Regional Grants Closure Specialist

REGIONAL GRANTS CLOSURE SPECIALIST

Duration: 15/03/2024 to 31/12/2024

Location: Nairobi/ Kampala/ Dar Es Salaam

Hours: Consultancy contract

Reports to: Global Programme Manager- Voice

Application deadline: 15th March 2024

ABOUT HIVOS

Hivos is an international development organization guided by humanist values. Together with citizens and their organizations, we aim to contribute towards just, inclusive and life-sustaining societies where people have equal access to opportunities, rights and resources. We work in partnership with others in the Middle East, Africa, Asia and Latin America on three impact areas: civic rights; gender equality, diversity and inclusion, and climate justice. Our approach is solution driven, and we build wider movements for change by amplifying and connecting voices.

What is Voice?

Voice is an innovative grant facility financed by the Ministry of Foreign Affairs of the Netherlands to support rightsholders and groups facing marginalisation or discrimination in their efforts to exert influence in accessing productive and social services and political participation. Voice operates in a context where civic space and power is shifting at a fast pace, and often closing rather than opening. Voice is implemented in ten countries in Africa and Asia, by a consortium between Oxfam Novib and Hivos. For more information, please visit www.voice.global.

Main Goal of the Job

Reporting to the Programme Manager Voice, the Regional Grants Closure Specialist provides leadership and support to the Voice focus countries in Africa to ensure high quality administration and closures of grants. In 2024, Voice is the final year of project implementation with final semester of the year heavily focused on documentation, archiving and administrative of grants closures to ensure sound programmatic and financial reporting of the 8-year programme. The Regional Grants Closure Specialist shall be the focal point for the Voice country teams in Africa in terms of the Voice grant administration systems (SAP/ Adobe), on documentation for compliance with final reporting requirements and implementation of excellent controls.

Result Areas

• Grant Administration and Closures
• Reporting and Documentation

Main tasks

• Coordinate with Voice country teams to help ensure effective grant management including:
  • timely collection and assessment of reports,
  • ensure scheduled transfers to grantee partners, and
  • ensure proper closure documentation, including impact of grantee partners’ projects and archiving.
• Coordinate with relevant members of the Voice global coordination team to help ensure effective grant management for multi-country partners including:
  • timely collection and assessment of reports,
  • follow up and communication with grantee partners,
  • ensure scheduled transfers to grantee partners, and
  • ensure proper closure documentation, including impact of grantee partners’ projects and archiving.
• In collaboration with the Southeast Asia Regional Roving Grants Officer, West Africa Regional Roving Grants Officer, and finance coordinator ensure that grant administration policies and processes are in line with Voice targets and objectives,
• Track compliance and identify and report non-compliance issues to the Voice Programme Manager related to donor and Voice contractual obligations and standards,
• Support grant portfolio reporting and monitoring and evaluation, including for regional/multi-country grantee partners based in Africa,
• Undertake monitoring visits to grantee partners as needed and in-line with project plans,
• Support finance and compliance spot checks,
• In collaboration with Voice country teams carry out grant and financial data reconciliation at regional level and preparation for reports, audits and other Voice reporting as needed,
• Maintain systems to track grant metrics in line with Voice reporting requirements,
• Coach, mentor and support new in-country Voice team members, particularly on administrative aspects of the Voice grant management system, as needed.

Requirements for the job

• Five-years’ experience with large scale grant management, preferably at regional level,
• Knowledge of grant management systems such as SAP/ Adobe is highly desired,
• Knowledge of grant-making policies and procedures and applicable national regulations, particularly in the Voice focus countries in Africa,
• Knowledge of and affinity with work to advance social inclusion and challenge discrimination and marginalization,
• Excellent written and verbal communication skills in English. Working knowledge of French is an added bonus,
• Demonstrated skills of administrative project management skills,
• Excellent ICT skills (Microsoft Office, Box, Smartsheets),
• Strong organisational and coordinating skills,
• Ability to perform complex tasks and to prioritise multiple projects,
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a hybrid and multicultural environment,
• Ability to make administrative/ procedural decisions and judgments,
• Ability to analyse budgetary line items for compliance with budget guidelines, and
• Willingness to travel in the region and beyond.

What we offer

We offer a contract based on Hivos East Africa local labor conditions, with remuneration commensurate with the experience and expertise requested. Starting date will be as soon as possible.

More information and application procedure

For more information about the position, you can contact hello@voice.global. Please note that this is a local contract; no moving costs provided.