SUB-GRANTS MANAGER

Roles and responsibilities

The SUB-GRANTS MANAGER will contribute to achieve quality programming by closely supporting the Grants Manager with key elements of Project Cycle Management, including reporting, proposals and ongoing monitoring and modifications of all grants. The Grants Officer supports report submissions in line with the grant process flowchart and will coordinate the implementation of minimum standards for Project Cycle Management and following SF Standard Operating Procedures. S/he ensures SF program/support teams, as well as external stakeholders, have access to up-to-date grants-related files and information in soft and hard copies, and ensures that programmed and support colleagues are informed of relevant donor compliance regulations and SF procedures. S/he will contribute to monitoring and guiding Subgrantees during and following grant phase. The ideal candidate will be highly motivated to learn, detail-oriented, able to work under tight deadlines, able to quickly understand and elaborate information from multiple sources, and eager to support on any and all ad hoc tasks required.

Generic Responsibilities

• Implement delegated function portfolio according to the plan of action.
• Ensure proper filing and tracking of documents.
• Manage sorting of applicants and support in the selection process.
• Provide an internal help-desk on internal processes related to Project Cycle Management and support internal capacity building.
• Support overview and maintenance of all grants including filing, tracking, donor rules and regulations, and internal and external deadlines.
• Contribute to alignment of SF’s minimum standards for Grants Management and Project Cycle Management.
• Ensure that Subgrantee-related activities are implemented within the contractual framework and report regularly on progress and breaches.
• Ensure compliance and adherence to SF subgrant proposals, deliverables, and timelines.
• Track progress of CSOs, realign activities when needed, and report effectively to the Project Manager.
• Demonstrate familiarity with project implementation, budget management, sub-fund tracking, and alignment with subgrant agreements and compliance requirements.

Specific responsibilities:

• Support and coordinate the development of donor reports and proposals ensuring consistency between narrative and financial reports, in coordination with the Project manager and in line with established quality standards;
• Be familiar with all SF organizational and donor portfolio compliance requirements and support the high-quality management of grants through adherence to establish procedures, internal targets and deadlines under the guidance of the Grants Manager;
• Ensure appropriate donor templates are readily available and support internal capacity building activities related to donor templates and grants processes as required and under the guidance of the Project Manager;
• Maintain and update the internal grants tracker to support visibility of internal and external deadlines, and share updates with relevant stakeholders. Maintain an organized grants filing system to ensure key grant documents are available in soft copy, in line with SF information management standards. Update Activity Info system
• Follow up with Subgrantees on project implementation, including budgeting and procurement practices, ensuring compliance with SF and donor requirements.
• Any other tasks as delegated by the line manager.
• All grants-related decisions, donor communications, and final submissions are reviewed and approved by the Project Manager prior to sharing with donors or external stakeholders.

Generic professional competencies

• Bachelor degree in social sciences, humanities , business, or any other relevant field
• Fluent in English and Arabic, both written and spoken
• Proficient in MS Office applications, including Word and Excel

Context related skills, knowledge and experience

• Minimum 2 years relevant work experience preferably in social work, research, community development, non-government, and/or outreach organizations
• Previous experience from working in complex and volatile contexts
• Previous experience working in complex and volatile contexts.
• Previous experience in budgeting and procurement processes is required.
• No family or work relations with potential Subgrantees or any local community actors applying for the fund/subgrant to ensure impartiality and avoid conflicts of interest.

Behavioral Competencies

• Handling insecure environments
• Planning and delivering results
• Working with people
• Analyzing
• Communication with impact and respect
• Coping with change
• Ability to work effectively within a team
• Adaptability and flexibility in diverse contexts
• Strong interpersonal skills to engage and communicate with local communities
• Cultural awareness and sensitivity to local norms and requirements