Job Title: Programme Specialist – Grants Management
Location: Lusaka
Reports to: Grants Manager
Staff reporting: None
Purpose of job
As a member of the programme team in general and the Grants Team in particular, and under the team leadership of the Grants Manager, the Programme Specialist – Grants will contribute to the development of grant management systems and tools. The incumbent will be responsible for the implementation of grant management systems.
Main duties
1. Systems and strategy development
a) Contribute to the development of overall ZGF strategic and business plan and capacity and organisational development strategies
b) Contributes to development of grant assessment tools with particular emphasis on systems for accountability and transparency in the use of grants
c) Regularly collects feedback on the effectiveness of grants management and administration policies and strategies to strengthen internal organisational learning
2. Grants management
a) Participates in the Grant Partner selection process throughout the various stages as per the selection system and participates in the administration of the Joint Organisational Capacity Assessment.
b) Assesses financial management and administration capacity of potential Grant Partners in order to identify any potential risk and where possible develop mitigating strategies which may include a pre grant award intervention.
c) Works with finance section to ensure timely disbursement of funds to Grant Partners to avoid disruption to activity implementation.
d) Prepares financial reporting frameworks and timetables, and collects relevant data and information relating to activity and budget performance from Grant Partners for monitoring and evaluation purposes.
e) Assists with the preparation of grant contracts to ensure that the roles and responsibilities of ZGF and the Grant Partner as well as purpose and objectives to be achieved lead to a productive partnership.
f) Works with other specialists in the Service Team to monitor and evaluate performance of Grant Partners against grant contract terms and helps with resolving issues related to contract performance.
g) Attends to day-to- day aspects of grant contract management for Grant Partners allocated to the position.
h) Receives and reviews quarterly reports identifying gaps and ensures that Grant Partners address the identified gaps in reporting.
i) Works with civil society organisations in general and Grant Partners, in particular, to identify potential areas for grant support related to policy engagement.
3. Monitoring and evaluation of Grant Partners
a) Plans and implements routine periodic monitoring visits.
b) Prepares reports according to an agreed format capturing relevant information adequate to inform ZGF of the status of activities being implemented and their outcomes.
c) Works with other specialists in the Grants Team to monitor and evaluate performance of Grant Partners against grant contracts and helps with resolving issues related to contract performance.
d) Undertakes periodic checks with Grant Partners as part of ongoing process to ensure that grants are utilised as per grant contract, and jointly with Grant Partners addresses any deviation.
4. Capacity and organisational development
To work collaboratively with the CD team, on the following tasks:
a) Provides technical assistance for Grant Partners to increase their capacity for effective management and administration as well as utilisation of grants.
b) Works with other programme specialists in the administration of organisational self-assessment tools and processes to ensure an integrated approach to capacity development.
c) Identifies financial management capacity development needs and jointly agrees with Grant Partners on actions to be taken and the strategy to be employed.
d) Follows up on financial management and grant utilisation capacity development interventions provided through Capacity Development Accompaniers and other service providers to ensure that services provided are in line with identified needs of the Grant Partner and conform to ZGF expectations.
e) Participates in the design, development and in implementation of thematic trainings, seminars and workshops.
f) Assists with the identification of qualified and experienced financial management service providers, and participates in the selection process, including formulation of terms of reference and where possible supervises their work in the field.
5. General duties
a) Keeps abreast of developments in the area of specialisation in order to continue to provide services to the highest ethical and professional standards and contribute to “community of practice.”
b) Provides accurate information required for performance management purposes and attends performance management discussions, and overall organisational growth as required by the Human Resource Management Systems.
c) Carries out any related tasks that the Grants Manager may from time to time reasonably request.
Education / training and work experience: Minimum Bachelor’s degree and five years of relevant experience, of which two years must be in grant making or Master’s degree in project management, business administration, accountancy or minimum part II of ACCA and three years of relevant experience
Decision-making: Decision making is within specific policy and operational guidelines with only operational discretion to depart from set rules and guidelines.
Work complexity: Deals with assessment of applications and FM systems of Grant Partners requiring forensic skills to detect inherent financial risks
Responsibility for resources: Managing Staff: None
Representation
Internal contacts: Interacts directly with other staff members
External Contacts: Government and Cooperation Partners and others, external service providers, Grant Partners, staff from strategic and operating partners, and Cooperating Partners
Physical environment: Office environment, frequently on the road, constant use of computer
Work experience: As above
Deadline: 30th June 2016
