Job Description
NOTE: The content of this job description sets out to define the major areas of responsibility present in the job at the time that the document was drawn up. The content of the actual job could include ad hoc tasks not present in this document and the job description will grow and change according to the organizational needs as the organization develops. This document will be reviewed on a regular basis and particularly during each performance appraisal process with the job holder.
Job Title:
Grants Officer |
Unit:
Grants Unit |
Grade:
C1/C2 |
Reporting To:
Grants Manager |
Number of Subordinates:
None |
Travel Required:
Yes |
Overall Purpose Of Job:
To assist in implementing the grant making strategy of the Trust and to assist the grants manager in ensuring the efficiency and effectiveness of the grants facility.
Dimensions:
- Performs specialised programme tasks together with administrative responsibilities under minimal supervision.
- Tasks require a medium level of decision making and a very high level implementation competence;
- Tasks require analytical understanding and co-ordination;
- Involved in but not responsible for planning and performance beyond own work.
Example: Finance Officer, Project Officer, Web Administrator, Personal Assistant (over 3 years experience in a similar job)
Purpose:
With direction from the unit manager, takes charge of project management including monitoring and communicating with partners. Provides support for management and maintenance of the grants portfolio, administers grant making procedures, and supports the grant making and project management processes in general. This includes:
- Responsible to disseminate project information to staff and relevant project partners, and collate required reports and information;
- Responsible for capture and maintenance of project information in the Trust's online grants management system and hard copy filing system;
- Under the direction of the grants manager, manage all aspects relating to the drafting of grant partnership agreements;
- Monitor and report on grantee progress;
- Conduct partner due diligence assessments and project monitoring visits as and when required;
- Serve as the primary contact person / communication point within the Trust for a defined portfolio of grant projects;
- Collaborate with the Trust's policy team / programme coordinators in relation to project monitoring, evaluation, linking and learning;
- Provide support to the grants manager in managing overall portfolio analysis and information;
- Implement grant making procedures in compliance with grants policy; and
- Represent the Trust in external grant makers' forums and grant partners' activities as and when required.
Key Performance Areas:
Assisting with the grant making process
- Assist in the administration and execution of calls for proposals;
- Assist in processing new grant applications, concept notes, and proposals;
- Conduct initial assessment of concept notes and proposals;
- Communicate with applicants to obtain additional information as required by the grant making process;
- Collate grant application documentation for consideration by the appraisal and allocation committees;
- Ensure that all grant application and project information is correctly uploaded in the Trust's online grant management system; and
- Undertake due diligence assessments of potential grant partners as required.
Preparing grant agreements
- Draft grant agreements for grant managers approval; and
- Follow up grantees regarding signature and implementation of the grant agreements.
Capturing and maintaining project information in the online grants management system
- Upload and maintain all relevant project information to GMS; and
- Periodically extract reports from information on GMS.
Monitoring and reporting on grantee progress
- Liaise with programme coordinators in monitoring grantee progress and provide input / engage with grantee to ensure effective implementation of the projects; and
- Undertake occasional field visits to grantees and provide recommendations for risk management and impact assessments.
Support the grants manager in managing portfolio analysis and information
- Provide support to the grants manager to produce quarterly reports of indicators for the portfolio;
- Ensure information on grants portfolio is in order and posted on the website every quarter; and
- Document learning from grantee reports and field visits to inform the Trust's work.
Implementing grant making procedures in compliance with the grants policy
- Apply grants policy in administrative activities, and ensure grantees comply with the Trust's legal obligations and policy requirements.
Representing the Trust in external grant makers' forums and partner activities
- Participate in activities of grant makers' networks to which the Trust belongs, as may be required; and
- Represent the Trust at activities of grant partners as may be required.
Undertaking any related tasks as assigned by the grants manager.
Behavioural Competencies:
- Well developed verbal and written communication skills
- Ability to apply organizational policies and procedures with minimal supervision
- Proactive and able to work independently
- Self motivated and hard working
- Ability to work independently and as part of a team
- Attention to detail
Technical Competencies:
- Developed project management skills
- Highly developed administrative skills
- Strong MS Office and database skills
- Good networking skills
- Good reporting and presentation skills
Academic Requirements:
- Relevant undergraduate degree and / or a minimum of 3 years related experience
