Job profile
The Grants Coordinator fulfils a key function within the Department of Programme Development, Impact and Learning. Under the direct supervision of the Deputy Director of Programme Performance and Monitoring, the Grants Coordinator will lead the grant management team, which currently includes two full-time staff (line reports to the Grants Coordinator) as well as contributions from several other staff. the Grants Coordinator is responsible for ensuring compliance with donor grants across Afghanaid’s programme portfolio, coordinating consolidation of coherent and accurate project data, overseeing the timely development and submission of high-quality donor reports, building and maintaining relationships with partners and donors, and proactively identifying and addressing the need for contract changes. The Grants Coordinator will also develop and deliver training to grant management staff and other staff involved in reporting as needed.
Work Base
This position is based in Afghanaid’s Head Office in Kabul, Afghanistan. Travel to provincial offices in Afghanistan will be undertaken as requested by the Deputy Director of Programme Performance and Monitoring and/or the Director of PDIL.
Duties and Responsibilities
The position covers the following key areas of responsibility:
- Under the guidance of the Deputy Director of Programme Performance and Monitoring, provide leadership and supervision to Afghanaid’s grant management team, identifying training needs and delivering tailored training as needed.
- Directly lead the grant management of a number of key grants, and provide guidance to grant management staff to ensure effective grant management of all other Afghanaid grants, proactively identifying solutions where issues arise.
- Maintain a thorough understanding of Afghanaid’s policies and donor contract terms and conditions and share copies of all grant documentation (grant proposals, reports, budget etc.) with relevant individuals, noting key conditions and requirements.
- Upon signing of a new grant agreement, facilitate a smooth handover of the project to the Grant Management Unit, following up on outstanding due diligence assessment and project partnership agreement (PPA) tasks, and confirming reporting responsibilities and processes with relevant parties at the project kickoff meeting.
- Maintain internal tracking of reporting timelines, including working with relevant departments to coordinate appropriate data collection, analysis and financial and narrative reporting by Afghanaid and its partners.
- Review and refine high-quality financial and narrative project reports, survey and evaluation reports, and other associated donor communications, ensuring timely submission and compliance with Afghanaid, donor and partner requirements.
- Act as a communications focal point for assigned projects and donors, responding to donor queries and relaying questions from the programme implementation team as needed.
- Ensure grant and partnership management and contract review meetings are conducted with the project and finance teams for assigned grants and partnership agreements.
- Contribute to regular project review processes, and pre-emptively raise concerns where contractual obligations, quality standards or deadlines are at risk of not being met, especially identifying risks of donor ‘clawback’ and reputational damage.
- Proactively assess the need for project revisions across Afghanaid’s portfolio, and coordinate budget, logical framework, and other contract changes as required.
- Represent the organisation at external fora and in meetings with partners and donors in an effort to promote the organisation, strengthen external relations and identify opportunities for new and repeat funding and partnerships that contribute to Afghanaid’s funding pipeline.
- Contribute to capacity building and performance evaluations of Project Managers by gathering regular feedback from the grant management team on report quality and delivering ad-hoc training as needed.
- Support organisational learning initiatives, for instance through documenting institutional knowledge and expertise and participating in lessons learned workshops.
- Contribute to organisational capacity through developing and facilitating training and workshops for Afghanaid staff, including in provincial offices, on subjects including effective reporting and impact analysis.
- Lead the development of project reporting, analysis and evaluation templates and tools.
- Take on other responsibilities and tasks as requested.
Note: This job description is not exhaustive; it is subject to change in accordance with the changing needs of the organisation.
PERSON SPECIFICATION
Requirements
Essential
Education
- A Bachelor’s degree in Development Studies, International Relations, Social Sciences, Information Management, Accounting, or another relevant programme of study
Experience
- At least 4 years of previous experience of working in a development or humanitarian context, including at least 3 years of experience in grant management, contract (and contract change) management, donor reporting and/or donor communications
- At least 2 years of previous supervision experience, including performance evaluations, developing and delivering tailored training, and mentoring and coaching of line reports
- Experience of synthesising data and input from various sources into clear and cohesive narrative reports
- Understanding of and experience with logical frameworks and/or theories of change
- At least 2 years of experience working overseas in a conflict-affected country
Knowledge and Skills
- Native English proficiency and demonstrated ability to write high quality, polished documents and reports for diverse audiences that are consistent with a set brand and style
- Strong data entry skills, familiarity with use of a databases, and office tools (Excel, Word)
- Ability to work independently, as a team lead and in a supporting role, including in a coordinating capacity ensuring that project and finance teams submit high-quality contributions to donor reports in a timely manner
- Proven ability to form good working relations, both internally within the organisation and externally with people at all levels
- Ability to practice discretion with sensitive materials and information
- Strong organisational skills, able to plan effectively, set priorities, and meet tight deadlines under pressure
- Initiative and drive to achieve results, working quickly and accurately with attention to detail
- An outgoing and engaging personality and strong sense of humour, able to build trust, work collaboratively in teams, and manage relationships with a variety of stakeholders
- Cultural sensitivity and ability to work in diverse multi-cultural environment
- Ability and willingness to travel for work
Desirable
- A Master’s degree in Development Studies, International Relations, Social Sciences or other relevant programme of study
- Experience working with, or knowledge of key institutional donors for development and humanitarian programming in Afghanistan
- Experience in humanitarian project design or management, and/or budget development or management
- Training and experience in M&E
- Understanding of the cultural, security and operating environment in Afghanistan (or in a similar context)
- Understanding of Dari and/or Pashto
Other Information
Afghanaid’s core values are creativity, fairness and honesty. Our staff are passionate about and proud to work at Afghanaid. Teamwork is fundamental to our standards and demonstrated by taking initiative, assisting others and taking on additional responsibilities and tasks if necessary. We are results driven, committed and motivated to achieve targets and take accountability for our own actions.
Due to security considerations, this is an unaccompanied post. International employees are entitled to 22 annual leave days, 20 rest and relaxation days, 4 travel days and 13 public holidays per year. Afghanaid also provides a generous travel allowance for international staff to take R&R out of the country. You will be given a private room in the staff house where other Kabul-based international hired staff members live.
How to apply
Please email a cover letter (no more than two A4 pages) and CV (no more than four A4 pages) to jobs@afghanaid.org.uk by 26 October 2024, including your name and the job title in the subject line. The precision and style with which you present yourself in your cover letter and CV will be given significant weight in shortlisting candidates. Applications with no proper subject (as indicated above), or submitted after the deadline will not be considered. Due to the high volume of applications we receive, we are unable to respond to every application. If you have not heard from us within 2 weeks of the deadline, then you have not been successful for shortlisting.