Vacancy Notice : SVN/IOMSO/010/2017
The SSI program in Somalia is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government, particularly newly formed District Administrations and regional state institutions.
The overall objective of the program is to support the political transition of Somalia towards a functioning and stabilized Federal State through activities that promote good governance, consolidation of the federal structure, and a receptive environment to respond to emerging political contingencies.
Under the overall supervision of the Program Manager – SSI, and the direct supervision of the Grants Manager in Nairobi, the incumbent will support the program’s achievement of its objectives in Somalia by tracking, filing and recording grant activities in the Grants Management Matrix, the online web-based database, the program’s shared drive and hard copies of all files.
The Grants Assistant is responsible for the collection, entry and storage of composite information associated with the program within the context of the overall OTI effort.
Grants Assistant Job Responsibilities
- Assist the Grants Manager (GM)) in checking the day to day grant compliance functions in accordance with IOMs rules, regulations and procedures.
- Assist the GM in maintaining grants tracking and document record keeping including weekly PRISM to Web-based Database (WBDB) disbursement matching, overall grants status tracking sheet, and report on any anomalies in the WBDB or tracking matrices.
- Assist the GM in monitoring the grants tracking matrix, prepare reports, and communicate to the colleagues to fix any errors.
- Assist GM in preparation of detailed grants reports.
- Assist GM in conducting quality control checks on the weekly tracking matrix and, ensure that grants are cleared, completed and closed in a timely manner.
- Assist in updating IOM’s grants tracking systems i.e. Grant matrix and share relevant information with concerned parties as appropriate;
- Review other departments’ filing and procedures to monitor their speed and compliance in accordance with IOM and Donor standards.
- Assist in the preparation and assessment of Awardee agreements to ensure deliverables are accurately reflected.
- Train all new Nairobi staff on key programmatic theory including the use of the WBDB and trackers.
- Work closely with LEG to ensure all agreements are in line with agreed upon templates and that the programme’s work is coordinated in line with IOM procedure and processes.
- Assist GM in preparing Grants based reports and to support them to give recommendations for programme improvements.
- Undertake duty travel as required.
- Any other duty assigned.
Requirements for the Grants Assistant
- Bachelor degree from an accredited academic institution, preferably in Public Administration, Business management or a related discipline with minimum 3 (three years relevant work experience)
- Completed High School degree with five years relevant experience
- Minimum three years of relevant working experience in Grants management, preferably in an international or non-profit environment;
- Experience in one of the organizations of the UN Common System and field experience are a distinct advantage.
- Have relevant training and field experience, specifically in OTI and IOM Grant systems.
- Knowledge of IOM Grants management systems, software and procedures a distinct advantage, including that of database administration.
- Ability to prepare clear and concise reports and to analyse and interpret source information and data.
- High level of computer literacy is required, particularly in OTIs online database OTI-Anywhere.
- Good knowledge of MS office, specifically MS Excel.
- Good communication skills, personal commitment, efficiency, flexibility, drive for results, respect for diversity and creative thinking
- Experience in project support and information gathering.
- Ability to lead, coach and work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
- Fluency in English is required. Somali is an added advantage.
- Accountability – takes responsibility for action and manages constructive criticisms
- Client Orientation – works effectively well with client and stakeholders
- Continuous Learning – promotes continuous learning for self and others
- Communication – listens and communicates clearly, adapting delivery to the audience
- Creativity and Initiative – actively seeks new ways of improving programmes or services
- Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
- Performance Management – identify ways and implement actions to improve performance of self and others.
- Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
- Professionalism – displays mastery of subject matter
- Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
- Technological Awareness – displays awareness of relevant technological solutions;
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable. Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
How to Apply
Interested candidates should submit CV and a cover letter indicating the Special Vacancy Notice Number (SVN No) with three professional referees and their contacts (both email and telephone) to: [email protected]
Closing Date: 27th February 2017. Only shortlisted candidates will be contacted