ThaiNGO

Location : Bangkok

Type of Role : 1 Year Fixed-Term Contract with possibility of extension

ROLE PURPOSE

Plan International strives for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries. We are independent of governments and have no political or religious affiliation. 

Plan International Thailand (PIT) has been working in Thailand in 1981 and most of its work is now located in Chiang Mai, Chiang Rai and the greater Bangkok area with projects also in Tak, Trat and Phang Nga provinces.  Over the years, Plan International Thailand’s work has covered the areas of Child Protection, Early Childhood Care and Development, Disaster Risk Management, Sexual and Reproductive Health and Rights, advancing rights of stateless and migrant children and youth, fair recruitment practices for migrant families, and youth economic empowerment, especially for girls.  During FY 2019 – 2022, Plan International Thailand has focused on three Country Programme Areas: 1) Gender and women’s empowerment and justice, 2) Children on the move, and 3) Legal status and citizenship. 

Plan International Thailand’s country strategy (2022-27) will deepen the organization’s focus on advancing children’s rights and striving for equality of girls and youth in all of their diversity in Thailand.  Particular focus will be on gender transformative approaches with Plan International’s Areas of Global Distinctiveness (AOGD) programme areas on youth employment and empowerment, sexual reproductive health and rights, protection, and empowering children and youth to advance their rights and decide on their own life course. 

DIMENSIONS OF THE ROLE

Grant Coordinator is a key member of the PIT’s programme and resource mobilization team and supports successful grant / proposal development, implementation, monitoring and reporting to be aligned with Plan International and donor policies towards achieving resource mobilization goals for Plan International Thailand’s Country Strategy and fundraising needs. The position holder coordinates across PIT programme and support teams as well as with Plan Global, Regional and National Offices and donors as needed based on specific work requirements.

Accountabilities

Project Development and start up

•             Support Sr. Resource Mobilization Manager in writing, consolidating and developing project proposals and fully-costed budgets (based on Plan budget template) as needed

•             Prepare and process Funding Agreement Documents (FADs) at all stages, including drafting, coordinating, finalizing, and obtaining final sign-off, as well as handling Funding Amendments;

•             Coordinate with Finance and Programme teams to set up, monitor and maintain FADs in Grant, and Finance modules in SAP/Y.O.D.A.;

•             With Programme, Finance, Admin / HR teams, coordinate and prepare relevant documents forinternal project start-up meetings to ensure donor compliance and establish roles for each team member for successful project implementation;

•             Coordinate and prepare relevant documents external start-up meetings with project team, donors, partners and relevant National Office staff.

•             Ensure project proposals have met and align with Plan International requirements of  grant management standards, gender transformative benchmarks, P&IQP, AOGDs, and Programme and Influencing Approach.

•             Work with Sr. Resource Mobilization Manager and APAC Regional Grants and compliance Specialist for regular updates of Grants Pipeline Management Tool (GPMT) for Thailand;

Grant monitoring and information sharing 

•             Coordinate monthly grant monitoring meetings with the Programme, Admin/HR, and Finance teams to meticulously track grant expenditure and implementation, ensuring strict adherence to approved proposal packages, internal DIP plans and compliance, promptly identifying discrepancies and implementing corrective actions as appropriate.

•             Proactively disseminate timely reminders for grant report, evaluation, audit, and other essential document deadlines, while providing robust support to teams, ensuring prompt and high-quality delivery to donors and National Offices;Ensure timely and high-quality report submissions by carefully reviewing both narrative and financial aspects for compliance and consistency, and collaborate smoothly with teams for approval prior to the submission.Lead the seamless closure of funds by proactively communicating the end date and associated requirements to all relevant parties, sharing and ensuring the completion of the fund closure checklist, and obtaining necessary approvals before timely system adjustments and fund closure.

•             Ensure that data is maintained in SAP/Y.O.D.A. Also, make sure that all necessary documents and communications are systematically filed in the fund filing systems, both in soft and hard copies, and are readily available for project compliance monitoring and auditing;

Grant Coordination and Compliance

•             Effectively communicate and mentor PIT staff, National Offices and donors on grant requirements and compliance issues;

•             Ensure prompt and professional responses to donor inquiries by seamlessly coordinating with relevant stakeholders to provide accurate and timely informationCoordinate donor employee engagement activities/events in specified projects as required;

•             Coordinate donor and National Office field visits as needed;  

•             Coordinate and support with relevant PIT teams to ensure timely submission of high-quality narrative and financial reports and audits for grant funded projects to donors and National Offices according to specific formats and donor requirements as specified in final, signed FAD 3 agreements;

•             Provide induction to PlT team on grant compliance and reporting issues for specific donors and projects as needed; 

•             Act as the focal person for regular communications with National Offices and programme team while maintaining positive and open working and learning relationships across PIT, APAC, NOs and donor teams;

•             Nurture NO and donor relationships while exploring potential opportunities for new project initiatives in collaboration Sr. Resource Mobilization Manager and Programme team;

•             Participate in Plan International workshops and trainings as required;

•             Perform related tasks with sufficient timeframes as may be assigned by Line Manager..

KEY RELATIONSHIPS

Internal

•             Sr. Resource Mobilization Manager

•             Programme Team, including Project Managers and Coordinators

•             Administrative & Human Resource Manager

•             PIT Finance team

•             Programme Innovation and Impact Director

•             Country Director

•             Plan International Global, Regional and National Offices as required

External

•             Donors as required in collaboration with Programme team

•             Collaboration and information sharing with Plan International programme colleagues in other COs working together on cross-border and multi-country grant-funded project as needed;

•             Local partners working with Plan International Thailand as required for project development and proposals, donor compliance and reporting.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

•             Bachelor or master degree in relevant field

•             Minimum experience of 3-5 years of working with grants and international donors;

•             Excellent coordination, interpersonal skills and strong analytical and problem-solving skills

•             Excellent verbal and written communication skills in Thai and English  

•             Proficiency in business planning, budgeting & coordination of grant management issues in coordination with programme teams both in Thailand and with National Offices

•             Excellent in negotiation, and conflict management skills

•             Ability to work under pressure and time constraints

•             Computer Literacy

•             Experience of developing and writing grants proposal an advantage

Closing date for applications:  28 January 2024

Reference & background checks will be performed for successful candidates including clearances on child related offences in conformity with Plan’s Child Protection Policy. Only shortlisted candidates will be contacted.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.