Grants Management Officer job at ReliefWeb

The overall purpose of the role:

The Grants Management Officer hosted by DRC Uganda will exclusively support the Sudan Programme with a country focus and ensure compliance with DRC proceedures and guidelines across DRC Sudan's grant portfolio, support strong adherence to donor regulations, maintain accurate grants management systems, and facilitate structured grant cycle processes, including regular and adhoc grant meetings. The role holder will also lead on internal coordination, developing timelines for key deliverables, support the timely compilation and review of reports and concept notes, ensure proper documentation and tracking of all grant requirements, and monitor instalments and key compliance milestones.

Your main duties and responsibilities will be:

Grants management and compliance

• Ensure accurate, timely, and complete updates of the grants management system (Dynamics), including compliance documentation, uploads, tracking fields, and data extraction.
• Maintain and regularly update the Grants Tracker, ensuring accuracy of portfolio overviews, pipeline status, modifications, instalments, reporting deadlines, and donor-specific rules and requirements.
• Ensure country office compliance with DRC’s Grants Management Guidelines.
• Support preparation, facilitation, documentation, and follow-up of grant meetings, including timelines development, note-taking and dissemination of clear action points and minimum required documentation.
• Monitor instalment schedules and support follow-up on disbursement timelines in coordination with finance.

Donor compliance

• Provide structured support to programme teams on donor rules and regulations and ensure key compliance requirements are reflected in implementation tools.
• Provide support to program team on operational compliance of grants with guidelines and donor regulations in the areas of finance, logistics, procurement, and human resources.
• Review draft donor reports for compliance, consistency, and alignment with contractual obligations.
• Support the Grants Coordinator(s) in preparing and presenting donor compliance guidelines at kick-off meetings
• Prepare concise briefs on donor rules and regulatory updates for internal use

Programme development

• Coordinate with program and support functions for the development and regular follow up of responsibility matrix, outlining key tasks, their deadlines and responsibilities for pre-award deliverables; CN and proposals.
• Support the Grants Team in compiling lessons learnt from previous programs, conducting analysis of the secondary data for context analysis and drafting generic sections

Knowledge Management and Internal Coordination

• Ensure the integrity, structure, and accessibility of grants-related documentation on sharePoint, including access management, uploads, version control, and timely document sharing with relevant stakeholders.
• Liaise with finance colleagues on budget follow-up and expenditure levels of active grants.
• Facilitate inductions of new colleagues on grants systems, donor rules, Dynamics, SharePoint structure, and internal processes.
• Maintaining system integrity (Dynamics and SharePoint), ensuring accuracy of grants tracking tools, and strengthening internal compliance with donor rules and regulations.
• Perform other tasks as identified by the Grants and Business Development Management Manager.

About you

To be successful in this role, you must have at least 2 years of grants management experience with an international NGO. Moreover, we also expect the following.

Required

• Bachelor’s degree in International relations, Project management, Business administration, or related field.
• Knowledge of donor rules, regulations, and procedures of donors including but not limited to US and European donors, EU funding mechanisms, UN agencies, SIDA, CDCS, AfD.
• Experience maintaining grants management systems and trackers (e.g., Dynamics or similar ERP systems)
• Experience supporting donor reporting processes, including reviewing narrative and financial reports
• Demonstrated experience tracking instalments, budgets, and key grant milestones
• Good working knowledge of Excel (basic formulas, filtering, sorting, simple tracking tools)
• Proficiency in Microsoft Office (Word, PowerPoint, Outlook)
• Ability to follow multiple workflows with attention to detail.
• Excellent written and oral communication skills with external and internal stakeholders.
• Full professional proficiency in English

Desirable

• Knowledge of Arabic language

In this position, you are expected to demonstrate DRC’s 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: 12 months.
• Band: NM H
• Designation of Duty Station: Uganda
• Start date: As soon as possible
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national employees; please refer to our website.

• Ensure accurate, timely, and complete updates of the grants management system (Dynamics), including compliance documentation, uploads, tracking fields, and data extraction.
• Maintain and regularly update the Grants Tracker, ensuring accuracy of portfolio overviews, pipeline status, modifications, instalments, reporting deadlines, and donor-specific rules and requirements.
• Ensure country office compliance with DRC’s Grants Management Guidelines.
• Support preparation, facilitation, documentation, and follow-up of grant meetings, including timelines development, note-taking and dissemination of clear action points and minimum required documentation.
• Monitor instalment schedules and support follow-up on disbursement timelines in coordination with finance.
• Provide structured support to programme teams on donor rules and regulations and ensure key compliance requirements are reflected in implementation tools.
• Provide support to program team on operational compliance of grants with guidelines and donor regulations in the areas of finance, logistics, procurement, and human resources.
• Review draft donor reports for compliance, consistency, and alignment with contractual obligations.
• Support the Grants Coordinator(s) in preparing and presenting donor compliance guidelines at kick-off meetings
• Prepare concise briefs on donor rules and regulatory updates for internal use
• Coordinate with program and support functions for the development and regular follow up of responsibility matrix, outlining key tasks, their deadlines and responsibilities for pre-award deliverables; CN and proposals.
• Support the Grants Team in compiling lessons learnt from previous programs, conducting analysis of the secondary data for context analysis and drafting generic sections
• Ensure the integrity, structure, and accessibility of grants-related documentation on sharePoint, including access management, uploads, version control, and timely document sharing with relevant stakeholders.
• Liaise with finance colleagues on budget follow-up and expenditure levels of active grants.
• Facilitate inductions of new colleagues on grants systems, donor rules, Dynamics, SharePoint structure, and internal processes.
• Maintaining system integrity (Dynamics and SharePoint), ensuring accuracy of grants tracking tools, and strengthening internal compliance with donor rules and regulations.
• Perform other tasks as identified by the Grants and Business Development Management Manager.

• Knowledge of donor rules, regulations, and procedures of donors including but not limited to US and European donors, EU funding mechanisms, UN agencies, SIDA, CDCS, AfD.
• Experience maintaining grants management systems and trackers (e.g., Dynamics or similar ERP systems)
• Experience supporting donor reporting processes, including reviewing narrative and financial reports
• Demonstrated experience tracking instalments, budgets, and key grant milestones
• Good working knowledge of Excel (basic formulas, filtering, sorting, simple tracking tools)
• Proficiency in Microsoft Office (Word, PowerPoint, Outlook)
• Ability to follow multiple workflows with attention to detail.
• Excellent written and oral communication skills with external and internal stakeholders.
• Full professional proficiency in English
• Knowledge of Arabic language (Desirable)

• Bachelor’s degree in International relations, Project management, Business administration, or related field.