Job Detail

Job Purpose:

The Grants Manager's general mission is to ensure the efficient and compliant management of grants, encompassing the preparation and submission of high-quality reports, adherence to donor requirements, and collaboration with internal departments to validate project progress. This role involves proactive financial oversight, including budget monitoring, risk mitigation, and ensuring alignment with donor guidelines. Additionally, the grants manager supports capacity building for project teams and oversees the administration of contracts and grant management systems to ensure seamless operations and compliance.

The Duties and responsibilities may include but not limited to: 

Responsibility 1: Grants management

Responsibility 1.1: Quality reporting and donor compliance

• In liaison w/ all relevant departments, lead the writing, review, and submission of high-quality narrative reports, ensuring they accurately reflect project progress and status in a transparent, timely, and professional manner.
• Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, MEAL and Support Services.

• Address donor comments and feedback on proposals and reports promptly, coordinating with relevant departments to ensure resolution and compliance.
• Conduct field monitoring visits to ensure compliance with donor requirements, assessing the progress of grant-funded activities, and identifying challenges or opportunities for improvement, and communicate findings and recommendations to senior management, technical teams, and donors as required.
• Guide and inform program and finance teams on donor-specific guidelines and best practices and conduct trainings towards PMs on quality reporting, as well as donor rules and regulations.

Responsibility 1.2: Development of CE, NCE, and MR (Cost Extensions, Non-Cost Extensions, and Modification Requests)

• Cost Extensions (CE): Prepare and submit financial and narrative justifications for additional funding required to complete project activities, ensuring compliance with donor guidelines.
• Non-Cost Extensions (NCE): Draft and process requests for additional time to complete project activities without requiring additional funding, ensuring timely submission and donor approval.
• Modification Requests (MR): Coordinate the development of requests for budget reallocations, activity adjustments, or project scope changes, ensuring alignment with donor policies and internal procedures.
• Collaborate w/ project teams to analyze the financial and operational feasibility of requested changes and ensure alignment with donor requirements.

Responsibility 1.3: Inter departmental collaboration

• Contribute to the interactions / communications w/ the project partners, in liaison w/ the operations department.

• Contribute to / lead inter departmental meetings such as kick offs, inter service meetings and close out meetings to ensure that grant-related aspects are effectively integrated into organizational planning, decision-making, and operational alignment, and that ongoing grants-related issues and upcoming priorities are highlighted.

Responsibility 2: Financial Reporting and Budget Management

Responsibility 2.1: Expenditure Monitoring

• In liaison w/ Project Managers (PMs), Area Managers (AMs), and Finance department, establish forecasts to align project financial plans with donor and organizational requirements.
• Monitor financial expenditures against approved project budgets to ensure efficient and proper utilization of funds, in coordination with PMs, AMs, and Finance department.
• Analyze project burn rates, and ensure compliance with donor-specific financial requirements, including cost eligibility and flexibility rules

Responsibility 2.2: Expenditure Monitoring

• Ensure appropriate consumption rates and raise alerts in the event of (or risk of) non-compliance with flexibility rules.

• Anticipate potential deviations, identify risks of underspending or overspending and propose practical mitigation measures and / or prepare necessary contractual amendments in case of deviations.
• Proactively identify the need for financial amendments, including budget reallocations or contract modifications, and coordinate these changes with donors.

Responsibility 2.3: Financial Tracking Tools

• Provide budget managers with donor-specific budget tracking tools and support them on their use to ensure accurate financial tracking and compliance.

Responsibility 2.4: Financial Reporting

• Coordinate and prepare accurate, complete, and timely donor financial reports, ensuring alignment with project budgets and expenditures.
• Conduct a final review of financial reports before submission to HQ for validation.
• Interpret and apply donor financial regulations, ensuring HI's compliance with specific rules (e.g., payment schedules, allowable costs, cost-sharing, exchange rates).

Responsibility 2.5: Financial Audits and Justifications

• Facilitate donor and internal financial audits by providing necessary documentation and explanations.

• Ensure that all financial records and expenses are well-documented and comply with both donor and HI policies.

Responsibility 4: Project Registration and MoUs

• Contribute to the project registration process, in liaison with the Ops Manager (as per the ARCI).
• Support the preparation of project presentations for internal use, translating into Dari/Pashto to then circulate among project staff.

Responsibility 5: Business Development

• Collaborate w/ the Business Development Officer to identify new funding opportunities and assist in / contribute to the preparation of proposals and concept notes.
• Maintain a thorough understanding of donor priorities and emerging funding trends to position HI for successful grants acquisition.

Responsibility 6: Representation and donor communication

• In liaison w/ the Business Development Officer, support representation and donor communication by providing detailed updates / information on ongoing grants, including progress, challenges, and compliance matters.
• When necessary, join donor meetings to address specific queries about grant management, financials, or technical details.

Responsibility 7: CRM Management

• Oversee the conversion of approved proposals into formal contracts, ensuring compliance with donor requirements.
• Update the status of contracts in the CRM system, providing detailed information on submission stages, report approvals, and overall progress.
• Manage and generate contractual amendments and import signed documents into the system.
• Track and manage reporting deadlines through the contract management system's action functionalities.

Responsibility 8: Management

• Oversee the Grants Officer’s tasks, ensure compliance with donor guidelines, and review outputs (e.g., reports, budgets) for accuracy and quality.
• Provide training, guidance, and constructive feedback to develop the Grants Officer’s skills and ensure they are well-equipped to manage grant-related tasks.
• Allocate tasks, track deadlines, and coordinate with internal teams to ensure timely and efficient delivery of grant objectives.
• Identify and address challenges or risks related to grant compliance and implementation, supporting the Grants Officer in finding solutions.

Application Process:

Applicants can login to the online application system by copying and pasting the following link into their web browser https://airtable.com/apprXFl0GhqeFAy29/shrYxMgw37DiWjR8j to submit their details and upload their required documents prior to the deadline.

Important notes:

• Please note that only the applications received through the online platform will be considered for this position.
• It is important to note that applications received after the deadline will not be considered. Therefore, timely submission is crucial.
• After the review process, please be aware that only candidates who have been shortlisted will be contacted for the next stages of the recruitment process. If you do not hear from us within one week from the closing date , please consider that your application has not been shortlisted for further process.

- HI has got strong stand on protection of beneficiaries.

"The Role Holder will have to create and maintain an environment which prevents sexual exploitation and abuse and promotes the implementation of the code of conduct"

HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc). HI has a zero tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal
record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do.

Individuals with disabilities and female candidates are especially encouraged to apply. We are committed to fostering a diverse and inclusive environment and strongly value the unique perspectives and contributions that you can bring to our team.