Duty Station : IOM Somalia in Nairobi*, Kenya
Classification : Professional Staff, Grade P3
Type of Appointment : Special short-term graded, Nine months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 28 January 2019
IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates:
Internal candidates
Qualified applicants from the following NMS countries: Antigua and Barbuda, Bahamas, Cook Islands, Cuba, Cabo Verde, Djibouti, Fiji, Micronesia (Federated States of), Gabon, Grenada, Guyana, Iceland, Kiribati, Comoros, Saint Kitts and Nevis, Lao People’s Democratic Republic, Saint Lucia, Lesotho, Libya, Montenegro, Marshall Islands, Mauritania, Namibia, Nauru, Papua New Guinea, Palau, Paraguay, Solomon Islands, Seychelles, Suriname, Sao Tome and Principe, Eswatini, Timor-Leste, Tonga, Tuvalu, Holy See, Saint Vincent and the Grenadines, Vanuatu, Samoa
Context:
Under the overall guidance of the IOM Chief of Mission (CoM), and under the direct supervision of the Programme Manager/Chief of Party and the Programmatic directives from IOM-OTI Global Programme Coordinator in Washington, DC, the successful candidate will manage and be responsible for organizing, tracking and managing all aspects of grant activities funded through a small grants mechanism, ensuring the thorough administration of all grant requirements from activity identification, development and submission for donor approval, and implementation monitoring towards completion. S/he will oversee all aspects of the donor-provided grant activity database as a means of tracking each grant from start-up through to close out.
The Grants Manager is the principle administrator of grant activities, with the overall responsibility of ensuring that grant content and process consistently meet programme objectives and IOM standards. S/he will strengthen and maintain the necessary administrative structures and inter-departmental processes, both within the Somalia Stabilisation Initiative (the Programme, hereinafter referred to as SSI) and between the programme and IOM Mission, in order to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring. S/he will also provide technical support and supervise the implementation of the Monitoring and Evaluation Plan for the programme.
Core Functions / Responsibilities:
Supervise the staff of the Grants Unit of the programme and oversee the rapid development, tracking and control of grant ideas and approved grant activities.
Provide training on all related aspects of the grant life cycle, grants writing process and database for all SSI staff, and ensure the overall integrity of performance within the Grants Unit and Database team.
Participates in the grant development process through ensuring reports and deliverables meets quality and completeness expectations.
Responsible for the overall quality of grants documentation, and for the timely entry of all relevant grant information; serve as a focal point for all changes made to grant records and grant approvals in the Database.
Manage, modify, update and maintain the Activity Database as well as the Unit’s procedures and processes to ensure that all hardcopy and electronic (i.e. database “File Management”) documents for all grants are complete, filed and in order. This includes leading on the grant closures process in cooperation with M&E and Finance staff.
In line with the Grants Activity Cycle, liaise with the USAID/OTI counterpart as needed to revise and update the database, including submission of budget and grant amendments, if required.
Develop, enhance and maintain systems of communication and data transfer with programme counterparts in field offices and maintain appropriate, programme-wide standards of grant integrity, data collection and management, and information flow.
Ensure the Database includes centralized financial tracking of all grants; liaise regularly and actively with financial, administrative and logistical and procurement units in order to further programme objectives and ensure that programme standards are followed.
Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the programme, IOM Mission and IOM at large as required. Upon request from the Programme Manager/Chief of Party, provide to USAID/OTI and the IOM Global OTI Programme Coordinator in Washington, DC weekly activity notes/grant updates, and all other requested grant-related information.
Support the preparation of programme budgets and pipelines, as required.
Monitor and review ongoing activities of the programme, including those of project implementing partners (if any) for grants funded by the programme; in coordination with the Programme Manager/Chief of Party, facilitate and oversee the exchange of monitoring information with external partners as necessary to maintain appropriate visibility with grant activities.
Coordinate the collection, review, and submission of activity notes for final review by the Field Coordinator and weekly submission to Monitoring and Evaluation Officer and USAID/OTI for inclusion in the database.
Support the admin/finance team with the overall control of expenditures, with a specific focus on grants commitments vs. disbursements. Make sure that all grant disbursements are properly coded, as per IOM’s accountancy system.
Supervise the regular reconciliation of Grants Database financial tracking with IOM’s financial systems. Provide technical support to the implementation of the programme’s M&E plan, in particular mechanisms required to carry out the three levels of “rolling analysis” – country, programme and project.
Ensure grants matrix is maintained and regularly updated and provide weekly updates of the grants matrix and key reporting to the Programme Manager.
Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education
Master’s degree in Business Administration, Management or a related field from an accredited academic institution with five years of relevant professional experience; or
University degree in the above fields with seven years of relevant professional experience.
Experience
At least two years of experience in operational activities in a complex crisis or emergency area;
Significant reporting and database experience required, preferably with Microsoft Access.
Previous experience in small-grants programming, particularly in the areas of infrastructure works, procurement and civil-society strengthening or Monitoring and Evaluation;
At least 1 work experience with the United States Agency for International Development
(USAID) programs, preferably with the Office of Transition Initiatives (OTI)
Familiarity with political analysis in complex crisis settings;
Knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment;
2 years’ experience managing staff from diverse environments and backgrounds;
Experience in graphic design, Power Point or other software to generate sophisticated reporting;
Strong general analytical skills.
Languages
Fluency in English is required. Working knowledge of any regional language(s), French and/or
Spanish is an advantage.
Note
With frequent travel to Somalia and possible relocation if and when the situation is conducive.
Desirable Competencies:
Values
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies – behavioural indicators level 2
Teamwork: develops and promotes effective collaboration within and across units to achieve
shared goals and optimize results.
Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators level 2
Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Other:
Internationally recruited professional staff are required to be mobile.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
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