POSITION TITLE: Grants Officer
DEPARTMENT OR COUNTRY PROGRAM: HQ International Programs
RESPONSIBLE TO: Program Manager
STATUS: 40 hours a week
SUPERVISORY CAPACITY: None
START DATE: August 2016
APPLICANTS MUST ALREADY BE ELIGIBLE TO WORK IN THE UNITED STATES.
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION
The International Programs team focuses on meeting and exceeding ARC’s vision and mission through innovation, collaboration and disciplined attention to program outcomes. The team rigorously implements ARC’s shared vision of ensuring that every person who participates in an ARC-supported program has a better chance of taking control of his or her life and achieving self-sufficiency. We accomplish this by working in partnership with refugees and internally displaced people to design and deliver high quality, long lasting programs.
PRIMARY PURPOSE OF THE POSITION
The Grants Officer position is a position that sits within the International Programs (IP) Department at ARC headquarters in Minneapolis, MN. The IP Department works with ARC country field offices and other headquarter office departments to provide technical, administrative, fundraising and general support and oversight for ARC’s programming worldwide. Working under the supervision of the Program Manager, the Grants Officer serves as the key grants person for backstopping multiple countries at the HQ level. The role of this position is to provide direct support of field staff to enable effective management of grants, adherence to ARC and donor policies and procedures, inter-departmental coordination and support to program development efforts as needed.
MAJOR AREAS OF ACCOUNTABILITY
PRIMARY DUTIES/RESPONSIBILITIES
Grants Management
· Conduct programmatic reviews of new grant contracts to ensure deliverables are achievable and reflect ARC proposed activities, prior to the signing of the award contract.
· Support timely submission of high quality donor reports, including 1) reviewing draft reports for content and format 2) facilitating review by technical advisors and 3) monitoring the timing of submission.
· Support multiple countries in report tracking to ensure country staff are aware of upcoming deadlines and understand reporting requirements/deadlines.
· Ensure effective collection and archiving of all programmatic reports and other documentation.
· Identify gaps in grant management capacity in country teams and propose capacity building actions to address them.
· Along with the field based Senior Program Coordinator, act as a central point of organizational expertise on donor compliance requirements, ensuring that relevant staffs of all departments are informed of donor requirements; work closely with GMU and finance departments to ensure compliance.
· Maintain detailed listing of all current grant portfolios in multiple countries.
· Work with program staff in multiple countries to ensure all grants management documentation is on file at HQ for grant opening/mid/closing.
· When possible participate in grant opening/mid/closing meetings; particularly for United States Government and large grants.
· Ensure and monitor appropriate burn rate for all grants, including reviewing budget versus actual reports and grant spending plans
· Work with Budget Holders (country or project coordinators) and Finance Team to monitor all grant budgets to ensure compliance with donor requirements; review budget realignment and grant C/NCE request; and monitor expenditures to ensure compliance with budgets.
· Liaise with donors on grant related issues including requests for no cost extensions, realignments, compliance, etc.
Program Development
· Assist with budget preparation, review and adherence to IP budget policies and procedures as necessary.
· Review proposal budgets for correct use of budget templates, full financial coverage of proposed activities, and appropriate levels of core field and headquarter costs.
Communications
· Participate in monthly meetings with field staff that are led by the Program Associates.
· Attend external meetings and fora as needed.
· Write and/or coordinate field staff efforts to produce quarterly board reports, site descriptions and capability statements.
· Assist in ongoing improvement of internal tracking and reporting systems to support ARC meeting program requirements and standards.
· Maintain paper and electronic files related to grants management
Other
· Liaise with other departments to support effective information sharing and coordination.
· All other duties assigned.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
- Education: Undergraduate degree required. Masters Degree in Public Health, International Relations, Public Affairs or other Relevant Advanced degree preferred
- Minimum of 3 years relevant working experience, including international experience working with/supporting international relief/development programming; including one year of field experience
- Background in program management, design, and development
- Preferred work experience in grants management or coordination
- Experience working with USG and UN donor regulations and requirements
- French/Arabic language a plus
- Proficiency in standard computer software (word-processing, Excel, databases, Power-Point and internet)
KEY BEHAVIORS & ABILITIES
- Must be available for some evening and weekend hours
- Ability to potentially travel to multiple countries with little notice
- Commitment to ARC’s mandate and objectives
- Experience working with diverse communities
- Highly developed organizational, liaison and communication skills
- Ability to work under own initiative and as part of a small team
- Ability to multi-task and work under pressure
- Ability to be administratively self-sufficient
American Refugee Committee is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. American Refugee Committee complies with all applicable laws governing nondiscrimination in employment. o
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