Grants Support Manager , Plan West Africa

Region: Benin Location: This position is based in Cotonou Reports To: Country Director Closing Date: Sunday 26th February, 2012 5 year contract The salary range for this role will be US$40–51,000 per annum depending on experience. This is an accompanied position and full expat benefits will be available.

Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalised with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.

Plan Benin has an approved Country Strategic Plan (CSP) which is effective from July 2010 through June 2015 and represents the outcome of a thorough participatory and transparent process, including a child rights situation analysis, specific thematic studies, and consultations with several partners and stakeholders. This CSP also incorporates the lessons learned from an external evaluation of Plan Benin’s previous interventions and defines its programme framework together with expected outcome for five years.

This job is needed in order to develop and enforce relevant grant management system supported by procedures that is in line with Plan Benin’s CSP and other corporate systems, as well as successfully updating and coordinating the implementation of the Country Resource mobilisation plan.

Dimensions of Role: •Has a country wide responsibility and reports to the Country Director of Plan Benin; •Has a delegated authority for expenditure up to 76 EURO K; •Is member of Country Management Team and advises CMT in all grant related matters ; •Contact person for National Organisations for all grants-related affairs; •Promote local and communities resources mobilization; •Supervises a Grant Coordinator and is responsible for, coaching and development of the grants teams in the areas of grant acquisition and compliance.

Typical Responsibilities - Key End Results of Position: oClear policies, procedures and functional requirements are in place and communicated across the programme •Grants systems for all parts of the organisation reviewed and utilised; •Policies drafted for management approval; •Systems established and training delivered; •Business cases made for any investment requirements.

oThe Programme Management is receiving and using accurate reports on grant income, expenditure and implementation progress on which to base their decisions •Effective monitoring system established for income and expenditure; •Establish a grants tracking mechanism in order to effectively follow up grant activities and to determine progress and make decisions where further action is needed; •Contribute to institutional learning by thoroughly documenting and sharing best practices relating to grants management.

oThe delivery of Plan Benin’s Country Strategy is supported with excellent and up to date information regarding the availability and types of resources available and is able to apply for opportunities •Represent Plan Benin in various and relevant functions, conferences, workshops; •Develop attainable country resources mobilization plan; •Implement annual grant business plans in line with Plan Benin’s approved resource mobilization plan (RMP); •Work closely with the program department to develop/prepare concept papers and project proposals and grants reports that meet donor expectations.

oPlan Benin management is aware of and able to take steps to mitigate the risks associated with grants in the Benin context •Identify hazards, likelihood and propose management action to be taken to manage the risk.

oPlan Benin Grant Coordinator is excellently managed and performing at the top of his/her capacity •Regular performance reviews and coaching; •Development needs identified and met.

Dealing with Problems: Plan Benin is heavily grant-dependent with a relatively large grant portfolio. The country budget for the current fiscal year is EURO 13, 634 K of which over 60% from grants. As of December 2011, the funding gap over the CSP life cycle is 18 %. The Grant Support Manager will play a key role in updating and coordinating the implementation of the Country Resource mobilisation plan.

The post holder will have to negotiate with management on strategic questions of how and when to best access which funds in order to impact on the delivery of agreed CSP.

Plan Benin works with a network of local NGOs with low capacity of human resources and the job holder will need to understand and cope with low quality of documentation and tardiness of information which will mostly come in French language.

Communications and Working Relationships: Internal Contacts There is high contact with all Country Management Team members; High working contact with Program Units staff; Medium working contact with Partners at national/provincial levels; Medium working contact with National technical networks; High contacts with NO’s Grant Managers; High working contacts with all grant implementation teams; Maintains high contact with the Regional Grants Support Managers’ Network; Medium contacts with grant support staff based at International Headquarters.

External Contacts Maintain high contact with key staff of current and potential donors; Medium contact with staff of implementing partners; Medium contact with other international NGOs established in Benin; Low contact with Ministry of Finance and other government regulatory bodies in charge of reporting on gifts and related tax issues.

Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives: Knowledge •Detailed and practical knowledge of the donor community active in developing countries is essential; •Knowledge of these donors in West Africa or Benin an advantage; •Knowledge of effective systems for the monitoring of grant use for strategic business modelling; •Knowledge of grants compliance requirements for more than one development aid donor.

Skills •Strong proven project proposal development skills; •Excellent proven communication skills for reporting, negotiating and influencing; •Strong written and spoken English; •Good working knowledge of French; •Significant work experience in grant management or related role with a recognized institution; •An established track record of implementing process and systems changes; •Skills in effective networking to identify income opportunities; •Experience in participatory community development processes is an advantage; •Capability to communicate ideas and technical information to a non-technical audience; •Experience in capacity building for field level staff from Plan and from local NGOs in partnership with Plan; •Ability to work in a multidisciplinary and multicultural environment.

Behaviours •Behaves consistently in approach to work and decision-making; •Strongly drives performance forward in area of the business for which they are responsible together with the team; •Balances future vision with practical delivery; •Develops mutual trusting relationships with complex partnerships that have excellent business outcomes; •Sets a strong learning culture in their part of the organisation.

Physical Environment and Demands: Typically office environment with 33% extensive travel in program areas and abroad.

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy.

Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

How to apply:

To apply, please send your CV and a covering letter detailing your salary requirements and quoting reference WA020 to recadmin@plan-international.org