Grants Coordinator at Plan International

About The Job

Role Purpose:

• This position requires strong project management, proposal writing, budgeting, analytical and communication skills to be able to perform at the optimum level. 
• She/he will work with the grants team in identifying grants opportunities from donors and contribute significantly to fund-raising efforts of Plan International Ghana. 
• She/he will facilitate ethical checks on local partners, manage grants information in Systems Applications and Products (SAP) in Data Processing and ensure the smooth coordination of all concept notes/proposal development efforts at the national, regional/PU and community levels.

Dimensions Of The Role:

• Financial measures or statistics relevant to post such as budget; list of direct and indirect reports
• Coordinates Country Resource Mobilization Planning and implementation and contributes significantly in raising more than 1 (One) million in Annual Grants.

ACCOUNTABILITIES
“What” is done and “why”, but not “how”; include indicators for success
Grants Acquisition and Management:

• Ensures readily available data per Country Strategy (CS) and the 4 key outcome areas for easy reference for proposal and concept note development.
• Develops a schedule for local resource mobilization within Plan International Ghana.
• Conduct search for Calls for proposals and concept notes on the internet as well as National Offices (Nos) and share same with Programme Units (PUs).
• Coordinates research and development of new proposals of 600 Euros and below to ensure a high standard, using participatory, empowering approaches, in line with the country strategy and annual growth plan.
• Maintains a database of all proposals received for easy reference by grouping the proposals received by impact areas and by PUs.
• Maintains a photo bank on grant funded projects per PU.
• Maintains a database of reports to NOs per PU.
• Reviews concept notes and proposals developed from the field per CS  for submission to - the Business Development Manager (not quite clear)
• Coordinate on behalf of Business Development Manager Grants audit and follow up. 
• Monitors Grants Implementation in the field.
• Fulfills Plan International’s Child Protection and Gender Policy at all times 
• Performs any other duties that may be assigned.

Grants Reporting: 

• Supports Grants Reporting to ensure they meet donor requirements and produce no negative/adverse feedback. To do this, the role will:
• Develop, update and maintain a schedule for grants reporting detailing the donor, reporting requirements, type of reports, deadlines. 
• Facilitate timely follow ups on donor deadlines. 

Donor Relationship Management: 

• Facilitate timely follow ups on donor deadlines and ensure that all donor queries are adequately addressed.
• Review reports due donors and ensure that reports meet donor reporting requirements as per Funding Agreement Document (FAD) (please write FAD in full) and other documented agreements and recommend actions to Business Development Manager.

Budget Management:

• Support the preparation and review of grants proposal budget.
• Perform any other duties that may be assigned from time to time.

SAP Grants Administration and Management:

• Create new donor and assign it to country.
• Maintain donor details should any change happen.
• Extend existing donor to another country.
• Create and maintain donor budget lines (in SAP referred to as sponsored/funded programs) in grant master.
• Set up and maintain grants and contractual match sponsorship (if required).
• Set up and maintain funding bundle (by pulling together relevant grant, contractual match and residual funds) including splitting rule.
• Perform grants related routine maintenance in SAP.

Capacity Building:

• Facilitate capacity enhancement of staff and grants partners on grant policies, grants development and management through mentoring and training.
• Provides staff with the required capacity to perform grants related routine maintenance in SAP

Criteria for success:

• High quality and timely delivery of project activities in communities
• Effective working partnership with local partners and other stakeholders. 
• Timely delivery of quality project activities.
• Quality and timely periodic reporting.
• Quality documentation of best practices on learning themes. 
• Evidence of improved understanding of proposal writing, reporting  skills, donor management, and budget management
• An effective monitoring system to track performance of grants.

Dealing with Problems:

• Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.
• Collates and provides technical support for the implementation of resource mobilization activities
• Puts in place systems to monitor and provides technical soundness to all Grants projects
• Works with minimum supervision
• Analyses issues for decision making to strengthen and support delivery of Grants activities that meet organizational requirements and refers to Supervisor for approval.
• Analyses issues for decision making to address the organisation’s grants and resource mobilization functions and only refer to a higher manager where applicable
• Works with minimum supervisionEnsure the principles and guidelines on the new Global Policy on Prevention of Sexual Harassment, Exploitation and Abuse is fully embedded and in your area work.
• Ensure all concerned person, Child, member of a community where Plan International works and/or Programme Participant knows how to and feels safe and empowered to report any concerns, allegations or suspicions of Sexual Harassment, Exploitation or Abuse and the report is taking seriously.
• Create and strengthening the capacity of all staff, Associates and visitors to prevent and respond in a timely, effective, safe, comprehensive and confidential manner to all complaints, allegations and incidents on Sexual Harassment, Exploitation and Abuse.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. 
• This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key Relationships:

• Medium contact with Plan partners for the grants acquisition and management
• Has high contact with all Country Office and Programme Unit staff to support locally raised grants implementation
• Maintains medium contact with partners, Multilateral Companies and organisations operating in Ghana.

Essential
Qualification and Experience:

• Bachelors Degree in Development Studies/Social Sciences , International Development, Planning, Management Project Management, Marketing and Communication or related area.
• Have at least three (3) years working experience in a related field.
• Has good understanding of contemporary resource mobilization and management.
• Experience in Gender, Advocacy and Community Development related issues.
• Proficient in the use of Microsoft Office packages (Word, Excel, Internet Software and Power Point).
• Understanding of International Donor requirements.

Knowledge Skills, Behaviours and Experience Required to Achieve Roles Objectives:

• Demonstrated behaviours needed by the post holder to successfully perform the role.
• Continuous commitment to high performance and improvement.
• Ability to work in a team.
• Committed to the protection of the rights of the child.
• Communicates clearly and effectively.
• Knowledge in development issues affecting children.
• Skills Specific to the post needed to put knowledge into practice:
• Crisis management skills
• Negotiation and Influencing skills
• Good Business Development and Marketing skills
• Proven leadership and supervisory skills
• Excellent human relations skills
• Excellent Communication and IT skills
• Tactical planning skills
• Facilitation, presentation, training and communication skills
• Project management skills
• Monitoring and evaluation skills
• Critical thinking and analytical skills