Key Responsibilities:

• Expected to productively participate in Regional SMT Meetings as necessary in order to deliver grant management inputs and analysis to improve overall AIM grant management operational functioning;
• Work with HQ Grant Management team to ensure any internal or external grant management audit findings are correctively actioned for AIM countries;
• Supports Consortium building and management through ensuring requisite contracts in place;
• Work with GRP Director of Grant Management to diagnose capacity building needs for Country Offices.
• Prepare and convene the multi-functional Regional Kick Off Meeting while supporting Country Offices to prepare for and hold their own Kick Off Meetings;
• Convene and support chairing of the monthly remote Programme Implementation Committee (PIC) meetings and adjust the PIC methodology to fit the need of the project;
• Ensure and support Country Offices to convene monthly grant review meetings; participate in those country grant review meetings in order to keep overarching grant management view on grant progress, challenges and risks;
• Engage in strategic programme-related and operations-related liaison internally, with donor and external entities as necessary;
• Work with Regional AIM team and Country Grant Managers to practice active grant management and operationalize contingency plans related to the overall AIM grant as needed;
• Participates in Global Grant Management community of practice calls and trainings on behalf of the AIM grant and applies relevant information and learning internally
• Lead and coordinate Due Diligence of Downstream global partners during grant implementation as needed and lead on contracting;
• Communicates with Regional Office SMT and HQ Grant Management regarding donor related issues that require escalation
• Act as the centralized focal point on any grant management communications with the donor as needed and as delegated by the Head of AIM;
• Act as lead on day-to-day contact with COs on grant management issues as well as with the Head of AIM.
• Maintain reporting tracker for the overall AIM grant
• Coordinates and negotiates the drafting process for financial and narrative reports across Country Offices, ensuring submission deadlines are met and reports of high quality
• Liaises with the donor regarding any clarifications on reporting dates or changing donor requirements and inform teams accordingly; update tracking systems
• Develop relevant tools and training of staff to ensure quality AIM donor reporting;
• Ensure Country Office Letters of Obligation (sub-grants) processed and up-to-date at all times
• Serve as compliance authority on overall award, ensure line item flexibility parameters are respected and prompt budget realignments as necessary;
• Supports adherence to BRAC Grant and Sub-Grant Management procedures and policies
• Ensure vetting of all partners complete and evidenced
• Identify and address or escalate any potential compliance issues to Regional SMT and HQ Grant Management
• Coordinate capacity building initiatives with Country Offices that support effective grant management of AIM;
• Manage AIM on the Proposal Grant System or related system and ensure updates to Country Office AIM records in real time, its reporting functions, and ensuring adherence to system guidelines to promote data quality
• Maintain overall AIM grant file in accordance with BRAC procedures
• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements:

• Bachelor degree in Finance/International Development or related field.

Required Competencies

• Experience with NGOs, Multilaterals.
• Knowledge of the requirements of major institutional donors including budgeting, eligibility issues, compliance management, and reporting; experience of engaging with donors at a strategic level (UNHCR, USAID, GAC, DFAT, DFID, DEVCO, ECHO).
• Possess high understanding of program operations including procurement and field realities.
• Possess understanding of the full grant cycle including proposal development phase.
• Understanding of the financial aspects of grant management, ability to work with Finance Departments on grant management issues.
• Show high skills in coordination and negotiation.
• Computer literate (i.e. Google Suite/ Word, Excel, Outlook, Internet Explorer, financial systems).
• Fluent communication (written and spoken) in English.

Experience Requirements:

• More than 10 years’ experience in development or related field;
• Experience in grants management;

Key Responsibilities:

• Conduct day to day planning and organization of the Directors’s diary; set up meetings and appointments, organise venues and hospitality for visitors etc. to ensure smooth running of ED's office and work schedules.
• Make travel arrangement for the director and propose the best itinerary in order to enable director to operate at an optimum level.
• Assist in travel booking and travel expense reports, as requested for all team members.
• Develop and maintain filing systems, procedures and records in line with the organization’s policies and objective for easy retrieval and access of these records or information
• Manage team trackers, following up with the Team to ensure information gathering, updates, and circulation;
• Schedule team meetings, provide call support, and take meeting minutes;
• Support with scheduling of management meetings and other key meetings;
• Assist with the organization and note taking of conferences and meetings;
• Assist in organizing logistics and meetings for staff visiting the field and HQ;
• Provide administrative support to consultants in the field and process payments;
• Work with the GRP BI team and country offices to ensure entries in the CRM are kept up to date.
• Support Onboarding of new GRP BI team members
• Manage and support the time and leave tracker of GRP BI
• Collate data and information as well as follow up or liaise with relevant stakeholders in order to support the director and the director’s team in the preparation of presentation, reports, proposals, budgets and related activities.
• Liaise and work with the communications team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times plus updates of country fact sheets, program updates etc.
• Participate in special projects and other tasks, as needed.

Safeguarding

• Establish a safeguarding culture across all level of the programme by implementing the safeguarding policy. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements: At least Bachelor Degree

Required Competencies

• Attention to detail, organizational skills and a sense of urgency
• Good written and verbal communication skills
• Excellent Microsoft Office Suite and/ Google Suites skills
• Excellent administration and secretarial skills

Experience Requirements:

• Minimum 3-5 years of administrative work experience.