Grants and Development Coordinator

Duties and Responsibilities

Program Development

• Work with OIC, SMT, Operations and Programs teams to design program development strategies under HDI, that are aligned with the CSI Strategy and Strategy Action Plan (SAP) outcomes and based on analysis of local needs and gaps.
• Perform monitoring, research and analysis into donor strategies and share with the OIC/SMT; jointly with grants focal points across departments develop donor mapping tools to support opportunity identification.
• Support the OIC in organizing and leading program design workshops for all new program development opportunities.
• Lead the writing of new proposals and maintain an efficient system for proposal development. Maintain clear responsibilities outlined for management, programs, finance and operations departments – that yield timely, high-quality submissions.
• Ensure proposals are tracked using standard CSI tracking tools, by capturing information on past, current, and potential grants, along with payment and reporting details for the entire organization. Share updates with the SMT members regularly.
• Coordinate proposal and project/program revisions.
• Ensure CSI program/support teams are informed of relevant donor compliance regulations and procedures.
• Research new funding opportunities that align with the organization’s mission and goals. This involves regularly searching grant databases, newsletters, and websites to stay updated on available grants
• Keep track of strategy development, resource mobilization and program development activities organization-wide and support other grants focal points on these activities.

Partnership Management:

• Identify relevant partners and partnership models to support fundraising strategy, taking into account developing conditions within the local context.
• Support the Partnership Coordinator and Compliance Focal on the Partners’ Pre-Award Assessment and advise the OCI and national Director on partners’ risks and recommend capacity-building actions accordingly.
• Work together with OIC & ND in drafting sub-grant agreements and modifications, with all required for review, and facilitate signature by CSI and partners.
• Coordinate with Finance, Operations and Program departments for internal review and clearance of all financial documentation and reporting.
• Support Partnership Coordinator and Compliance Focal on identifying partners’ sub-grant compliance risks and incidents (such as activity implementation or reporting delays, or missing program documentation), making recommendations for further action.
• With the support of the National Director and OIC, lead the submission of joint submissions for HDI partnerships involving international and local partners, and support the Partnership Coordinator during the proposal stage; upon reaching the award stage, hand over the consortium management to the Project Manager/Coordinator or other relevant project focal point.
• As delegated by the OIC, supervise project managers responsible for consortia projects jointly implemented with partner organizations.
• Participate in relevant cluster meetings as necessary and follow communications from clusters at the National Level.

Donor Communication and Reporting

• Ensure that reports are timely, constructive, clear, organized, and responsive to donor needs for HDI partnerships. Provide support to PCI and other programmes for reporting as required.
• Oversee donor invoicing, reporting, and other administrative functions according to donor requirements in close coordination with Finance and Operations teams for HDI partnerships.
• Maintain records of all payments and receivables and prepare monthly records for all grant-related activities for HDI grants.
• Support SMT to maintain positive and constructive relationships with donors, in-country and abroad, which includes acknowledging their contributions, responding to their inquiries, and cultivating their ongoing support.
• Ensure that effective channels of internal and external communications relating to grants are established and respected.
• Ensure Donor reporting schedule is updated and coordinated with Finance and Program to ensure timely quality report submission.

Institutional Memory

• Track donor correspondence.
• Ensure that country management and technical leads understand donor communication protocols and provide copies of correspondence for files.
• Track the submission of all CSI proposals (HDI and PCI), reports and maintain file copies.
• Maintain a reporting table with relevant deadlines and obligations.
• Keep a database of key donor contracts (electronic copies).
• Performs other duties, as assigned in support of CSI mission and vision.

Reporting and Representation

• Organize and facilitate regular coordination meetings across departments around grants-related issues and ensure proper follow-up
• Ensure contributed to monthly sitrep.
• Submit HDI Development portfolio report (in standard format detailing progress on the scope, time, and budget of each project) on 10th of every month.
• Ensure all Grant Tracker is updated and shared with SMT.

Key Performance Indicators (KPIs):

The Grants and Development Coordinator will be evaluated based on the following KPIs:

• Grant Acquisition Rate
• Proposal Success Rate
• Compliance with Donor Requirements
• Timely Reporting
• Resource Mobilization
• Program Impact
• Innovation and Adaptability
• Donor Satisfaction
• Partnership Development

Qualification requirements

Education:

• Master ’s degree required; graduate degree in business, non-profit management, public administration, or human services related field preferred.

Work Experience:

• Experience in successfully leading donor relations and reporting of humanitarian, development, and peace building projects in conflict sensitive and volatile context.
• Minimum of five (5) years of professional work experience with progressive levels of responsibility, including supervisory and program management experience.

Demonstrated Skills & Competencies:

• Strong experience with program and budget management, strategic planning and conducting monitoring and evaluation activities to ensure program quality.
• Demonstrated ability to promote an organizational culture that reflects CSI’s core values.
• Excellent communication skills both written and verbal; fluent English required.
• Ability to work under pressure and meet deadlines.
• Excellent interpersonal and communication skills: the ability to communicate effectively and diplomatically with grantors, volunteers, partner agencies, multicultural clients, and colleagues on all levels,
• Proven leadership and team-building skills,
• Proficiency in Microsoft Office applications (especially Word, Excel, Outlook) and internet research.

Direct reports

List by job title any positions to be supervised by the incumbent:

• Junior members of the grant’s department/team
• Project managers of consortia projects implemented with partners as designated by the OIC