Grants Officer
Trócaire
Full-time
On-site
Addis Ababa, Ethiopia
About CST
CST Ethiopia represents the overseas development and humanitarian agencies of the Catholic Church from England and Wales (CAFOD), Scotland (SCIAF), and Ireland (Trócaire) in Ethiopia. The three agencies have over 40 years of experience in international development and humanitarian response and are each members of worldwide networks, including Caritas Internationalis. Currently, the three agencies jointly operate a single, integrated country programme in Ethiopia through the legal entity CST Ethiopia. CST Ethiopia works in partnership with local church and non-church organisations, supporting communities in Addis Ababa, Afar, Oromia, SNNPR and Tigray regions.
The CST Ethiopia main country office based in office Addis Ababa assumes overall responsibility for implementing the CST Ethiopia country programme, which currently focuses on resilient communities (sustainable livelihoods, humanitarian preparedness & response, and women empowerment). CST Ethiopia works with a portfolio of approximately 20 local partner organisations throughout Ethiopia.
Reporting to the Business Development Manager, this is an indefinite contract and will also involve travel to the CST Ethiopia field office in Mekelle, Tigray Region, partner implementation areas in Oromia, SNNPR and overseas.
Grants Management & Compliance (60%)
- Delivery of strong, high quality and timely reports that satisfy donor requirements through revision, and as necessary, drafting of consolidated reports, in close collaboration with the BDM, Programme and Finance staff and sign off by Country Director, Programme Manager, and HQ funding and compliance teams as relevant. This will include, at times, support to programme staff where required in the preparation of high-quality reports for submission to donors in a timely manner.
- Perform quality and administrative checks on narrative and financial reporting for institutionally funded programmes in consultation with the Head Finance & Compliance and Heads of Programs, including submission of reports to donors after receipt of final approval.
- Support programme teams to ensure careful adherence across programmes to both CST and donor compliance requirements, including adherence to supply chain and financial management policies and procedures, fraud etc. in coordination with the Business Development Manager, Head of Finance and Compliance, and respective counterparts in Head Office.
- Provide comprehensive training for staff and partners entering into new institutional donor contracts, including compliance with regulations on financial management, procurement, audit, reporting, visibility and communications.
- Support programme staff and partners in preparing contract amendment documentation for donors such as the EC, Irish Aid, and others, in coordination with the BDM ensuring relevant HQ is aware of and has oversight of any contract amendments.
- Organise and maintain grant documentation, including grant reports and correspondence and ensure all grant files are maintained and organized, including ensuring everything is accurately recorded on Trócaire’s Salesforce and Box systems.
- Ensure all grant files are maintained and organized for planning and preparation of donor reports and project monitoring, and ensuring everything is accurately recorded on Salesforce.
- Donor income to be recorded on Sales Force with all required information. Coordination with country and HQ finance on tracking of remaining income from donor or unspent funds refund to donor.
- Attend meetings and events on behalf of the team in a note-taking or administrative support capacity.
- Support the BDM in reporting schedules, ensuring that reports are in line with approved budget and funding requirements and compliant with CST and donor regulations.
- Work with programme and finance teams to develop efficient financial tracking and reporting systems and timeline for all institutional grants.
- Develop monthly unit reports and share with the BDM for review before submission to the Deputy Country Director.
Programme Growth & Development (30%)
Advise programme staff and partners on donor funding streams and opportunities that match organisational strategic plans and projects/ programmes.
- Where necessary, represent Trocaire in external spaces, such as donor presentations, workshops and arranged meetings
- Maintain an up-to-date knowledge of major bilateral and multilateral donors and funding streams in Ethiopia
- Pro-actively identify opportunities for securing institutional funding from bilateral and multilateral donors, in collaboration with the Business Development Manager and colleagues in Trócaire’s, CAFOD’s and SCIAF’s Head Offices in Ireland, UK and Scotland respectively.
- Analyse selected funding calls to assess the range and scope of the calls’ objectives, so as to provide programme staff with ideas and maximising potential.
- In response to new funding calls, provide surge support to programme teams in the process of planning new projects, supporting the initial design and workshop facilitation, coordination of the proposal development process, and supporting the formulation of objectives and plans.
- Support programme teams in drafting, reviewing and revising proposals and concept notes to mobilise funding in close coordination with the Business Development Manager.
- Support the Programme Finance team in drafting proposal budgets that adequately cover programme and organisational costs.
- Support the renewal of CST’s country institutional funding strategy, in line with country programme needs and ex-eternal funding opportunities.
Capacity Strengthening (10%)
In collaboration with the BDM, advise and support programme teams on strengthening the capacities of partners to handle contractual commitments and compliance issues.
- Advise and support programme teams and partners on how to comply with audit and expenditure verification requirements.
- Supporting in implementation of CST Ethiopia strategy plan in localization and partnership.
Other
- Participate in wider organisational strategic planning, advocacy and review work, as and where appropriate.
- Any other reasonable duty as may be assigned by the line manager, Head of Programmes or Country Director that is consistent with the nature of the job and its level of responsibility.
- Availability to work outside normal hours to meet deadlines and travel throughout Ethiopia and within the region and outside when necessary and sometimes on short notice.
Qualifications
- University bachelor’s degree in development, business administration or relevant field
Experience
- Experience of working in Institutional Funding (planning, proposal and report writing, securing institutional funding through successful grant applications, grant and contract management)
Skills
- Ability to deliver at pace while managing competing priorities.
- Demonstrated ability to work with multi-cultural teams of national and international staff well across geographic settings.
- Strong writing skills in English, including writing proposals and reports.
- Ability to train and strengthen capacity of partner organisations and staff.
- Fluency in English.
- Good understanding and experience of project/programme; management cycle, and results-based management.
- Good understanding of financial management systems and budget monitoring and reporting.
- Demonstrated capacity for analysis and writing.
- Experience of working with multiple donors
- Strong attention to detail.
- Possess excellent oral and written communication skills.
- Ability to engage with various funding actors in a respectful and intelligent manner.
- Ability to work under deadlines in a fast-paced and collaborative environment
- Be flexible and adaptable to changing circumstances and be willing to go the extra mile.
- Organization and administrative skills
- Computer literacy in main Windows applications. MS Outlook, Excel and Word and grant management systems (salesforce)
- Written and spoken fluency in English.
Qualities
- Strong commitment to principles of partnership, solidarity and social Justice
- Good interpersonal relationships and teamwork skills in a multi-cultural environment
- Excellent networking skills with the ability to establish good relationships, confident in engaging with senior people
- Culturally sensitive and diplomatic
- Willingness to travel occasionally and independently.
- Self-motivated with proven ability to take initiative.
- Able to establish strong working relationships with colleagues and local implementing partners.
- Able to prioritise tasks and work to deadlines.
- Flexible and adaptable
- Accuracy and attention to detail
Safeguarding Programme Participants-Children & Adults
Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. More information on Trócaire’s safeguarding policies available here.
Diversity and inclusion
We welcome diverse applicants to join our inclusive workforce.
Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.