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Grants Officer

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Africa

Uganda

Kampala

National contract

24 Jan 2025

06 Feb 2025

173152

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Job title: Grants Officer, Uganda

Free-text Job Title: Grants Officer, Uganda

Employment category:

Reporting to: Head of Programmes

Direct reports: N/A

Unit/department: Programme

Location: Kampala (Uganda)

Authorization level: N/A

Overall purpose of the role:

The Grants Officer sits within the programme team and is responsible for quality control and support to country grants within the Uganda country portfolio, and for providing technical support and advisory to relevant colleagues across departments. The Officer will work closely with the Programme Development and Quality Coordinator, programmes and finance staff. The Grants Officer will work across the country grants including but not limited to: DANIDA Strategic Partnership Agreement (SPA), Uganda Refugee Resilience Initiative (URRI), Anticipatory Humanitarian Action for Displacement (AHEAD) and the Refugee Investment Facility (RIF) to ensure effective grant administration, compliance and reporting.

Responsibilities

Grant support and administration:

Quality control specific contracts/awards across the Uganda programme.
Facilitate project kick-off and close-out meetings for projects, in line with DRC processes, ensuring relevant staff and partners are aware of their programmatic, financial and compliance obligations/requirements.
Track grants processes and milestones for all regional/multi-country contracts/awards through the grants cycle ensuring relevant information and documentation are disseminated to relevant staff in a timely manner
Review current grant progress against original plans and log frames, identify areas of concern and ensure remedial actions are taken.
In collaboration with the Programme Development and Quality Coordinator, transition successful grant applications into the Grants Management System in DRC’s Enterprise Resource Planning platform (Dynamics) with reports, proposals, contracts and related milestones.
Track processes and milestones for all contracts/awards through the grants cycle ensuring relevant information and documentation are disseminated to relevant staff in a timely manner.
Support the tracking of donor financial disbursement against signed contracts and prepare requests for financial disbursements from donors as contained in the project agreements.
Responsible for hard and soft copy filing of original signed project and administrative organizational documents.

Reporting

With input from the relevant staff, contribute high quality progress reports for regional/multi-country contracts/awards as per donor and DRC requirements.
In consultation with the finance department, assist in consolidating and/or quality control of reports, in relation donor requirements, original project proposal, and consistency in both narrative and financial reports
Provide high quality review and assembly of programme documentation including drafting editing and formatting
Provide through progress reporting, a continuous analysis of the achievements, facilitate project reviews, evaluation and audits
Develop donors reporting timelines and requirements template; ensure it is updated at all time
Timely dissemination of reporting tools and requirements and follow up to ensure internal and external reporting deadlines are respected

Compliance management

In coordination with the Finance Manager and other relevant staff, support internal financial reviews to ensure that donor guidelines are implemented and followed, including financial, procurement and administrative aspects
Carry out contract and grants training of staff through inception workshops, coaching and mentoring in setting up systems to monitor key accountabilities e.g. co-financing, exchange rates, interest and budget rules in line with contractual requirements
Support the Partnership Officers to conduct and document periodic implementing partner reviews
Support teams in the interpretation and operationalization of donor rules and regulations

Experience and technical competencies: (include years of experience)

2-3 years of professional experience in humanitarian or development contexts with grants and/or contract support responsibilities
Proven experience in project cycle management, including planning and project development, budget management, quality assurance, and MEAL
Extensive knowledge of ECHO, DANIDA, UN and other institutional donors and their compliance requirements with proven experience of successful contract management including consortium grants
University degree or equivalent in Business Administration, Economics, Social Sciences, International Development or other relevant experience
High degree of computer literacy, including in database management/information management
Strong coordination skills and proven ability to manage partner/stakeholder dynamics
Willingness to travel within Uganda and at times the region
Excellent writing skills
Languages: English and a Ugandan language

Desirable:

Proven ability to work independently, with a clear understanding of risk escalation requirements.
Proven ability to propose creative solutions to challenges, and proven ability deliver results within a flexible and adaptive framework.
Commitment to gender equality

Education:

University degree or equivalent in Business Administration, Economics, or International Development or other relevant experience.

Find the definition of DRC’s Core competencies here

All DRC staff should master the 5 core competencies:

Striving for excellence: you focus on reaching results while ensuring an efficient process
Collaborating: you involve relevant parties and encourage feedback.
Taking the lead: you take ownership and initiative while aiming for innovation.
Communicating: You listen and speak effectively and honestly.
Demonstrating integrity: you act in line with our vision and values

Languages:

Languages: English,
Knowledge of Ugandan language/s

Key stakeholders: (internal and external)

Regional Business Development Coordinator
DRC staff at CO, RO and HQ
Support functions: HOSS (finance, HR, SC and administration)
Implementing partner colleagues

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DRC as an employer

Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In over 40 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities.

By working in DRC, you will be joining a global workforce of around 8000 employees. We pride ourselves on our:

Professionalism, impact & expertise
Humanitarian approach & the work we do
Purpose, meaningfulness & own contribution
Culture, values & strong leadership
Fair compensation & continuous development

DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

Danish Refugee Council is an equal opportunity employer and we consider all applicants based on individual merit and qualifications, regardless of personal characteristics or attributes. We are committed to increasing the diversity of our workforce, aiming for a 50% balance of men and women in management roles and ensuring that at least 50% of management roles are filled by national staff. We recognize that a diverse and inclusive team is crucial for achieving our organizational goals and making a positive impact on the communities we serve.