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Country Grants Coordinator
Plan International
 Vacancy No: 37
 Position Required: ASAP
 Travel required: 50%
 Section/Unit: Business Development Department
 Grade Level: D1
 Supervisor: Head of Business Development Department
 No. of Post: 1
 Duty Station: Khartoum
 Duration: One Fixed Year
 Closing Date: 05 Feb 2023

 
 Background:

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

 

Plan International has been building powerful partnerships for children for more than 80 years and is active in over 75 countries across the world.

ROLE PURPOSE

As the Grants coordinator, the role is part of the Business Development Department (BDD) of Plan International Sudan, your role is to support the country program by contributing to the implementation of the Resource mobilization strategy for the country strategy. You will be coordinating the grant management cycle from design to closing, ensuring close coordination with staff from all departments, field offices, partners and donors. You will collaborate with team members to assist preparation and production of winning proposals, using agile team collaboration tools. You will also provide specialist guidance, mentoring and support on grants coordination and grant management; represent Plan at national stakeholder forums/networks, consultative sessions, or conferences on resource mobilization initiatives; and contribute to the BD department functions in coordination and administrative tasks as required. 


DIMENSIONS OF ROLE 

• Reports to the Business Development Manager. 

• Provides specialist guidance, mentoring and support on grants coordination and grant management. 

• Ensure grant-related reports and analysis is generated regularly and shared for action and decision-making. 

• Represents Plan at national stakeholder forums/networks, consultative sessions, or conferences on resource mobilization initiatives. 

• Contribute to the BD unit functions in Business development resource mobilization strategy review and action plan, grant compliance system capacity strengthening, coordination, and administrative tasks as required. 



 
 Duties and responsibilities:

KEY END RESULTS AND TYPICAL RESPONSIBILITIES:  

 

What” is done and “why”, but not “actions” or “how”; include indicators for success  

 

  • Setup/review and update grant management business processes. 
  • Develop and kick start an action plan to institutionalize grant management systems in the BD unit in line with Plan’s Grant/fund management processes and steps with a foresight of increasing grant coordination work in the context of increased resource mobilization targets. 
  • Ensure grant business processes (grant set up, start-up, implementation and closure) are adequately integrated across projects, departments and offices in line with Plan’s Fund and Grant management guidelines and policies. 
  • Ensure grant-related information ( soft and hard, SAP, proposal budgets, grant module etc..) is, consistent and reliable, recorded, updated, stored and disseminated as per donor requirements, Plan’s fund management standards and global audit framework expectations.
  • Coordinates implementation of grant-funded programs 
  • Fund Agreement Documents (FADs) are set up for new projects as per the corporate guidelines 
  • Closely follow up grant related budget income and  utilization according to the FADs and updated accordingly 
  • Ensure that all active FADs are properly monitored. 
  • Conducts field supports visits to monitor the implementation of grant-funded programs  
  • Ensures Plan's grant funding policies and procedures are properly adhered to during implementation.  
  • Build capacity of all field staff on SAP grant management systems and reports.  
  • Child Protection & gender equality mainstreaming.
  • Promotes and abides by Plan policies and procedures including but not limited to:  Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities. 
  • Coordinates grant reports to donors and NOs 
  • Establish and maintain a systematic, effective and strong communication channel with National Offices throughout the grant management cycle. 
  • Consolidate and submit grant reports timely in conformity with agreed reporting requirements with donors and/or NOs. 
  • Grant-related progress and final reports are submitted on time according to corporate or agreed donor guidelines. 
  • Periodic reports reflect the true picture and thoroughly describe the results achieved. 
  • Monthly IH Grants reports are shared and discussed with the implementing Program Area and document agreements if necessary.  
  • Coordinating grant funding and partnerships.
  • Lead and coordinate the development of concept notes and full proposals in collaboration with (Program, finance and human resources) for the list of new opportunities. 
  • Coordinate to address any comments and feedback that may come on the existing pipeline (see list). 
  • Facilitate kick-off for newly approved pipeline grants. 
  • Review grants budgets during proposal development to ensure cost recovery has been included and negotiated.  
  • Coordinate with Compliance specialist and Seconded grant coordinator on upcoming grants management training programs. 
  • Maintaining good relations with donors both in the country and abroad 
  • Expanding donor engagement and outreach activities 
  • Coordinate resource mobilization strategy revision and action planning process. 
  • Promotes Plan's image in different grant-related forums. 
  • Donor visits are effectively facilitated and portray a positive image and result in ongoing financial support. 

 

 

 

 

 

Dealing with Problems:  

 

 

Application of knowledge required for the role, complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them. 

 

  • Ability to solve problems and thinking strategically  
  • Introducing innovations for grants coordination  
  • High degree of capacity to resolve a wide range of challenges  
  • Providing leadership and advice on grants coordination and management 
  • A source of expertise on grants coordination and management 

 

Communications and Working Relationships:  

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact 

 

Internal Contacts  

  • Working contact with Plan International Sudan members (High) 
  • Working contact with National Offices (High) 
  • Working contact with grant support staff based at the Program Area Offices (High) 

 

External Contacts  

  • Medium contact with staff of implementing partners 
  • Medium contact with other international NGOs and LNGOs. 

 
 Minimum Qualification, Skills and Experience Required:

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives: 

 

Knowledge  

  • A degree in Business Studies, Social Sciences,  Economics or a related discipline   
  • A minimum of 3 years experience in a similar role in the NGO sector or with Multi-lateral/ Bi-lateral funding organizations. 
  • Understanding of integrated development issues and critical analysis of child poverty  
  • Knowledge of strategic planning processes and  theories of child-rights programming  
  • Knowledge of development issues, trends, challenges and opportunities and implications for the community  
  • Proven ability to work collaboratively in a multidisciplinary team environment Experience in grants reporting 

 

Skills 

  • Proven facilitation, 
  •  networking, negotiation and analytical skills 
  • Excellent networking and partnership-building skills  
  • Good research, negotiation  and problem-solving skills  
  • Excellent proven skills in grants management 
  • Effective working with and through partners  
  • Strong planning and organizational skills  
  • Strong strategic thinking and interpersonal skills   
  • Excellent communication skills 
  • Proficiency in MS office tools 

Behaviours 

  • Understands business needs and behaves strategically in leveraging people process to achieve business goals 
  • Clear and effective communication that builds relationships in order to influence others  
  • Seen as a source of expertise, and as being proactive in sharing knowledge and advice 
  • Promotes high performance and is open to feedback and willing to try new approaches and processes 
  • Coaches and leads others and actively develops Grants Coordinators at PU level 
  • Ability to maintain strategic vision and link with everyday work  
  • Proactively organizes and manages performance  
  • Accountability and responsibility for own decisions  
  • Promote teamwork and cooperation  
  • Demonstrate high degree of professionalism and integrity  
  • Confident in taking initiative and exploring new opportunities  
  • Assertiveness and shows cultural sensitiveness  
  • Behaves consistently in approach to work and decision making  
  • Promotes innovation and learning  


Plan International’s Values In Practice

We are open and accountable

  1. Promotes a culture of openness and transparency, including with sponsors and donors.
  2. Holds self and others accountable to achieve the highest standards of integrity.
  3. Consistent and fair in the treatment of people.
  4. Open about mistakes and keen to learn from them.
  5. Accountable for ensuring we are a safe organization for all children, girls & young people

We strive for lasting impact

  1. Articulates a clear purpose for staff and sets high expectations.
  2. Creates a climate of continuous improvement, open to challenge and new ideas.
  3. Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
  4. Evidence-based and evaluates effectiveness.

We work well together

  1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  2. Builds constructive relationships across Plan International to support our shared goals.
  3. Develops trusting and ‘win-win’ relationships with funders, partners, and communities.
  4. Engages and works well with others outside the organization to build a better world for girls and all children.
  5.  

We are inclusive and empowering

  1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  2. Builds constructive relationships across Plan International to support our shared goals.
  3. Develops trusting and ‘win-win’ relationships with funders, partners, and communities.
  4. Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

Typically, office environment with 50% extensive travel in program areas  

Level Of Contact With Children

The level of contact with children is low 

 

***NOTE***

This job is for national Sudanese only 

For those who don't have an account, we encouraged you to send your application together with your updated CV and Certificate with the position in the subject line via email to Sudan.hr@plan-international.org









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