Job Detail

About Danish Refugee Council

Founded in 1956, the Danish Refugee Council (DRC) is Denmark’s largest, and a leading international NGO - one of the few with a specific expertise in forced displacement. In 40 countries 7,500 employees protect, advocate and build sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in exile, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance. DRC supports displaced persons in becoming self-reliant and included into hosting societies. DRC works with civil society and responsible authorities to promote protection of rights and peaceful coexistence. Our 6,000 volunteers in Denmark make an invaluable difference in integration activities throughout the country.

Job Description

ABOUT THE JOB

The Programme Support Specialist (Information Management) [PSSIM] is a key member of the Programme Support Unit (PSU) and assumes responsibility over the efficient management and maintenance of grants related information, documentation, and processes across DRC Afghanistan in line with the Operational Handbook Guidelines. The PSSIM ensures up-to-date information and version control via DRC’s Global Grants Management System (Dynamics) and country-level filing systems (OneDrive/SharePoint and hard copies). The PSSIM facilitates DRC grants management processes in terms of information management and administration tasks, including maintaining and circulating various trackers and grants management tools. The PSSIM provides documentation to DRC’s Risk and Compliance Unit for the registration of new or amended projects and leads the compilation and review of bi-annual government reports (in Dari). The PSSIM plays a leading role in coordinating and conducting monthly grant opening, review, and close-out meetings with programme and support departments.  The PSSIM supports reporting/proposal development processes and other grants tasks upon delegation by the PSM. The role ensures the effective delivery and functioning of the grant relevant elements of DRC Dynamics and requires significant liaison with counterparts in DRC Area Offices, Country Office, and HQ in Copenhagen.

Responsibilities:

• Facilitate the grants management process in terms of administration (reminders of deadlines; submission of proposals and reports via online portals; coordination of comments/revisions)
• Ensure that DRC Dynamics is continually updated (reporting, milestones, start date, end date, total budget, and uploading of documents)
• Promote quality information management by maintaining an up-to-date PSU filing system on OneDrive/SharePoint, including careful version control of grant amendments, top-ups, donor reports, etc.
• Ensure hard copies are stored appropriately according to DRC’s documentation policy
• Implement the DRC Dynamics systems through the maintenance of an internal grants log, reporting schedule, grants review schedule, and proposal pipeline to be circulated monthly
• Liaise with the Country Director for timely signature of grant agreements and other documents
• Take responsibility for internal reporting deadlines, in terms of providing information to relevant colleagues and following-up on inputs
• Support the Risk and Compliance department in compiling and reviewing semi-annual government reports for the Ministry of Economy (MoE) and Ministry of Refugee and Repatriation (MoRR)
• Prepare internal guidance on donor compliance to be presented in grant opening meetings
• Support the PSM for compliance checks in Donor Grant Agreements (compliance with codes, donor visibility requirements, etc.).
• Coordinate inputs and preparations for monthly grant opening, review, and close-out meetings
• Support the PSM in smooth and regular communication with DRC- HQ
• Provide training on the grant platform of Dynamics to relevant staff
• Other tasks delegated by the PSM, as required

Skills Required

• COMMUNICATION

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