Jobs at Plan International

Job Description

• Position Business Development Manager Grade E
• Department & Location Business Development Department, Country Office Date 08 Dec 2020
• Reports to (position): Country Director

Purpose:  How does this post support Plan’s strategy and mission?

• This position is to lead Plan International’s Ghana Resource Mobilization drive in the mobilization of grant related resources and manage the design and implementation of a robust resource mobilization unit/department to increase Plan Inter Ghana’s grant portfolio to meet the organizations funding target.

Dimensions of Role:

• Financial measures or statistics relevant to post such as budget; list of direct and indirect reports
•  Leads Country Resource Mobilization Planning and implementation.
•  The Grants and Resource Mobilization Coordinator and Local Fund-raising Specialist reports directly to the position.
•  Area of Responsibility – Country Program (CSP and Country Res. Mobilization Plan)
• Typical Responsibilities – Key End Results of Position:
• “What” is done and “why”, but not “how”; include indicators for success
• Please state why each activity is done and the indicators for success
• Business Development Manager’s role in the CLT:
•  Participate in CLT decision-making.
•  Support the CLT to manage relationships and processes relating to partners (NGOs and communities), including partner assessment and engagements.
•  Take responsibility as part of the CLT for risk management processes in-country.

Strategy Development

•  Responsible for the development and roll out of a Resource Acquisition and Management strategy.
•  Support the localisation of Plan-Ghana Resource mobilisation Strategy in line with the Ghana CSP.
•  Facilitate in identifying Plan program priorities for fundraising.
•  Participate and play a key role in the development and refinement of Plan Ghana’s CSP.
•  Provide direction in the development of individual PU fundraising strategies for Plan Ghana.

Resource Acquisition and Grant Management

•  Support in identifying in-country funding and partnership opportunities both internal and external.
•  Facilitate ethical checks on partners.
•  Ensure the smooth coordination of all proposal development efforts at the national, regional/PU, and community levels.
•  Oversee the research and development of new proposals to a high standard, using participatory, empowering approaches, in line with the country strategy and annual growth plan.
•  Provide support in proposal development (Concept Notes, Narrative and Financial/Budget) in line with Donor Assistance priorities, Plan policies and donor requirements.
•  Facilitate grants portfolio management within country budget, ensuring timeliness, and budget control and accountability/donor compliance.
•  Direct the development of a grant compliance tracking system.
•  Ensure that systems are in place to support effective grant compliance and positive audit results.
•  Facilitate quality and timely financial and narrative reporting.
•  Ensure quality management of Grants systems.
•  Ensure the development, roll out and management of an information management system to track all proposals developed, awarded, and grants implemented and closed out.
•  Support the Finance Team to monitor grant compliance and ensure Plan Ghana responds professionally to all compliance and audit issues, follow-up on audit findings and evaluation recommendation
•  Participate in monitoring and evaluation of grants programs, including audits.
•  Facilitate the preparation on Grants Projects and grants department for audits and audit action responses/follow ups

External Engagement

•  Liaise with donors and other stakeholders for preparing winning proposals and securing funding.
•  Ensure that communication with donors is streamlined and effective.
•  Ensure consistent and professional engagement with PU Offices and other donors in identifying opportunities for acquiring grants and private funds.
•  Participate in networking, partnership and donor-relations activities – being an ambassador of Plan in cultivating relationships with donors and partners.
•  Direct the process for Plan Ghana to become a “preferred partner” for grants

Coordination

•  Ensure that the Resource Acquisition and Management Team works well internally and closely coordinates its various planning and implementation (proposal development and grant management) activities with departments such as Programmes, Human Resources, Finance, Procurement/Supply Chain, and Information, Communication and Technology.
•  Ensure systems, processes and procedures are in place to implement core work tasks.
•  Ensure that management systems and procedures ensure efficiency, accountability and good working relationships with donors, counterparts, Plan Ghana partnership colleagues, and beneficiaries.

Capacity Building

•  Facilitate capacity enhancement of staff and grants partners on grant policies, grants development and management through mentoring and training.
•  Ensure staff and grants project subgrantees and sub grantors have the necessary skills to manage the projects, engage with donors, and fundraise.

Management:

•  Ensure accomplishment of the team business/work-plan, objectives and targets as related to achieving Plan Ghana annual Resource Mobilization main goals and objectives.
•  Manage Department’s operational team budget.
•  Monitor individual employee performance and conduct regular, ongoing management and biannual performance evaluations.
•  Recruit, develop and motivate a high performing Grants and Resource Mobilization team.
•  Provides timely and quality support for disaster preparedness and execution of activities during disaster and manages associated risks in this regard
•  Ensure gender mainstreaming into finance activities and maintain gender sensitivity towards staff and Plan associates to ensure gender equity at all times
•  Fulfill Plan’s Child Protection Policy at all times
•  Perform any other duties to be assigned

Dealing with Problems:

• Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them
•  Produce adequate policies and procedures to ensure smooth implementation of the country’s grants and resource mobilization functions as per the organizational policies and procedures and provide sensitization to staff to ensure the smooth flow of work to achieve set targets.
•  Coaching and training of staff in the implementation of grants related function.
•  Work with minimum supervision.
•  Make analysis and present them in a usable way for management decision making
•  Analyse issues for decision making to address the organisation’s grants and resource mobilization functions and only refer to a higher manager where applicable
•  Manages the Grants Department annual budget.

Communications and Working Relationships:

• Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
•  Medium contact with Plan partner organizations to ensure compliance.
•  Has high contact with all country office and program unit grants related staff to support smooth implementation and delivery of grants project.

 Maintains medium contact with other staff from the program unit and country offices to offer support for understanding and implementation of grants and resource mobilization related activities.

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

• Gained through education, training, & experience

Qualification and Experience

•  Master’s degree in relevant field such as international development, Planning, Management, Marketing and Communication and in social sciences, or any related field.
•  A minimum of 7-10 years of relevant professional experience in Grants Acquisition and Management.
•  Preferably At least 5 years work experience with international development or humanitarian organizations.
•  Demonstrated track record developing successful funding proposals for major institutional donors.
•  Capacity building experience in project design, implementation, reporting, and evaluation.

Demonstrated behaviors needed by the postholder to successfully perform the role:

•  Develops, motivates coaches and manages procurement team in the country for donor procedures.
•  Promotes high performance by all staff.
•  Promotes innovation and learning.
•  Communicates clearly and effectively.
•  Gains, develops and retains credibility about his/her performance.

Skills Specific to the post needed to put knowledge into practice.

•  Preferably knowledge of funding cycles, strategic priorities, and requirements of major donors such as EU, USAID, CIDA, GF, World Bank, etc.
•  Understanding of International Donor requirements
•  Maintains good contact with partners, Multilateral Companies and organisations operating in Ghana.
•  Excellent proposal and report writing skills.
•  Fundraising skills
•  Analytical skills
•  Program/project management skills
•  Financial Management skills.
•  Networking and partnership development.
•  Strong team building and motivational skills.
•  Strong negotiation, facilitating and influencing skills.
•  Proficient in Microsoft applications usage and other relevant software and other applications.
•  Self-starter, takes initiative and works with minimal direct supervision.
•  Strong inter-personal and cross-cultural skills.
•  Flexible, able to shift directions quickly and occasionally work long hours to meet tight proposal deadlines.

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Dimensions of Role:

Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

• The post holder will not have any direct report, but s/he will have occasional intern to manage.
• The post holder will not manage a specific budget assigned to him/her, but will indirectly manage the budget in relation to the tasks assigned to her/him.
• The post holder will project the professional image of Plan to the external partners.
• The post holder will likely be called upon for different committees at CO level.

Typical Responsibilities – Key End Results of Position:

“What” is done and “why”, but not “how”; include indicators for success

• To organize the Country Office Management Team meetings (Preparation of the schedule, agenda, minutes, and the follow up of action points from meetings)
• To manage a proper filing system for incoming and outgoing mails and other documents for the Country Director’s Office.
• To manage the work appointments of the core management members – especially CD which reflect the priority of the organization.
• To manage the overall monthly schedule of Plan International Ghana that will inform the maximization of the logistics.
• To support the management of international visits and national-level events held at CO level.
• To serve as the first physical contact for visitors to the CD’s Office.
• To support the management team with the management of protocol in a professional manner and ensure open communication with different key stakeholders.
• To support the mechanism of administration (procurement, inventory and contract management) in relation to the executive secretariat service.

Dealing with Problems:

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them

• The post holder will not manage specific budget and will not approve any budget.  S/he will, however, make decisions on his/her own on the following issues;
  • Managing travel and other schedule of the CMT members and deal with the competing priorities.
  • Handling of confidential information
  • Answering  telephone calls and handling difficult calls.
  • Attending the requests from visitors

Communications and Working Relationships:

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

• High contact with visitors at CO level and partners
• Medium contact with external staff (IH, WACA) working with plan International Ghana staff
• Medium contact with partners to help the management preparing correspondence, report and presentation

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Gained through education, training, & experience

• First Degree in Management Studies, Administration or any related field and at least 3 years of experience in a similar role.
• Knowledge of administrative and clerical procedures and systems
• Computers skills (Word, Excel, Power point)
• Fair level of spoken and written English skills
• Excellent writing and editing skills

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Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

• Area of Responsibility – Country Office

Typical Responsibilities – Key End Results of Position:

• “What” is done and “why”, but not “how”; include indicators for success

Office Facility Management

• Ensure effective and efficient facility management of the Country Office
• Monitor  Janitors to ensure cleanliness of the office, both indoors and outdoors
• Ensure adequate supply of water  and electricity for office use
• Ensure stand by generator is in good working condition at all times
• Ensure minor repairs of office premises including but not limited to plumbing, electrical and carpentry related works and maintenance of air-conditions etc.

Alert Logistics and Procurement Manager on any major repairs required for decision making.

Facilitation of Visitors travel documents

• Obtain accreditation letters for video grapplers who come into country for official work
• Assist to acquire visa for Plan International staff visiting Ghana
• Work with custom brokers to ensure all imported goods and equipment are cleared on time for successful project delivery.
• Obtain all shipping documents related to goods and equipment to be imported are processed for successful clearance in line with government rules and regulations and the duty-free privileges.
• Facilitate the acquisition and renewal of resident and work permit for expatriate staff to enable them settle properly and perform their duties effectively.

Office Administration

• Receive goods into SAP
• Assist in organizing workshops and other events.
• Track fuel consumption of both vehicles and generator and produce monthly reports.
• Ensure repair, maintenance and servicing of all vehicles to ensure they are in good working condition and are road worthy.
• Process the monthly fuel bills.
• Ensure all vehicles are insured promptly.
• Ensure all staff are covered with group personal insurance at all times/
• Prepare Drivers’ schedule (rotational movement plan) to ensure Drivers assignment is fairly allocated and share rotational plan with all drivers and the Logistics and Procurement Manager for review and monitoring.
• Ensure stock consumption is monitored, planned and replenished to avoid both shortage and surplus. (This should be done on a project by project basis, and proactively, so that Project Managers can make informed and timely decisions about the need for either replenishment or stock reallocation and not risk project delivery due to delays or wastage)
• Stocks should be rotated on a first in, first out (FIFO) basis to ensure older stocks are used first and that wastage is kept to a minimum. (This is particularly important for items such as food and medical items and any other items which have shorter shelf life and expiration dates to consider)
• Ensure a stock control system is put in place which includes the use of the following minimum documentation.
• Goods Service Receipt Notes must be completed and signed whenever goods are received. This can be done using the GSRN Template and then completing the MIGO step in SAP.
• Provide support to the procurement of goods and services according to Plan International procedures and practices.
• Perform all other duties assigned by your supervisor.

Dealing with Problems:

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them

This includes how much freedom the position has to make decisions; for example, “may approve invoices up to $1,000.”

• Demonstrate understanding of administrative requirements as per the OB and other policies and procedures and provides support to the administration staff in the delivery of administrative functions
• Receive, sort, classify, issue, stock goods and materials
• Conduct stocktaking and inventory of stores

Works with minimum supervision

Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

• Maintains a high contact with contractors, service providers and suppliers for the provision of goods, materials, equipments, utilities, repairs and maintenance of office equipments to ensure that Plan receives value for money and operates seamlessly.
• Keeps and maintain a high contact with all country office staff to receive and process requests for various administrative services

Maintains medium contact with staff from the program unit offices to offer administrative related support services towards implementation of programs

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

• Gained through education, training, & experience

Knowledge and Experience

• First degree in Business Administration or Logistics.
• 3 to 5 years working experience in Administration in a reputable organization especially in the NGO environment.
• Strong general knowledge in the procurement supply chain process is a plus.
• Ability to drive in and around Accra

Demonstrated behaviors needed by the post-holder to successfully perform the role:

• Timeliness and proactive in the discharge of duties
• Good planning and organizational abilities
• Good supervisory and listening abilities
• Open to feedback and willingness to adopt to new approaches and processes
• Ability to inter-face with all levels of management
• Good team player
• Communicates clearly and effectively
• High awareness of safety requirements of area of operation