Niger: Grant Administration Manager – Niger

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operating in Niger since 2005. With a focus on food security, health, nutrition, livelihoods, governance, decentralization and emergency response, Mercy Corps’ goal in Niger is to support vulnerable, at risk communities in Niger to recover from shocks and exclusion and to secure viable opportunities for sustainable economic and livelihoods development.

Mercy Corps is currently implementing a Development Food Assistance Program (DFAP) funded by USAID/Office of Food for Peace in Niger, entitled “Sawki.” This five-year program aims to ensure that vulnerable households and communities in Maradi and Zinder build and sustain food security, through two interrelated strategic objectives focused on improving nutrition and health of mothers and children and improving agricultural livelihoods. The program also has a specific focus improving outcomes for adolescent girls as a strategy to increase food security of the community as a whole. Sawki targets over 92,000 individuals in 62 communities of Maradi and Zinder regions.

GENERAL POSITION SUMMARY:

The Grant Administration Manager – Sawki will provide direct support to the Chief of Party (CoP) with overall program management and coordination, with a specific focus on compliance and administrative aspects of the program. The GAM will track sub-awardee obligations and payments, track commodity movements and transport accounts, track program expenses against budget in collaboration with the finance team, follow up with SO managers on work-plans, budget plans and procurement plans, ensure program files and archives are up to date, and coordinate inputs for quarterly and annual reporting.

ESSENTIAL JOB FUNCTIONS:

Program Implementation support

• Assist the CoP in managing key administrative and operational components of the Sawki program.
• Coordinate and assemble periodic reports (quarterly and semi-monthly) including annual ARR (Annual results report) and PREP (Pipeline and Resource Estimate Proposal), Power Point presentations for meetings, putting together talking points and leaflets for the program.
• Assist the CoP in overseeing field office operations - keep records of the regularly scheduled meetings with field offices and track and follow-up with action items as required.
• Act as liaison between Mercy Corps, consortium partners and other entities. This may include representing Mercy Corps at certain meetings and/or forums. Keeping written record of all such meetings as authorized by CoP.
• Work closely with Commodity Manager for the submission and follow up of accurate Commodity Call Forwards. Act as a liaison between and follow up with the different stakeholders in the Call Forward process (CF firm, carrier, port Authorities, inland transporters, surveyors, MC Procurement, Sawki Commodity Manager and others)

Grant management support

• Track a wide range partner grants (including the local NGO partners ONEN, DEMI-E and INRAN) in terms of meeting key program and compliance requirements.
• Assure all program managers (SO1, SO2, Gender, WASH, Program Coordinator, M&E) receive their component specific budgets vs actuals (BVA) quarterly reports, Consolidate and compile feedback from these managers and convey them to the CoP and Finance Director.
• Monitor and flag any BVA issues produced by finance.
• Ensure that managers develop, maintain and report on DIP (Detailed Implementation Plans), projections, IPTT (Indicators Performance Tracking Table), etc.
• Conduct monthly review of transactions to review compliance and identify any non-complaint issues, if any.
• Ensure data entry and follow up of the compliance tracker required for internal reporting, flag issues with the compliance tracker when arising.
• Set up and maintain filing systems of all protocols and important documents for the project.
• Ensure the Mercy Corps PM@MC procedures are strictly respected at all level of program’s management and implementation, and systematic maintenance of accurate and timely filing system for Sawki, including the electronic filing with existing servers.
• Conduct administrative tasks as required.
• Support the CoP in preparing board calls and follow up actions for timely implementation
• Work closely with the MEL team to ensure beneficiary data accuracy with all SOs, with special focus on SO1 on food rations and food distribution to pregnant and lactating women and PM2A.
• Assist the Regional Desk Office in submission of PREP and ARR documents and data in the FFPMIS.
• Lead additional grant requirements, such as PERSUAP, EMMP,

Coordination and Representation support

• Represent Mercy Corps when CoP is unavailable, to government, donors and NGOs and other relevant actors in the field when requested by the CoP.
• Liaise with local government officials, UN and other international agencies, local NGOs and civil society organizations, local religious leaders and other community members to foster coordination and ensure support for and acceptance of Mercy Corps activities when required by the CoP.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY:none

ACCOUNTABILITY

REPORTS DIRECTLY TO: Sawki Chief of Party

WORKS DIRECTLY WITH: Finance, Operations, Agriculture Technical Consultant, Commodities Manager, Program Team Leaders, Program Officers, Operations, community reps and communities.

KNOWLEDGE AND EXPERIENCE:

• BA/S degree in business administration, international relations, finance or other related degree.
• 4 to 5 years of experience in the field of grant management and administrative, program quality and accountability, complex program management role, etc.
• Previous experience in project management and in complex budget oversight
• Knowledge of USAID rules and regulations
• Willingness to travel and work in the field, including under difficult conditions and meet deadlines
• Previous experience on compliance and grant management
• Demonstrated experience in operating in international teams
• Computer skills with an extensive knowledge of Microsoft office (excel, word, PowerPoint, etc.)
• Good analytical capacity and strong sense of organization
• Rigorous, attentive to details, meticulous
• Demonstrated capacity to constantly meet targets and deadlines
• Capacity to engage and interact with local authorities and other governmental representatives
• Very fluent in both French and English language (verbal and written communication),
• Multi-tasking, organizational and prioritization skills are necessary

SUCCESS FACTORS:

A successful candidate will be able to communicate effectively with team members of varied work styles and cultures, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving. S/he will have a proven ability to learn quickly, multi-task, prioritize, take initiative, and be accountable for results, understand the larger picture while remaining focused on the details, problem solving, work within a complex and sensitive setting and to follow laws and security protocols. Ability to work independently and as part of a team are essential. S/he will be able to thrive in evolving and changing environments.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

This is an accompanied position and is based either in Niamey or Maradi, Niger. If based in Niamey, the GAM will be expected to travel at least 50% of his/her time. Both Niamey and Maradi are relatively secure. Housing is individual accommodation with freedom of movement beyond the house/office. All Mercy Corps Niger employees are expected to work a five-day work week, and may be required to work evenings and weekends. There are international schools in Niamey. Staff will have access to electricity and water, though they should expect occasional outages. Access to health care is limited, especially in Maradi.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

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