Funding and Resource Acquisition Manager (Grants)

Job posted by: American Refugee Committee (ARC) - USA - Tue, 27 May 2014

Job Details:

Organisation: American Refugee Committee (ARC) - USA

Deadline Fri, 22 Aug 2014

Job type: Permanent

Location: Sudan

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POSITION TITLE: Funding and Resource Acquisition Manager (Grants)

COUNTRY PROGRAM: Sudan

RESPONSIBLE TO: Country Program Manager

STATUS (Full time, Part time, Temporary): Full Time

SUPERVISORY CAPACITY: Program Officer

 

COUNTRY PROGRAM DESCRIPTION/MISSION

 

The American Refugee Committee (ARC) Sudan Program started in 2004 in response to the emergency needs of some 500,000 conflict-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.

 

In conjunction with the Head Office in Khartoum, the field office in Nyala supports the delivery of primary health care services at 14 rehabilitated community clinics and a large clinic in the Gereida camp in addition to reaching out with mobile clinic services to 6 remote communities in which health facilities have not yet been rehabilitated. Water and sanitation services, including the construction/rehabilitation of boreholes water yards, household and institutional latrines and hygiene promotion messages, are also delivered in over 70 conflict-affected communities. A small agriculture component assists resettling IDPs and host populations with seeds, tools and extension services to grow their own food.

 

With an annual budget of between ${esc.dollar}{esc.dollar}{esc.dollar}{esc.dollar}{esc.dollar}9-12m, the Sudan Program has 10 expatriates and over 370 national staff some of who are seconded from the line Ministries of the Sudan government.

 

 

PRIMARY PURPOSE OF THE POSITION

 

Facilitate programme development and resource acquisition with high standards of appropriateness, timeliness, and effectiveness. Provide the final review of all proposals and concept notes prior to submitting to donors. Ensure that grants are managed effectively through appropriate, timely and detailed communication with key stakeholders. Coordinate, encourage and facilitate the documentation of promising practices and lessons learned. Ensure that donor and HQ visits are strategic, well timed and smoothly executed and managed.

 

MAJORAREAS OFACCOUNTABILITY

 

STRATEGY AND PROGRAM DEVELOPMENT

-          Contribute to the development and implementation of the ARC Sudan and the Resource Acquisition strategies;

-          Lead the development of donor specific strategies that articulate donor strategic intent and funding targets, sectors and geographic preference;

-          Develop and manage the proposal development calendar for ARC Sudan. Coordinate timely and strategic response to proposal development;

-          Assist in shaping the strategic direction of the ARC Sudan program, ensuring quality programs aredesigned and implemented. This includes participating in strategic program reviews, evaluations, revision of the Country Strategic Plan, etc.;

-          Advise the Senior Program Coordinator and Sector Heads on areas (geographic and sector) for possible internal program enlargement/enrichment;

-          In coordination with the Senior Program Coordinator, M&E Officer and Sector Heads, conduct comprehensive reviews/edits on all concept notes, proposals and other program documents before submission to ensure quality control and conformity with ARC and donor requirements;

-          Participation in various coordination meetings with other INGOs, UN agencies and line Ministries of government and pursue collaborative relationships that enhance program development;

 

EXTERNAL ENGAGEMENT (Strengthening ARC’s Networking and Coordination)

-          Represent ARC Sudan at national (Khartoum) level coordination meetings with donors, stakeholders, INGOs, local organizations, and high level government officials; 

-          Provide updates on projects at coordination meetings;

-          Provide key stakeholders with updates of meeting outcomes stakeholder priorities

-          Develop and maintain solid working relationships with major (government/private) donors including ECHO, USAID, OFDA, UNHCR, UNICEF, UNDP, CIDA, FAO, and including hosting visits, responding to communication, and ensuring that HQ and donor requirements are met;

-          Facilitate the growth of ARC Sudan’s program by cultivating good working relationships with donors and NGOs to ensure that ARC Sudan builds its reputation for integrity, expertise and reliability;

-          Maintain ARC Sudan master list of stakeholder contact information and update regularly;

-          Contribute to the development of communications and marketing materials;

-          Regularly attend NGO forum meetings with Country Director and/or the Country Program Manager  and represent ARC at such meetings whenever the Country Director or the Country Program Manager is absent;

-          Facilitate clear and timely links between technical/coordination discussions in Khartoum and similar discussions in the field ensuring that ARC staff on both sides are better informed and adequately prepared to participate.

 

 

RESOURCE ACQUISITION 1. Pre-proposal/opportunity tracking:             Activities include but are not limited to the following:

-          Lead research and trend analysis to ensure that ARC Sudan is proactive rather than reactive in its fundraising strategies and donor engagement;

-          Present funding ideas and concepts to appropriate stakeholders and donors;

-          Gather and share intelligence for individual sector opportunities; a) develop key understanding of sector strategies by donor;

-          Assess level of risks associated with opportunity and ensure sufficient alignment with all relevant ARC Sudan strategies at the Khartoum and State offices, and use information to make decisions whether or not to pursue specific opportunities;

-          Engage and pre-position ARC Sudan with NGOs and institutional donors to develop consortia;

-          Lead external partner mapping exercise and ensure that results are incorporated into Resource Acquisition and Management strategy;

-          Review assessments and baseline studies to gather and prepare background information and data for the design of programs and projects;

-          In coordination with the Country Director and Country Program Manager, lead the proposal development process;

-          Disseminate donor and ARC standards to relevant personnel at the beginning of the process;

-          Ensure that information is provided in a timely fashion and relevant staff are involved in the proposal development process;

-          Verify completeness of proposals and adherence to donor and ARC standards.

-          Work with the appropriate HQ Program Development Advisors and Technical leads on proposals;

-          Track and relay funding opportunities to relevant staff in a timely manner;

-          Lead the acquisition process for assigned proposals, ensuring timely submission, managing all components of the process;

-          Serve as proposal manager as assigned or support designated proposal manager, ensuring support/engagement of technical sector specialists, grant finance officer, etc. as needed;

-          Lead ARC Sudan’s component of joint design with partners. When necessary, lead ARC Sudan’s efforts in forming consortia. Negotiate ARC Sudan’s role with partners;

-          Facilitate lessons learned after proposal development process and share key lessons.

 

-          Follow up with donor(s) and partner(s) as necessary; 

-          For awarded grants, ensure complete, smooth transition to project officer, which includes actively supporting grant start up process; 

-          If proposal is denied, ensure debrief from donor and disseminate lessons learned to all relevant parties;

 

 

GRANT MANAGEMENT             1. Grant Start-Up                         Responsibilities include, but are not limited to:

-          Develop guidelines for grant start up workshops;

-          Facilitate start-up workshop and any required training (e.g., donor requirements);

-          Ensure all involved staff have copies of approved program design (narrative, logframe, monitoring and evaluation plan, budget) and grant agreement and that they understand donor regulations, reporting and other requirements;

-          Communicate outcomes of grant start-up to the donor and internal stakeholders.

 

  1.                         On-going grant implementation support includes, but is not limited to:

-          Provide grant management assistance to the field as needed;

-          Ensure regular, positive, and productive communication with respective donor representatives, the field, and partners regarding the implementation of program activities;

-          Lead and ensure on time submission to donors of high quality reports;

-          Revise program documents as necessary and as requested and coordinate or complete approved grant amendments;

-          Coordinate and/or submit grant amendments;

-          Provide regular programme updates to HQ and other donors.

 

  1. Staff Capacity Building:

-          Ensure budget holders, finance, and field staff have the knowledge and tools to comply with donor requirements and ARC grant management guidelines;

-          Conduct internal audits of grants processes and protocols to advise budget holders on compliance levels in the field bases;

-          Develop and roll out donor compliance checklists as needed.

 

      4. Grant Close-Out

-          Assist in close-out process for assigned projects (includes final reports, asset disposal and lessons learned).

 

BUSINESS PROCESS 

-          Contribute to the development, roll out and use of program development and management business processes.

 

INFORMATION MANAGEMENT 

-       Contribute to the development, roll out and management of an information management system to track all proposals developed, awarded, and grants implemented and closed out; Ensure the record keeping of all essential communication and documentation from pre-proposal to grant closeout. 

 

 

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED

 

The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training: 

  • Bachelor’s in Social Studies, Public Health, Business Administrationoranyother relatedfield;
  • Master’s preferred;
  • Minimum 4 years’ experience supporting/implementing international humanitarian assistance programs;
  • Excellent English writing skills including professional reports and grant proposals;
  • Demonstrated success in grant-writing and program development;
  • Must be able to produce efficiently in a fast-paced work environment;
  • Must be able to relate to, and represent ARC Sudan to, major program partners, in a highly professional manner;
  • Capacity building experience in project design, implementation, reporting, and evaluation;
  • Computer knowledge including Word, Excel, Outlook and Power Point;
  • Fluent in written and spoken English;
  • Demonstrated communications and inter-personal skills;
  • Working and living with multi-national staff;
  • Strongoperational,analyticalandmanagementskills;
  • Abilitytomanagemultipleprioritieswithminimalsupervision;
  • Ability to multi-task, prioritize and meet tight deadlines;
  • Willingness and ability to work in insecure environment and adhere to ARC security policies;
  • Previous experience living and working in Africa preferred.

 

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