Grants Management Assistant

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Grants Management Assistant

About the job

Based in Mogadishu, the Grants Management Assistant (GMA) role supports all grants administration processes and ensures that information and data from the field is captured, documented, analyzed and reported within a results-based management model and in a timely manner for donors and internal purposes.

The Grants Assistant will work closely with programs, M&E, finance, operations and senior management staff to ensure quality management of both pre- and post-award grants functions. The Grants Management Assistant (GMA) will support in proposal development, donor compliance, timely reporting, project document filing, and project management. Support the Grants Manager in the initiatives to expand the portfolios, including contributions to proposal development and program design.

Your main duties and responsibilities will be:

Grants administration

• Maintain and regularly update the grants module in DRC’s Dynamics system with proposals, budgets, contracts/agreements, reports, checklists, installments, donor communication and other relevant project documents.
• Creating new grants on DRC Dynamics system for all Somalia projects.
• Take part in portfolio review meetings to discuss the status of implementation of projects, follow ups on expenditures, and target achievements, challenges as well as flagging key issues for attention.
• Ensure quality information management related to grants (including managing DRC Dynamics for Grants and in-country documentation and trackers).
• Ensure Grants folder on SharePoint is up to date.
• Establish tools for proper management of grants as required. Ensure existing grants management tools are regularly updated Grants Tracker.

Donor income management

• Prepare fund requests for all the Somalia programme donors we are working with and share with Business Development & Grants Manager for review and submission.
• Follow up with HQ to ensure funds wired by the donors are received in our central accounting system.
• Prepare donor refunds documentation and liaise with finance to wire the funds in a timely manner.
• Update billing rules on dynamics with incomes received from donors.
• Coordinate with the relevant field finance staff to ensure donor invoices and support documentation for specific awards are prepared and submitted within the donor set timelines;
• Track donor income to DRC and work with the relevant offices in HQ to update records.

Grants Management & Narrative Reporting

• Support Business Development & Grants Manager and Grants Specialist in grant opening meetings, monthly grant review meetings, and close-out meetings jointly with Program Managers, Specialists, HR and Finance;
• Support with donor reporting processes by coordinating, compiling, editing and providing feedback to ensure the development of high-quality narratives and timely submissions.
• 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 times.
• Collecting and collating information from field teams, supporting teams and management in documenting ongoing activities in each project/thematic area.
• Drafting and editing reports to be submitted to donors and the head office in Copenhagen.
• Timely dissemination of reporting tools and requirements and follow up to ensure internal and external reporting deadlines are respected.

Proposal Development

• Support the Consolidation of proposal write ups and draft budgets from field teams in a timely manner for select donors as agreed with line manager.
• Support program development through review of specific project proposals, concept notes and assessment reports.
• Collate and disseminate donor-specific requirements and guidelines for tenders and proposal processes.
• Provide support in relation building with specific priority donors including representing DRC to the donors as requested by management.
• Provide support in relaying updates from field to specific donors and ensure instructions on programming changes from donor are communicated to field.
• Support with donor mapping exercise is up-to-date information on donor strategies, priorities and funding opportunities and, together with Supervisor.

Capacity Development

• Update, streamline, and disseminate grants management tools and resources.

Fundraising Other

• Raise any issues of non-compliance and assure compliance with DRC standards and procedures;
• Provide regular updates to supervisor.
• Perform other duties as agreed with supervisor.

About you

To be successful in this role we expect you to have:

Required

• At least 2 years’ relevant experience with an international NGO in narrative reporting and grants management.
• Experience working with the major donors including Danida, ECHO, USG GFFO, DFID(FCDO), EC, UNHCR, UNICEF, OCHA, IOM etc.
• Excellent narrative-writing ability in English.
• Experience in Monitoring and Evaluation is a plus.
• Experience in income management and finance is a plus.
• Fluent in written and spoken English.
• Excellent verbal communication skills.
• Superior MS Excel and MS Word skills.
• Task and process-oriented with an excellent sense of priority, logic, and objectivity.
• Organized and capable of handling important tasks simultaneously while responding to unanticipated developments.
• Ability to research and synthesize complex sets of information.
• Accountable with the ability to effectively manage both the big picture and small details while executing on both.
• Pro-active and able to work independently and who is at the same time a good team-player.

In this position, you are expected to demonstrate DRC’ five 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: 6 months

Band: I1

Work location: Somalia, Mogadishu

Start date: 1th March 2026

Reporting to: Head of Program

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for

employees on national contract.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 11th Feburary 2026

For more information about the Danish Refugee Council, please visit our website drc.ngo.

Danish Refugee Council is an equal opportunity employer. We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment regardless of personal characteristics or attributes.