Senior Grants and Operations Manager At World Vision

Senior Grants and Operations Manager At World Vision · Arusha, Arusha, Tanzania

About the job

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities

MAJOR RESPONSIBILITIES

Activity

Strategic Leadership and Management of Grants (45%)

Responsible for the overall planning, implementation and management of the WVT Grants as well as the achievement of the goals and objectives of relevant grants in a timely and cost-effective manner.
Ensures World Vision Tanzania grants portfolio is implemented according to the project management cycle while ensuring all activities are implemented on time target and budget
Ensure strong communication and coordination with all team members as a means to effectively achieve grants specific objectives
In working with relevant Grants Project Managers (International and National staff), lead the planning implementation of relevant activities and set high quality performance targets ensuring adherence to technical standards, best practices and donor guidelines.
Ensure grant management compliance in alignment with donor and WV regulations.
Primary point of contact and collaboration for the team and in-country stakeholders, including donor in-country assigned contact personnel, implementation partners, government partners and other key stakeholders.
Develop and maintain and adequate human resource plan to ensure proper technical capacity to manage project work.
Ensure low risk audits for the projects.
Working under the guidance of the Operations Director, work closely with Technical Program Managers, Grants Acquisition Manager, Regional Operations Managers, Project Managers, Finance and Supply Chain teams on all grants related tasks, specifically focused on grants compliance.
Lead the organization and follow-up of grant opening meetings, grant review meetings, and grant close out meetings.
Ensure appropriate monitoring of program activities, work plans, program quality in collaboration with Project Managers by helping to develop tools and organizing review meetings and ensuring follow-up actions are identified and circulated as part of documentation.
Offer technical guidance on WVT and donor regulations to ensure compliance within program implementation and reporting. Manage compliance issues with program staff, finance staff and Operations Director as necessary, seeking support from all stakeholders including but limited to relevant support offices.

End Results

Project Activities are implemented as per timelines in DIP and Operation plans
Project activities are within the approved budget
Adequate human resource planning throughout the project implementation
Low audit risks or minimum audit queries and / or findings whenever an audit is done
Project integration into AP & Cluster setting (Cluster plans include the project plans; Cluster reports include grant project status).

Activity

Monitoring and Evaluation (15%)

Establish and maintain effective grants project reporting, evaluation, and communication systems in alignment to specific donor requirement and WVT standards.
In collaboration with M&E. ensure that the Grant Recipient(s) develops results, indicators and targets as well as an annual work plan, which reflect the objectives of the grants program.
Ensure proper operational opening and closing of the assigned grants as well as monitoring and evaluation of programmatic progress. Disseminate project follow- up reports to guide timely action.
Work closely with the M&E Manager to develop and maintain program monitoring and evaluation tracking tools to ensure all project indicators report clear linkage of activities to intended outputs and outcomes and that the level of change is clearly tracked.
Coordinate the Grants M&E and Finance Manager to ensure that donor reports (both financial and narrative) are generated and sent out to the relevant donor in time.
Document and disseminate project best practices, lessons learnt and success stories

End Results

Timely opening and closure of projects
Timely project reporting
Project has approved Annual work plan (DIP), M&E plan, Procurement plan, budget among other relevant tools for implementation

Activity

Training and Capacity Building (15%)

Mentors, supports and develops the capacities of staff, partners and grantees on financial monitoring, record keeping and grants management using relevant donor data report formats and validation methods.
Provides technical assistance to Grants Project managers, partners and grantees as required on budget development with a focus on maximizing cost recovery and aligning budgets to donor guidelines.
Leads in development of project managers and partners capacity development plan and ensures its full implementation and tracks the success its.
Builds capacity of project manager and grants staff in WV grants management certification such as Gate Way to Grants etc

End Results

Training plan for staff is in place and tracked on implementation
Project staff are linked with respective Technical leads for technical capacity enhancement while implementing the project.
Mandatory trainings are done timely

Activity

Grants reporting (10%)

Coordinate Project Managers and Finance managers to prepare narrative program reports in accordance with donor designated formats as required. Ensure that draft reports disseminated for review and feedback by senior management team, relevant technical advisors, and Support Office staff prior to submitting the final report to donor.
Submit timely accurate and quality reports that meet donor requirements
Prepare and update grants country program and specific sectoral information sheets. Provide relevant communications information as necessary for dissemination to donors, support office and media.
In collaboration with Compliance and reporting officer, maintain grants and report tracking system to ensure all grant files are organized and well managed for planning and preparation of donor reports and project monitoring.
Share lessons learned with WVT leadership, staff and donors from different projects to enhance local planning and implementation and suggest modifications that might be necessary at the local level based on evidence and lessons learnt.
Work closely with Grants and acquisition department to appraise them on grants implementation information that can be useful for prepositioning of new grants as well as follow on grants

End Results

Timely review and submission of grant reports
Grant reporting schedules is maintained
Needed reports are provided timely

Activity

Budget Management (10%)

Ensure that all WVT grants manage grant/project budgets within approved spending levels and ensure accurate and timely financial reports to donors and World Vision.
In working with Grants Project Managers ensure grant/project expenses are reasonable, allocated as per assigned budget, prudent and spent in accordance with donor rules and regulations to ensure low risk audits

End Results

Meet the burn-rate standards for the Donor and World Vision – Green – 90% - 100%.
BvA review meetings conducted to ensure spending is tracked timely.

Activity

Networking and engagement (5%)

Ensure Support Offices and donor queries and requests are effectively, timely and effective way.
Contribute to the processes of creating linkages with other partners and where appropriate represent the projects and WVT

End Results

Support Office and Donor responses are timely done as per requests.
Timely engagement of respective partners for program activities to proceed as planned.

Knowledge/Qualifications For The Role

Required Professional Experience

At least five years of INGO field experience in a similar position: grant management, proposal development (program narratives and budgets) and donor reporting.
Extensive knowledge of UN, US, EU (ECHO/ EC) and UK (DFID) donor regulations, procedures and requirements.
Demonstrated experience in project management cycle is desired

Required Education, Training, License, Registration, And Certification

Post graduate qualification in international relations, NGO Management, International Development, Project Management or other relevant field.

Preferred Knowledge And Qualifications

Computer skills.
Demonstrated ability in supervising teams
Grant Acquisition
Experience in working with donor funds
Good planning and organizational skills
Ability to maintain effective working relationships with all levels of staff
Excellent organizational skills, ability to determine priorities and attention to detail a must
High-level of knowledge and practice with Word, Excel, Outlook, etc. required
Work in a multisectoral/ multicultural team- patience, cultural sensitivity and application of contextual understanding in day to day work
Ability to work with tight deadlines for information needs
Must be a committed Christian, able to stand above denominational diversities.
Perform other duties as required

Travel and/or Work Environment Requirement

The position requires ability and willingness to travel domestically up to 30% of the time and occasionally internationally.
Ability to work in a multicultural context as a flexible and respectful team player
Willingness to travel to the field as and when needed

Physical Requirements

Based in Arusha office

Language Requirements

Excellent written and spoken English essential

KEY WORKING RELATIONSHIPS

Contact (within WV or outside WV)

Operations Director (Supervisor)

Reason for contact

Overall supervision, management and consultations for effective field operations

Frequency of contact

Daily

Contact (within WV or outside WV)

Resource Development and Program Quality Director, Finance & Support Service Director/ P&C Director

Reason for contact

Continuous liaison, consultation, operations sending approvals for respective dockets

Frequency of contact

Weekly

Contact (within WV or outside WV)

Operations Technical Programme Managers/Technical leads

Reason for contact

Continuous liaison.

Frequency of contact

Contact (within WV or outside WV)

Regional Operations Managers

Reason for contact

Support

Frequency of contact

Weekly

DECISION MAKING

Decision making responsibilities as per the levels of authority document of WVT
Decision making without approved policies, procedures and line of authority.
Strategic performance objectives set and evaluated through regular ongoing performance conversations.
Financial responsibility as per the Field Finance and levels of authority documents.

CORE COMPETENCIES

☒ Be Safe and Resilient

☒ Deliver Results

☒ Build Relationships

☐ Be Accountable

☐ Learn and Develop

☐ Improve and Innovate

☐ Partner and Collaborate

☒ Embrace Change

Applicant Types Accepted

Local Applicants Only

Posted on Oct 10, 2

APPLY HERE