Overview
The Grants Management Assistant (GMA) role supports all grants administration processes, ensuring information and data are captured, documented, analyzed, and reported in a timely manner for donors and internal purposes. The role works closely with various departments to ensure quality management of pre- and post-award grants functions.
Tasks Summary
- Maintain and update the grants module in DRC’s Dynamics system with proposals, budgets, contracts, reports, and other relevant project documents.
- Create new grants on DRC Dynamics system for all Somalia projects.
- Participate in portfolio review meetings to discuss project implementation status, expenditures, target achievements, and challenges.
- Ensure quality information management related to grants, including managing DRC Dynamics for Grants and in-country documentation.
- Ensure the Grants folder on SharePoint is up to date.
- Establish and update grants management tools, including the Grants Tracker.
- Prepare fund requests for donors and liaise with HQ to ensure funds are received.
- Prepare donor refunds documentation and coordinate with finance.
- Update billing rules on Dynamics with incomes received from donors.
- Coordinate with field finance staff to ensure donor invoices and support documentation are submitted within timelines.
- Track donor income and update records.
- Support grant opening, monthly grant review, and close-out meetings.
- Support donor reporting processes by coordinating, compiling, editing, and providing feedback for high-quality narratives and timely submissions.
- Provide continuous analysis of achievements through progress reporting and facilitate project reviews, evaluations, and audits.
- Develop and update donor reporting timelines and requirements templates.
- Collect and collate information from field teams, supporting teams, and management.
- Draft and edit reports for submission to donors and head office.
- Disseminate reporting tools and requirements and follow up on deadlines.
- Support the consolidation of proposal write-ups and draft budgets.
- Support program development through review of project proposals, concept notes, and assessment reports.
- Collate and disseminate donor-specific requirements and guidelines for tenders and proposal processes.
- Provide support in relationship building with priority donors.
- Relay updates from the field to specific donors and communicate donor instructions to the field.
- Support donor mapping exercises with up-to-date information on donor strategies, priorities, and funding opportunities.
- Update, streamline, and disseminate grants management tools and resources.
- Raise issues of non-compliance and assure compliance with DRC standards and procedures.
- Provide regular updates to supervisor.
- Perform other duties as agreed with supervisor.
Experience Requirements
- At least 2 years’ relevant experience with an international NGO in narrative reporting and grants management.
- Experience working with major donors including Danida, ECHO, USG GFFO, DFID(FCDO), EC, UNHCR, UNICEF, OCHA, IOM etc.
- Experience in Monitoring and Evaluation is a plus.
- Experience in income management and finance is a plus.
Qualification Requirements
