The Partnerships & Grants Management Specialist (PGS) role exists to identify, assess and team up with local
and international organizations for strategic and resource mobilization
purposes. The PGS also support with the negotiation of Funding Approval Documents
(FADs), contracts with donors, and their amendments, as well as, disseminate
and capacitate Plan International’s, projects and partners’ staff on donor compliance
and grants management in general. In this role, the PGS becomes a reference
point specialized in organization’s Partnerships Strategic Framework and
Project Management leading to stronger design, acquisition and implementation of
grants. This role services all projects/FADs secured by the Country Office.
Responsibilities
Partnership Development for Resource Mobilization
·Contextualize and/or revised existing
Country Office (CO) and global partnership tools ready for implementation
within the organization;
·Review and revise the strategy, tools and
methodologies for partnership selection, considering country laws and context;
·Coordinate the mapping of potential
partners and facilitate the processes of partnership selection;
·Undertake participatory identification and
review of the gaps of the partnership guideline and lead the regular updating
that would improve the contents;
·Design the processes for risk management of
the partners;
·Facilitate the periodic review of the
partnership strategies and compliance with the partnership principles (at least
annually);
·Lead and coordinate the review and approval
of all partnership pre-teaming and teaming agreement documents in due time for
preparation and submission of proposals;
·Develop and maintain the Partnerships Database
for organization;
·Conduct ongoing assessment of local and
national policies and issues to ensure organization’s partnerships are
consistent with the operating environment;
·Develop and maintain strong relationship
with NGO Registrar and other government stakeholders supervising civil society
organizations (CSOs) in the country.
Partner management, monitoring, evaluation
and reporting
·When grants secured, support onboarding of
partners to implementation phase, in close coordination with the Head of
Program Implementation, Program Implementation Area Manager (PIAM) and Project
Manager/Coordinators: This includes handing over partner’ risk assessment,
scope of work and budget for the secured project, and other relevant
documentation required for preparation of Partnership Agreements;
·Review partnership agreements, assuring
compliance with organizational requirements and monitor adherence to agreed
conditions.
·With leadership from the assigned PIAM and Project
Manager/Coordinator, is part of the team comprised of the safeguarding focal
person, gender specialist and supply chain team and carry out Organizational
Capacity Assessments (OCAs) to identify capacity gaps of partners, develop capacity
development plans and monitor its implementation and progress;
·In coordination with the assigned PIAM and
Project Manager/Coordinator, support in the design of measures for monitoring
partner performance, both technical and financial project management;
·Participate in regular partner monitoring
visits, review and reflection meetings, organized by Program Delivery team.
Grants Administration
·Coordinate the approval process for the
Funding Agreement Document (FAD) among organization and other entities (National Offices);
·Serve as the BD focal point for SAP (grants
module) and works closely with Finance and Program Delivery to ensure timely
and appropriate set up of the project in SAP, and that information and codes
are correct and updated;
·Provide technical input into the
development, rollout, and use of grants management tools, templates, processes,
and procedures;
·Provide technical input and support the
monitoring of grants spending through the monthly Budget vs Actual process with
Program Delivery (Head of Program Delivery, PIAMs and Project Managers), Supply
Chain and Finance departments;
·Support finance ensuring proper allocation
and tracking of cost recovery and apportioned costs for all secured grants;
·Ensure that FADs are correctly closed
within the SAP system.
Donor Compliance
·Serve as the focal point for assigned FADs;
·Communicate daily with the business
development team and other departments (e.g. Program Delivery, Finance, Supply
Chain) to ensure that all grants are implemented in compliance with donor
requirements;
·Liaise regularly with local donors, organization's entities (National Offices), Regional Hub and Global Hub offices regarding
assigned FADs and ensure effective, professional, and timely communication and
information sharing;
·Support other departments (e.g. Program
Delivery, Finance, Supply Chain) to effectively troubleshoot grants issues and
signal red flags to the Head of Business Development and Country Leadership
Team (CLT);
·Facilitate understanding and dissemination
of donor rules and regulations during project start-up workshops and induction
meetings for organization, project and partner staff;
·Review and provide analytical comments for
all donor reports in terms of compliance, formatting, and packaging;
·Coordinate the timely submission of quality
narrative and financial reports to the donor or Plan entities (National
Offices);
·Link Head of Gender and Inclusion, Head of
Child Protection & Safeguarding and Program Delivery department to ensure gender
mainstreaming, disability inclusion, child participation, and risk management have
been incorporated in reports and evaluations;
·Contribute to the preparation and follow-up
for internal and external grant audit processes and ensure timely submission of
audit reports to organization's entities (National Offices) and local donors;
·Participate in project monitoring and
compliance visits with staff, organization's entities (National Offices), partners,
and local donors.
Knowledge Management
·Remain aware of new or updated partnership
and grants management policies and procedures from Global & Regional Hub
Offices and support the rollout of these initiatives;
·Provide hands-on coaching and capacity
building to Plan International, project and/or partner staff for grants
management, report writing, and donor compliance;
·Update regularly BD Grants Tracking Tools and
the reporting schedule;
·Ensure proper hard/soft copy filing of all
FADs and grants-related documents on the organization’s Business
Development Shared Drive;
·Contribute actively in knowledge management
initiatives through the sharing and dissemination of grants outcomes to
internal and external stakeholders;
·Propose ideas for improving grants
coordination, knowledge management or other innovations.
Safeguarding
- Ensure
that organization’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 organization’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.
Requirements
Knowledge and Experience
·Bachelor
degree in areas related to Social Science or Business Administration, International
Relationships, Development Cooperation, Social Sciences or other related areas.
·A
minimum of 4 years of professional experience in grants management
(design/implementation) and/or development sector. Experience with networking
and/or managing local NGO partnership is a plus.
·At
least 4 years’ experience in donor / partner engagement with private sector or
public sector or international cooperation entities.
·Demonstrable
knowledge as a result of study, training or practical experience on grants
acquisition and donor requirements, interests and priorities.
·Business
acumen, capable of developing sound business cases and building scenarios.
·Analytical
skills, with a natural sense for what will work and what will not work.
·Knowledge
of the institutional and corporate fundraising market in Tanzania and other
countries in the region.
·Listening
skills with the ability to interpret the concerns and interests of external
stakeholders translating them into attractive opportunities for investment in organization’s priorities.
·Communication
skills – written, oral and presentation including well developed networking
ability.
·Fluency
in English is a must.
·Strategic
and Financial Skills.
·Ability
to implement Partnership mapping.
