Job title: Grants Manager
Location: Head Office (Assigned Grant Partners)
Reports to: Chief Executive Officer
Staff reporting: Programme Specialists (3) Programme Assistant (1)
Purpose of job
Under the direct supervision of the CEO, the incumbent is responsible for developing grant management strategies, systems, and tools and leading a team of subject matter (programme) specialists in planning, implementing and coordinating grants management activities to ensure that stakeholder expectations are met.
Main duties
1. General management
a) Contributes to overall policy formulation, strategic planning, and promotion of ZGF vision, organisational development and growth of ZGF
b) Leads the Grants Team in annual operational planning and budgeting and assumes responsibility for managing the budget related to financial management capacity needs for Grant Partners
c) Scans the operating environment in order to generate up-to-date, valid knowledge and information about Grant Partners’ situation and circumstances and use the information to strengthen ZGF responses to grants and financial management aspects of the partnership
d) Generates and provides accurate information required for overall organisational performance assessment and identifies and recommends appropriate action for strengthening performance
e) Represents ZGF in national, regional and international fora to share information on ZGF programmes and its impact; draws lessons from others and use the learning to strengthen ZGF programmes
2. Grant Partner Management and financial management strengthening
a) Develops overall grants management guidelines and approaches, and financial management capacity assessment tools and procedures and ensure they are within the ZGF CD strategy and partnership approach
b) Consolidates eligibility for support assessment criteria and leads Grant Partner selection process
c) Receives, reviews and compiles all financial management reports and ensures conformity to set standards
d) Receives and reviews field monitoring and evaluation reports, provides feedback to ensure that reports are prepared in accordance with ZGF standard
e) Identifies systemic problems for resolution and takes appropriate action to improve programme performance
f) Participates in, and manages the evaluation of Grant Partner performance against grant contract and prepares periodic reports according to an agreed format capturing relevant information adequate to inform ZGF of the status of activities being supported
g) Reviews grant contracts prepared by Programme Specialists specifying the support to be provided and the roles and responsibilities of ZGF and Grant Partners, purposes and objectives to be achieved to ensure a productive partnership
h) Manages relationships between ZGF and Grant Partners by providing information and feedback and responding to arising queries related to the partnership
i) Intervenes in case of problematic relationships between ZGF and Grant Partners to maintain cordial relationships
j) Reviews success stories (stories of change) compiled by members of other teams for sharing and publication through appropriate media
3. Team leadership and management
a) Provides technical and team leadership to the Grants Team under direct supervision and Special Task teams assigned to work on grants and financial management related activities
b) Responsible for building a winning team by creating and maintaining a high performance environment characterised by ethical performance and strong team orientation
c) Manages the performance of direct reports, supervises day to day operational activities of the team and provides regular feedback to team members on their performance
d) Ensures effective team participation in relevant business areas and activities including creation of demand for social accountability and Affirmative Action initiatives
4. Quality assurance
a) Sets selection criteria for external financial management service providers, including Capacity Development Accompaniers, and ensures that only those who meet required standards are pre-qualified for final selection
b) Develops and manages a system for effective quality assurance in the design and delivery of financial management support to Grant Partners
5. Technical leadership and backstopping
a) Identifies international frameworks and best practices in grants administration and financial management and tailors them to the specific needs of ZGF and needs of Grant Partners
b) Provides overall guidance and technical backstopping to all Grant Team members on grant administration and financial management systems
c) Leads the Grants Team in developing specific / general training programmes that can be implemented as part of sustainability strategy and benefit wider civil society
d) Leads financial management “community of practice” sessions, as a learning practice to facilitate sharing of knowledge, information and best practices among financial management specialists to promote professional growth
e) Provides functional leadership and backstopping in the area of grants administration and financial management to other teams and ensures compliance to established norms and procedures
6. Personal development
Keeps abreast of developments in area of specialization in order to continue to provide services to the highest ethical and professional standards
7. Other duties
a) Provides accurate information required for performance management purposes and attends performance management discussions, and for overall organisational growth
b) Works with Manager – Research and Development and Partnership Building to explore possibilities for resource mobilisation through various avenues to support institutional sustainability
c) Carries out any related tasks that the CEO may from time to time reasonably request
Education and training: Ability to perform higher level specialised work requiring full professional qualification or Master’s degree in project management, development studies, MBA, ACCA or equivalent.
Decision-making: All decisions should be made in the interest of partnership while safeguarding the interest of ZGF. Decision-making authority is within general policy guidelines. The incumbent may have some discretion to depart from guidelines after considering pros and cons and impact of the decision on partnership.
Work complexity: Grant Partner assessments, grant contracts, choice of appropriate interventions with greater impact on Grant Partners’ capacity; resolving conflicts or issues between Grant Partners and ZGF service providers; programme M&E and reporting; recommends grants, scheduling of programme work with assigned Grant Partners, and taking action to keep activities on track.
Responsibility for resources: Managing staff: 3 professional positions not requiring close supervision as they perform tasks with defined professional areas; managing budget and other material resources.
Representation: Internal contacts: Peers and Programme Specialists; External contacts: Potential and existing Grant Partners, Cooperating Partners, government officials, and communities.
Physical environment: Office environment, but required to travel infrequent travel; exposed to computer screens.
Work experience: At least 5 years’ experience in financial management (2 in strengthening financial management systems) and grants administration.
