Position Title: Program Manager I- Grants Coordinator Department/Country: Pakistan, Islamabad Req. #: I154
Background and Job Summary: At the end of July 2010, heavy rains caused catastrophic floods across large sections of Pakistan. In mid-August, as two waves of floodwaters travelled down the Indus, the situation deteriorated in Sindh and bordering areas of Balochistan, with communities flooded on either side of the river and its tributaries. Over 1,000 deaths have been reported countrywide and an estimated 18.5 million people – and one-fifth of the country’s land mass – have been affected by the disaster, described as the worst flooding in Pakistan in living memory. CRS Pakistan has mounted a response in 4 locations – Besham and Swat to serve affected areas in KPK; Balochistan and northern Sindh CRS/Pakistan is responding to the flood emergency with considerable amounts of private funds but also with support from a wide range of donors including US Govt, UN, European and Australian Govts., corporate and family foundations and numerous Caritas Confederation members. All of these funds are being used to implement a unified, 2-year, $30 million response strategy, yet each grant has its own time constraints and reporting requirements, and each donor relationship has to be maintained through responsive communication and negotiation. In order to manage this complex funding picture, CRS/Pakistan is seeking a Grants Coordinator to oversee the management of grants and donor relations, and to provide support and guidance to programming staff responsible for implementing the flood response. The Grants Coordinator will work with the Head of Programming, Heads of Office, and Emergency Coordinator to ensure that the existing and new sources of funding complement each other and contribute to the overall strategy, that donor requirements and reporting/visibility needs are met, and that donor relationships are maintained. The Grants Coordinator will also assist in the design and writing of new grant proposals and in the capacity building of national staff.
Job Responsibilities: 1. In collaboration with the Head of Programming, manage the process of fitting each grant into the evolving overall response strategy by determining what expenses should be charged to each source and how new grant proposals should complement existing resources. This will also include re-negotiating or revising grants, with donors, to fit adjustments and additions to the strategy that emerge over time. 2. Together with the Head of Programming, maintain relationships with the donor representatives and headquarters fundraising and foundation colleagues to respond to their needs for reporting, visibility, visits, etc. This will include frequent written and phone conversations, meetings and visits. 3. In conjunction with programming staff, compile and review required reports and responses to donors. 4. Develop a reporting schedule for both the financial and programmatic components of each grant. Ensure that project manager, finance, and administration staff are aware of their respective responsibilities and respond in a timely manner to meet grant-designated deadlines and procedures. Ensure submissions are concisely and accurately written, and in the language appropriate for the specific donor. 5. Assist in the development and writing of new grant proposals as well as in the revision of existing grants as needed. 6. Review and become familiar with USG standard provisions, OMB -133, OFDA-specific provisions, etc. Act as a resource person/trainer for project managers, purchasers, and finance staff in regard to project implementation issues as they relate to government regulations (i.e. vehicle authorization, source and origin issues, financial reporting/management, auditing issues – adequate documentation, capital equipment requirements, etc.). 7. Maintain up-to-date files on each grant, ensure proper and timely filing of grant documentation, proper information flow between concerned departments, and accurate documentation of grant management issues. 8. Coordinate the timely close-out of expired grants. 9. Assist finance staff in reclassifying expenses to the appropriate donor, by developing clear, well-documented processes for allocating these expenses. 10. Liaise with finance staff and budget managers to ensure that spending is in line with project budgets. 11. Ensure partners follow grant requirements, holding meetings or conducting trainings as needed. 12. Initiate and maintain effective relationships with program partners and participants to fully understand program activities and provide guidance on grant compliance. 13. Assist in the writing/editing of project reports, as needed. 14. Provide information on grants to region and HQ for the win-loss database. 15. Facilitate donor visits or any other donor requirements that may arise during the project implementation. 16. Coordinate with project managers to ensure implementation of recommendations and requirements by donors. Inform CR or HoP of any concerns or inconsistencies with program activities that may contradict these recommendations and requirements. 17. Create and/or maintain tracking sheets and other information resources that help program managers, senior management and finance understand the status of grants across the country program. 18. Ensure PTS is up-to-date for current grants. 19. Work with the Program Manager-Program Quality to provide guidance to the staff in the design and/or enhancement of M&E tools, protocols, surveys and evaluation instruments, and to strengthen data collection, analysis and reporting on grant core indicators.
Key Working Relationships: Internal: Country Representative, Head of Programming, Heads of Office, Emergency Coordinator, Program Manager-Program Quality, Program Managers, Finance Manager, regional communications officer, US-based colleagues responsible for fundraising and foundations. External: Donor representatives, staff from CRS/Pakistan partner organizations, beneficiaries and members of other national and international NGOs based in Pakistan.
Qualifications 1. Masters degree in international development or related field of expertise. 2. Minimum of two years experience working in a development setting. 3. Strong analytical and communication skills. 4. Strong organizational and planning abilities, detailed and multi-task oriented. 5. Ability to work productively under pressure and to adhere to strict deadlines. 6. Understanding of U.S Government grant provisions and guidelines, including proposal formats and reporting requirements. 7. Capacity to work closely with and understand Caritas partners 8. Strong cross-cultural skills and experience working with national staff in overseas offices. 9. Proficient in Microsoft computer applications (Word, Excel, etc.). 10. Willingness to undertake travel to field offices.
Foreign Language Required: Fluent written and spoken English. Knowledge of Urdu is an asset.
Emergency Competencies: Each CRS staff member working in emergencies is expected to use the following competencies to fulfill his or her responsibilities and to achieve the desired results. 1. Communicates strategically under pressure 2. Manages stress and complexity 3. Actively promotes safety and security 4. Manages and implements high-quality emergency programs
Agency-wide Competencies (for all CRS Staff): These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results. • Serves with Integrity • Models Stewardship • Cultivates Constructive Relationships • Promotes Learning
Physical Requirements/Working Environment: The position will be based in Islamabad where there is a normal office environment but some travel may be required.
Major Responsibilities of Position: Finance, Monitoring/Evaluation, Mentoring/Training, Report Writing and Needs Assessment. To apply, visit www.crs.org/about/careers
EOE/M/F/D/V
Closing date: 08 Jul 2011 — Catholic Relief Services
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