The National Grants Assistant will be one of the administrators of USAID/OTI program activity database, and will help ensure that grant content and processes consistently meet programme objectives, IOM standards and USAID/OTI requirements.
The successful candidate will help strengthen and maintain the necessary administrative structures and inter-departmental processes, both within Somalia Stabilization Initiative (SSI) and between the program, the IOM Somalia Country Mission and IOM Washington Community Stabilization Unit (CSU).
Responsibilities
- Support the Grants Manager in planning, developing and delivering trainings on all related aspects of the grants management process and database maintenance.
- Track approved grant activities. Identify and make recommendations for the resolution of bottlenecks to the Grants Manager.
- Regularly review and provide feedback on the accuracy of the Grants Tracking Matrix, Internal Disbursement Tracker, and Datalink to the Grants Manager.
- Provide technical guidance for the proper filing of grant support documents on OTI Anywhere as well as hard and soft grant folders. Conduct weekly spot-checks for compliance with IOM and OTI rules and regulations.
- For grant closure requests, conduct the first review of grant documentation in hard and soft copy as well as review the database for complete and correct information and required documentation. Submit the required checklists to the Grants Manager for further review.
- Support the enhancement and maintenance of systems of communication and data transfer and help maintain appropriate, program-wide standards of grant integrity, data collection and management, and information flow.
- In coordination with Somalia Stabilization Initiative (SSI) HR and Office of Transition Initiatives (OTI) IT, manage the SSI user list in the WBDB.
- Create and maintain an extensive filing system, produce reports from the WBDB in a timely manner; develop reporting templates and refine existing mechanisms as required to ensure appropriate institutional memory in the area of grants activities and management.
- Coordinate and supervise the work of staff in the unit and provide training on all related aspects of the grants process and database.
- Liaise with donors and programme counterparts as needed to revise and update the database throughout the grant management process, including submission of grants and budget and grant amendments, if required.
- In absence of the Grants Manager, serve as Officer in Charge (OiC) of the Grants Unit.
- Perform such other duties as may be assigned.
Qualifications
- Master’s degree, preferably in Political Science, International Relations or Economics with two (2) years’ work experience
- University degree, preferably in Political Science, International Relations or Economics with four (4) years’ work experience.
- Experience in community-based and/or small-grants programming desirable, particularly in the areas of infrastructure works, procurement and civil-society strengthening;
- Experience with the United States Agency for International Development (USAID) programmes, preferably with the Office of Transition Initiatives (OTI); and
- Reporting and database experience required, preferably with Microsoft Access.
- Strong budgeting and general analytical skills; strong familiarity with financial management is required
- High level of computer literacy, experience in MS Excel and computerized accounting systems/software
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