GBLCAREERS

Established in 1949, SOS Children’s Villages is a dynamic, international social development organization working globally to meet the needs and protect the interests and rights of orphaned and vulnerable children.

The mission of the Grant Advisor sets up and supports implementation of the CISU and ADA Framework Programme in cooperation with Regional PD, IPD Advisors, ADA framework coordinator of SOS Austria and CISU framework coordinator in Denmark. Through technical support, regular monitoring and programme reporting, the coordinator supports the smooth implementation of the ADA and CISU Framework Programme, in particular the umbrella components, project intervention 1, strategic learning groups on capacity building, community sustainability and gender and child protection in close cooperation with the ADA coordinator of SOS-Austria and CISU Coordinator of SOS-Denmark.

Key performance areas and main responsibilities:

• Ensure project implementation and management according to the terms and conditions of the grant.
• Supporting NA’s to develop and submit narrative and financial reports to donors in a timely manner, in accordance with donor requirements and organizational procedures;
• Participate in the preparation of project plans in particular the project document, log frame and budget and ensure they are in line with the scope and purpose of the grant.
• Ensure compliance of donor requirements of all project interventions throughout the whole project cycle.
• ‘Flag’ any issues of concern arising from monitoring of framework activities, to the regional office (PD and IPD) and SOS Austria/Denmark and develop and follow-up steering measures if necessary.
• Facilitate and support the implementation of the umbrella component in close co-operation with SOS Denmark, SOS-Austria, FIN, PD and IPD Advisor and implementing NA’s.
• Ensure proper communication flow between the NAs, IOR, and SOS Austria/Denmark and within the federation. Facilitate regular virtual meetings including Steering Team Meetings.
• Maintain the framework programme workspace and ensure internal and external communication about the project
• Plan and facilitate (including logistical support and documentation) virtual meetings and regional workshops of learning groups within framework in cooperation with SOS-Austria ADA framework coordinator and the relevant regional and national offices.
• Participate in and support facilitation of planning and review workshops in the NAs.
• Support the ADA supported National Associations to define and update (on a yearly basis) activity (and financial) plans based on the goals and results defined in the ADA contract (log frame).
• Coordinate the external evaluation of the ADA framework programme in co-operation with the ADA framework coordinator of SOS-Austria and the PD Advisor.
• Report on project intervention 1, umbrella component “learning groups”, coordinate all narrative and financial reporting from NAs (project interventions 2 and 3) and ensure that narrative and financial reporting matches, ensure and keep track of deadlines as defined in the partnership agreement / ADA contract to ensure donor servicing meets required level of professionalism.
• Overview over the budget in close co-operation with the Regional Finance Office and SOS Austria ADA framework coordinator; ensure budget consumption based on ADA funding guidelines.
• Support the knowledge management component; develop knowledge management guideline together with implementing partners and ensure all files (electronic and paper) are complete, numbered and filed (implementation plans, narrative and financial reports, workshop documentation, audit and evaluations, donor communication & approvals, etc.).
• Identify and suggest possible synergies within NAs, the region, across different regions and other frameworks and grants (e.g. SOS Norway, Denmark, Netherlands, Luxemburg and Belgium).
• Lead in preparing, reviewing and modifying memoranda of understanding on grant agreements as needed between the federations (PSA-GSC-NA).
• Lead day-to-day aspects of donor reporting processes to ensure the timely submission of high quality implementation plans, narrative and financial reports.**
• Ensure on the spot budget monitoring. Conduct monthly review of variances & financial reporting, provide feedback to FS Managers on over/under spending and/or other risk areas.
• Coordinate with the Regional Finance Advisor and NA Finance teams to ensure timely submission of budget modifications and financial reports.
• Follow-up on processing of financial ‘refundable’ claims, from GSC and NAs, for ADA Grant.
• Monitor and facilitate compliance of programmes with donor and SOS requirements and raise issues affecting external/internal compliance to PD-IPD-PSA.
• Monitor and communicate any material changes in the scope and purpose of the grant
• Facilitate requests for budget modification and preparation of necessary documentation
• Facilitate internal approvals for grant approval, implementation, reporting and closure
• Provide and coordinate technical support to NAs (organisational development, M&E, Gender and child protection).
• Link with programme development in ESAF region: collect and document existing practices and experiences related to key topics for FS within the region (in particular Community Empowerment in FS, Gender and Child Protection).
• Bring in the relevant topics of ESAF region the ADA framework programme (2016-2018) to ensure that the programme is embedded in the regional programme and is in line with the strategy of SOS CV.
• Close contact to NAs (visits, regular communication) to provide technical support to ensure programme quality, provide quality checks on reporting and support NAs in results based reporting.
• Link technical advisors (advocacy, gender, child protection) with NAs to provide them with necessary support.
• Promote effective implementation of programme monitoring and evaluation systems and tools in national associations receiving institutional donor funding. This includes tracking programme self-evaluations and donor M&E requirements.
• Maintain the grants workspace in the Track it! Grant management workspace ensuring easy to access and user-friendly information and tools to enable users’ ease of understanding, applying and complying with donor rules and regulations in relation to specific projects.
• Train Colleagues and key partner staff in donor requirements and compliance rules under specific contracts, in collaboration with relevant functions (FIN and PD)
• Inform all relevant staff of any changes in donor rules and regulations in a timely manner.
• Support NAs and the ESAF IPD advisor in scanning and identifying potential donors and development partners within the region and countries.
• Support the National Associations and the ESAF IPD advisor to identify suitable projects/programs and develop respective proposals.
• Support NAs, the ESAF IPD and advocacy advisor to liaise with potential donors and development partners within the region and countries.
• Coaching and mentoring key national staff on proposal development and management of donor grants / contracts
• Supporting NA’s in the development & implementation of Capacity Building plans for local partners.
• Support the roll-out of the “train the trainer” IPD training package and support the training of staff in NAs.
• Monitor and assess the quality of project proposals and narrative and financial reports and identify gaps and bottlenecks for further actions.
• Document learning on the implementation of donor-funded grants and contracts, in order to improve understanding of donor requirements

Professional and Education requirements

• Minimum Bachelor and preferably Master Degree, in the social sciences (social work, psychology, social-pedagogy, community development or economics).
• Minimum 5 years Previous professional experience (in NGOs, CSOs or donor institutions) with institutional funding
• Minimum 5 years extensive experience in planning, securing and managing funds from institutional donors as well as a thorough understanding of development programming.
• Knowledge and working experience in Project Management
• Knowledge in Results Based planning and implementation Management
• Knowledge of Logical Framework Approach (FLA)
• A thorough understanding of program design and development especially in the sectors of Education, Health, Livelihoods, Gender and GBV, Child Protection, etc.
• Experience in social science research; the candidate should have extensive experience conducting assessments, evaluations etc.
• A thorough understanding of Donor Contract Management, Project Cycle management, and training approaches is required.
• Good proposal writing skills
• Firm understanding of planning and budgeting processes
• Experience with multi-actor consortia, cross-country and cross-organisational processes