Grants Officer

Organisation:  NEGFIRE

Apply By:  10 May . 2018

Location:  New Delhi(Delhi)

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Role Overview: The Grants& Contracts Officer will be responsible for management of all grants and contracts. This includes – Contract management with Donors, Partner NGOs and Technical consultants; timely disbursement of funds to partners/consultants; Ensure statutory compliances, Documentation and Reporting of grants utilization. S/he will work closely with the Finance and Programme team to ensure that all donor contractual obligations and project deliverables are met by NEG-FIRE’s implementing partner organizations.  S/he is also responsible for providing technical support to NEG-FIRE’s NGO partners in the project finance management and compliance related matters. Key Responsibilities are:


1. Grants & Contracts administration  


  • Maintain a database of details for all Donors, partner NGOs / Technical consultants and grants in line with organizational requirements.
  • Collect, collate documentation and correspondence of selection process of partners and consultants, MOUs, etc. in line with organizational norms. This includes justification of Selection of partners / consultants; etc.
  • Maintain Correspondence on all matters relating to grants (donors/ partners / technical consultants etc.)
  • Draft and finalize the MOUs of partners / and TORs of consultants in collaboration with various concerned departments. Ensure timely renewal/amendments.
  • Record keeping of all MOUs/Contracts related documentation
  • Regular communication with Donors on Grant related matters


2. Tracking and review of Grants & Contracts

  • To ensure timely receipts of funds from the Donors, work with Program team to prepare the fund requirements 
  • Prepare and analyse the utilization of funds by the partners to ensure regular and timely submission of requisition for funds from the donors, and provide input to regular donor reporting. 
  • Build capacities of partner organisations on the financial guidelines, reporting templates, and statutory compliances
  • Review of the quarterly and half yearly financial reports of ongoing projects under the various grants
  • To facilitate release of grant instalments in line with approved schedules and timelines and ensure regular cash flow for partners NGOs
  • Ensure that the partner budget utilization and reports are submitted timely in line with MOUs and obtain partners confirmation of statutory compliances
  • Follow up and review of grant utilization documents including feedback and suggestion to various partners/ consultants for each grant.
  • Coordinate all the financial review of partner organisations, and statutory and donor audits with respect to grants and contracts of NEG-FIRE.
  • Follow-up on consultants on TORs for timely deliverables as per the signed contract.
  • Ensure timely closure of the projects and reporting to the  donor


3. Documentation and reporting

  • Prepare MIS of grant utilization for staff through regular follow up with partners to ensure grants are utilized as per approved project period.
  • Preparation of periodic Board and Donor reports, Annual Reports, etc. related to grants and contracts in coordination with various departments
  • Documentation of Proposal Approval Committee meetings
  • Drafting and finalising all contracts/MOUs/Letter of Offer in consultation with respective team managers
  • Maintain all grant documents/files through an efficient filing system.


4. Support to other Departments

  • Assist and contribute in proposal development processes for fundraising efforts in coordination with Program/ Fundraising unit, by providing qualitative inputs 
  • Regular interaction with Regional/Program Team to exchange information on various aspects of grants utilization
  • Supporting the HR-Admin department by providing details of partners and consultants or any other information as and when required.




Educational Qualifications:

Graduate/Post Graduate in Commerce/Maths; or BBA/MBA (finance).  


Experience/skills required: 


  • Minimum 5 years of experience in handling both Grants as well as Sub-grants contract management portfolio in a funding NGO (national/international).
  • Proven track record in managing compliances/statutory and contractual requirements related to grants receiving and grants giving.
  • Must have understanding of international/Indian donors funding environment, partner/donor reporting requirements, systems, principles and procedures. 
  • Experience in managing audits at various levels – donor, internal, external, statutory, etc.
  • Demonstrated knowledge and understanding of partnerships, principles of NGO support and/or donor environment.
  • Ability and willingness to undertake travel.
  • Well proficient with – Tally, MS Excel advanced functions


Personal qualities required:

  • MUST be Meticulous/ systematic in maintaining records.
  • Ability to pay attention to each details to minimise errors, and deliver quality outputs
  • Ability to organise and prioritise the work in a demanding work situation and take accountability for the delivery of agreed results
  • Ability to work in coordination with diverse team members and uphold value of ‘respect for all’.
  • Flexible and work with different people on different tasks. Demonstrates flexibility and willingness to step out of comfort zone to support team and goals.
  • Gender Sensitive
  • Openness to learn - Open to take up challenging tasks, even though it is not within the JD or one’s role with a learning spirit


Desirable experience/skills:


  • Basic understanding on the development issues of socially marginalised communities especially on Children’s Education, would be an added advantage
  • Experience in developing project proposal and budget preparation.

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