Pakistan: Grants Officer

Position Title: Grants Officer
Duty Station: Islamabad, Pakistan
Classification: Professional Staff, Grade P2
Type of Appointment: Fixed term, one year with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: February 09, 2016
Reference Code: VN2016/20(P)-EXT

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM has a proactive recruitment policy to increase the representation of nationals of non- represented member states. Qualified applicants from the following countries will be favorably considered:

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Algeria, Antigua and Barbuda, Bahamas, Belize, Benin, Botswana, Cambodia, Cape Verde, Czech Republic, Comoros, Djibouti, El Salvador, Gabon, Gambia, Guinea, Guyana, Holy See, Iceland, Israel, Lesotho, Libya, Luxembourg, Maldives, Marshall Islands, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Papua New Guinea, Paraguay, Republic of Congo, Saint Vincent and the Grenadines, Samoa, Seychelles, Somalia, Suriname, Swaziland, Timor Leste, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam

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Applications from qualified female candidates are especially encouraged.

Context:

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Under the overall guidance of the Chief of Mission (CoM) and the Programme Manager of the Pakistan Transition Initiative (PTI), and under the direct supervision of the PTI Deputy Programme Manager, the successful candidate will be responsible for organizing and tracking all aspects of grant development, for maintaining the grant database and producing weekly, quarterly and any requested ad hoc programming reports. S/he will be responsible for all aspects of the donor-provided grant activity database as a means of tracking each grant from start-up to close out.

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Core Functions / Responsibilities:

1.        Oversee development, tracking, and control of grant proposals and approved grant activities. 

2.        Supervise project staff, provide training on all related aspects of the grants process and database, and ensure a high level of performance with the team.

3.        Manage, modify, update and maintain the Web-based activity Database (WBDB) and associated procedures and processes to ensure that all hardcopy and electronic documents for all grants are complete, filed, and in order. Ensure the database includes centralized financial tracking of all grants.  Liaise regularly and actively with financial, administrative, and logistic and procurement units to further programme objectives and ensure that programme standards are followed. Liaise with the donor and programme counterparts as needed to revise and update the database, including submission of grants, budgets, grant amendments, and exit strategies for transition of activities, if required.

4.        Ensure a high level of quality of grants documentation and timely entry of all relevant grant information. Serve as the focal point for all changes made to grant records and approvals in the database.

5.        Develop, maintain and enhance systems of communication and data transfer with relevant programme units. Maintain appropriate programme-wide standards of grant integrity, data collection and management, and information flow. Liaise with and provide training to staff, as needed, on how to document the grant life cycle.

6.        Work in close coordination with other PTI Programme Units and Teams, including the non-governmental organizations (NGOs) Project Officer and M&E Unit, to ensure strong grant development and to contribute to improved monitoring and evaluation in support of increased programme learning.

7.        Maintain and update the grants matrix, and provide weekly updates of the grants matrix and key reporting to the Programme Manager.

8.        Review the narrative components of all grants and reports closely to ensure that the grant development process and approved grant records successfully convey the goals and strategic objectives of the programme.

9.        Oversee the grant process, including its financial and procurement aspects, to ensure that appropriate standards of accounting and controls are met. Oversee the programmatic aspects to ensure that grant activities reflect the objectives of the programme.

10.      Establish and maintain a system for reporting on programmatic activity to donors, counterparts within the programme, IOM Islamabad and IOM at large, as required. Provide to the donor and the programme team weekly activity grant updates.

11.      Produce reports and run queries from the database in a rapid fashion as requested. Develop reporting templates and refine existing mechanisms as required to ensure the preservation of appropriate institutional memory in the area of grants activities and management.

12.      Maintain an extensive filing system of documentation related to individual grants.

13.      Perform such other duties as may be assigned.

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Required Competencies

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Behavioural

• Takes responsibility and manages constructive criticism;


• Works effectively with all clients and stakeholders;


• Promotes continuous learning; communicates clearly;


• Takes initiative and drives high levels of performance management;


• Plans work, anticipates risks, and sets goals within area of responsibility;


• Displays mastery of subject matter;


• Contributes to a collegial team environment;


• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;


• Displays awareness of relevant technological solutions;


• Works with internal and external stakeholders to meet resource needs of IOM.

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Technical

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• Delivers on set objectives in hardship situations;


• Effectively coordinates actions with other implementing partners;


• Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives.

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Required Qualifications and Experience

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Education

• Master’s degree in Business Administration, Management or a related field from an accredited academic institution with two years of relevant professional experience; or


• University degree in the above fields with four years of relevant professional experience.

Experience

• Experience in community-based and/or small-grants programming desirable, particularly in the areas of infrastructure works, procurement and civil-society strengthening;


• Experience with the United States Agency for International Development (USAID) programmes, preferably with the Office of Transition Initiatives (OTI);


• Knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment;


• Experience in graphic design, Power Point or other software to generate sophisticated reporting;


• Reporting and database experience required, preferably with Microsoft Access.

Languages

Fluency in English is required. Working knowledge of regional language(s) is an advantage.