Saferworld Grants Officer, Regional East Africa Jobs in Uganda

Saferworld Grants Officer, Regional East Africa Jobs in Uganda

The Grants Officer, in coordination with the Partnerships and Compliance Manager, will support effective and efficient grant management and administration to achieve programme goals, working with staff and partner organisations of all levels.

The role will provide administration of the grants including managing deliverable timelines, monitoring and ensuring compliance with rules and regulations, and managing complete files and data management for each grant. The Grants Officer will be line managed by the Partnerships and Compliance Manager with a dotted line to other Grant Managers in the region.

Roles and responsibilities:

Grant management and administration

Work with the Partnership and Compliance Manager, to ensure systems, processes and workflows for grant management and compliance are in place including developing or updating them when required. This includes maintaining a calendar of key donor deliverables and deadlines, and regularly communicating these to country teams.

Work with the Partnership and Compliance Manager and other Grant Managers to support the process of the grant set up for new contracts, working with relevant teams in the region and in London to ensure staff and partners are aware of their roles and responsibilities in relation to compliance, budgets and deadlines.

With the Partnership and Compliance Manager and other Grant Managers, support monthly grant management meetings with finance and project staff, including acting as rapporteur, to ensure that finances are reconciled, and the project is on track with contracted obligations

Ensure the fundraising and grant management database is kept up to date, including as new grants are agreed, and that grants, contracts and donor communication is accessible and accurate.

Coordinate timesheet reporting and allocations compliance across the grants for Headquarter staff

Donor reporting

Under the guidance of the Partnership and Compliance Manager, support the reporting process in the region – including working with the project and finance teams to support the production of timely and accurate narrative and financial reports.

Support the submission of payment requests and updated budget forecasts and amendments for approval.

With the Partnerships and Compliance Manager, work with the country and financial teams to support the refinement of financial systems and procedures for grant management and compliance where required.

Follow up on payments as required, e.g. donor payment requests, consultant payments, partner disbursements

Support country and HQ finance teams with project audits, mainly in organising project documentation including from partners.

Donor and partner compliance, quality and learning

Work with Grant Managers and the Finance team to carry out updates of the International Aid Transparency Initiative (IATI) database

Work closely with the Partnership and Compliance Manager and other Grant Managers to develop working relationships with Saferworld partners, including signed Project Agreements and SDN checks adherence to partnership agreements and processes, financial receipts and expenditure reports, developing and managing

systems to track partners’ spend against income in relation to the project, contract compliance, and donor financial and narrative reports – including IATI where needed.

Organise and maintain documentation in relation to partner organisational capacity assessments and budget verification exercises, including the tracker with agreed actions and recommendations arising from these assessments

Maintaining Saferworld’s partner database in the region, and liaise with Saferworld’s global CSO partnerships adviser to ensure Saferworld’s organisational data on partners is up to date.

Support fundraising colleagues to provide relevant data and documents in support of donor due diligence processes

Person specification

Knowledge, qualifications and experience

Bachelor’s degree in Development Studies, International Development, Sustainable Development, Peace and Conflict Studies or related discipline.

Post graduate diploma in project planning and Management is an added advantage.

Demonstrable experience of project and budget management (e.g. project planning, grant management, compiling and monitoring budgets, narrative and financial reporting), preferably in an INGO setting (at least two years of experience).

Experience in developing and maintaining systematic and transparent records in order to keep track of projects and for accountability and auditing.

Experience of working in an organisation that has a commitment to partnership or works with partners.

Experience of donor compliance.

Demonstrable ability to carry out administrative duties effectively

Experience of managing and refining databases and extracting data for analytical purposes.

Familiarity with peacebuilding and/or international development issues

Ability to work both independently and as part of a team, as the task requires

Skills and abilities

Fluency in English (written and spoken); fluency in a second language (desirable)

Excellent verbal and written communication skills and ability to condense complex information, including for reports

Strong coordination and team-working skills applicable to a remote management context.

Ability to negotiate and understand priorities of colleagues, applying a problem-solving supportive approach

Ability to work proactively, on own initiative and well under pressure

Facilitation and training skills (desirable)

Excellent interpersonal skills, including experience of communicating effectively across cultures and with diverse audiences, both verbally and in writing.

Excellent organisational skills, accuracy and attention to detail and ability to meet tight deadlines

Ability to work in a non-partisan and neutral manner, particularly in high-stress and highly politicised environments, appreciating gender, cultural and ethnic diversity.

How to Apply

For more information and job application details, see; Saferworld Grants Officer, Regional East Africa Jobs in Uganda

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