: Plan International, Inc.
: Nonprofits / องค์กรไม่แสวงหาผลกำไร
: 1248
: 19 December 2014
Department & Location Resource Mobilization/Programs (Regional Office) Bangkok, Thailand
Reports to (position): Head of Regional Resource Mobilization
Purpose: How does this post support Plan’s strategy and mission?
Working in 50 developing countries across Asia, Africa and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
One of Plan’s global strategic priorities is to grow and diversify its sources of income. In the Asia region Plan believes it can continue grow its grant expenditure beyond USD100 million per year. The Regional Office is also responsible for managing twenty grant funded projects and a dedicated human resource is required to ensure the continued effective grant management.
The Regional Grants Coordinator is needed to support the Head of Regional Resource Mobilization who oversees the implementation of the Regional Resource Mobilization Strategy, supports the achievement of the regional target and learning regarding the funding portfolio, whilst increasing Country Office capacity in the region to acquire and implement appropriate grants to donor standards in order to support sustainable growth.
This will be achieved by:
Coordinating the effective management of all Regional Office managed grant funded projects
Analyzing and informing about the grant funded projects in the region and maintaining a dashboard of information for Plan country offices and national organizations to coordinate fundraising efforts
Building/strengthening the capacity of the teams in the 14 country offices for effective grants management in accordance with Plan’s policies, procedures and systems
Dimensions of Role
The Regional Grants Coordinator reports to the Head of Resource Mobilization. This is a regional role based at the Plan Asia Regional Office (ARO) in Bangkok, Thailand. The Regional Grants Coordinator works closely with the ARO Program and Finance Departments, 14 Plan Country Offices (COs) in the Region, National Organizations (NOs) and International Headquarters (IH). They provide leadership in conducting grants analysis, ensuring grant compliance and building capacity for effective grants management. Current large donors include DFAT, SIDA, NORAD, ECHO, EC, WFP, UNICEF, Global Sanitation Fund, USAID, OFDA, Government of Netherlands, MOFA (Finland) and ADB. Specific dimensions of the role include:
Focal point for all NO communications related to ARO grant implementation
Supports ARO proposal development processes
Leads on the Funding Agreement Document review process
Supports on grants budgeting and contract review processes
Oversight of review, approval and submission of reports
Leads on grant document filing and knowledge management
Updates the Grant Pipeline Management Tool and Indicative Grants Funding
Reviews quarterly grants reports from country offices
Uploads relevant documentation on countries best practices and experiences on the SharePoint for purposes of learning and cross fertilization shared and managed
Co-facilitates the ARO Regional Resource Mobilization network
Regional focal point for grants audit, risk and compliance
Leads on grants training
Conducts periodic grants analysis
The job holder has no direct reports. S/He deputizes for the Head of Resource Mobilization as required.
Typical Responsibilities - Key End Results of Position
ARO managed grant funded projects are effectively managed and all donor requirements are met
Focal point for all NO communications related to ARO grant implementation
Supports colleagues in the ARO Program Department to develop high quality proposals and ensure that internal processes are followed during proposal development
Supports Program and Finance Departments on grants budgeting to ensure full indirect cost recovery for ARO on Regional Office managed grants
Support the contract review process and ensure that key internal stakeholders provide necessary input before management approval
Prepare Funding Agreement Documents (FAD) for approval by management at submission and grant award
Ensure that all reports go through the necessary review and approval process and are submitted on time and to the expected quality standard
Focal point for all grant document filing and knowledge management
Update the Grant Pipeline Management Tool and Indicative Grants Funding
Provide training and support to ARO colleagues on key areas of Resource mobilization and Grant Management
Indicators will include:
Feedback from National Organizations on the quality of project proposals and reports
Success rate of project proposals
Ensure all ARO Project Managers are aware of and comply with relevant donor rules and regulations
Compliance with Plan’s grants management processes and procedures
ARO grants audit ratings
ARO Country Offices follow global standards and processes relating to grant approvals, pipeline management and grant management
Facilitate the FAD approval process between National Organizations, Regional Offices, International HQ and Country Offices
Ensure that ARO costs are included in Country Office managed grant funded projects as appropriate
Liaises with Plan’s Global Account Managers to promote information flow and coordinate applications for specific calls for proposals
Compile and analyze quarterly Management Information reports for grants acquisition
Monitoring of grants trends (confirmed/active and pipeline) against Regional Resource Mobilization Strategy annual targets and breakdown of donor sources
Track Disaster GADs per country (using the Grants Management Report) to support fundraising and grants management
Support the roll out and be a support resource for SAP, cost recovery and grant management procedures
Indicators will include:
Compliance with Plan’s grants management processes and procedures
CO grants audit ratings
Strengthened project resourcing through better resource planning (human and financial)
A pipeline of grant opportunities exists for the Regional and Country Offices
Improved coordination on DRM fundraising
ARO has a cadre of highly skilled grants staff so that it is able to pursue funding opportunities and manage grants effectively
Work with IH and the Regional Finance Department to strengthen CO cost recovery and grant management systems
Training on key areas of Grants Management provided and applied
Contribute to training module development
Facilitates development and roll out of regional training plans
Provides training on various corporate grants training modules (A, B and C)
Follows up on training to ensure knowledge acquired is being applied (based on specific Key Performance Indicators)
Assist Country Offices in developing multi country and large grants proposals, over Euro 1million
Promote continuous learning in the field of resource mobilization and feed this into regional (and global knowledge management)
Best resource mobilization practices are shared more effectively
Indicators will include:
All COs improve cost recovery from grant funded projects
# staff trained and able to demonstrate application of new skills
Feedback from National Organizations on the quality of project proposals developed
Ensure all COs are aware of and comply with relevant donor rules and regulations
Compliance with Plan’s grants management processes and procedures
Grants audits ratings
A well-managed regional grants network is recognized by countries
The regional grants network contributes efficiently to global, regional and country initiatives
Dealing with Problems
Working across departments and countries to ensure effective grants management. Other key challenges include dealing with different/conflicting demands from a variety of clients and responding to tight deadlines
Dealing with grants management issues and challenges and varying capacities
Ability to understand and assimilate the complexity of Plan’s grants business development and systems and procedures, organisational structures and decision-making processes;
Capable of building constructive working relationships across the whole organisation
Understanding of programmatic and compliance requirements from a variety of donors.
Communications and Working Relationships
The post holder will be required to initiate, develop and maintain working relationships across departments and Plan country offices.
Effective working relationships with the following are essential: regional office program and finance teams, Global Assurance team, National Organizations, Grants Coordinators and Accountants, International Headquarters grants and training teams. Primary linkages for this post include:
High
Head of Regional Resource Mobilization
ARO Program Department
ARO Finance Department and other support departments including HR and Communications
Compliance and Finance)
Medium
Country Office Grants Coordinators and Managers
National Organization Grants Departments (Admin, RO Program Technical Team
Institutional Funding Team at IH
Counterparts (Regional Grants Coordinators) in other Regions
Global Assurance and external auditors
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience
Essential skills:
Professional preferably with a degree in a relevant area and experience in grants management, finance, accounting, business administration, audit or related field
Minimum of 5 years’ experience in finance, accounting, grants analysis
Familiarity with financial and administrative requirements of a variety of large grant donors
Capacity to plan, prioritize and execute autonomously with a strategic approach
Capacity to work under pressure
Excellent written and oral English communication
Desirable skills and competencies:
Good training and coaching abilities
Project management qualifications
Experience in management of grant audit processes
Physical Environment and Demands:
Located at the Regional Office in Bangkok, Thailand, there is an expectation that the post holder will travel up to 15% of the time within the region.
Level of Contact with Children:
Low contact: No contact or very low frequency of interaction
Mid contact: Occasional interaction with children
High level: Frequent interaction with children
Low to no contact
Should you be interested in these positions, please submit a cover letter, comprehensive CV
By 15 January,2015, to:
PlanAsia.JobVacancies@plan-international.org
Only shortlisted candidates will be notified
Plan takes active measures in recruitment and employment to ensure children are protected.
Plan is an Equal Opportunity Employer.
