, if required.
7. Develop, enhance, and maintain systems of communication and data transfer with programme counterparts in field offices and maintain appropriate, programme-wide standards of grant integrity, data collection and management, and information flow.
8. Ensure the Database includes centralized financial tracking of all grants; liaise regularly and actively with financial, administrative, logistical and procurement units in order to further programme objectives and ensure that programme standards are followed.
9. Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the programme, IOM Mission and IOM at large as required. Upon request from the Programme Manager/Chief of Party or Deputy Programme Manager/Deputy Chief of Party, provide weekly activity notes/grant updates, and all other requested grant-related information to the programme’s donors.
10. Support the preparation of programme budgets and pipelines, as required.
11. Monitor and review ongoing activities of the programme, including those of project implementing partners (if any) for grants funded by the programme; in coordination with the Programme Manager/Chief of Party and Deputy Programme Manager/Deputy Chief of Party, facilitate and oversee the exchange of monitoring information with external partners as necessary to maintain appropriate visibility with grant activities.
12. Coordinate the collection and submission of activity notes for weekly submission to the Monitoring and Evaluation Officer and the programme’s donors for inclusion in the database.
13. Support the admin/finance team with the overall control of expenditures, with a specific focus on grant commitments vs. disbursements. Make sure that all grant disbursements are properly coded, as per IOM’s accountancy system.
14. Supervise the regular reconciliation of Grants Database financial tracking with IOM’s financial systems. Provide technical support to the implementation of the programme’s M&E plan, in particular mechanisms required to carry out the three levels of “rolling analysis” country, programme, and project.
15. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Management, or a related field from an accredited academic institution with five years of relevant professional experience; or
• University degree in the above fields with seven years of relevant professional experience.

Experience

• Experience in operational activities in a complex crisis or emergency area;
• Previous experience in small-grants programming, particularly in the areas of infrastructure works, procurement and civil-society strengthening or Monitoring and Evaluation;
• Work experience with United States Agency for International Development (USAID) funded programmes, or on other large donor-funded programmes, an advantage, preferably with the Office of Transition Initiatives (OTI);
• Experience managing staff from diverse environments and backgrounds;
• Experience in graphic design, Power Point, or other software to generate sophisticated reporting.

Skills

• Familiarity with political analysis in complex crisis settings;
• Knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment;
• Strong general analytical skills; and
• Significant reporting and database experience required, preferably with Microsoft Access.

Languages

IOM’s official languages are English, French and Spanish.

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

For all applicants, fluency in English and French is required (oral and written). Working knowledge in German and/or local languages is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

This position is based in Multiple Duty Station in Coastal West Africa and Haiti.

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.