Terms of Reference. Type of Expert: Long Term Key Expert. Name of expert Aim of this assignment

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Regina Leonard
5 years ago
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1 Terms of Reference Type of Expert: Long Term Key Expert Proposed function Name of expert Aim of this Grant Manager TBD Develop grant making initiatives in order to strengthen the use of social accountability approaches in relation to the supply and demand side of basic service delivery to make it more effective, responsive and accountable. Be responsible for the overall management and output of grant funds made available to Implementing Partners (SAIPs) Ensure the smooth operation of all matters related to the planning, management and monitoring of the Grant including procurement and contracting. Be a focal person to provide support to the Management Agency and its SAIPs in the area of grant administration capabilities and to have information of each partner s grant fund and use the same data to make timely decisions related to project implementation. Ensure the generation of regular and ad hoc reports of grants for internal and external purposes. 1 / 5

2 Activities to be performed Main Tasks: 1. Overall activities: A grant program based on relevant and appropriate best practices and taking into account lessons learnt from the review of the grant program of PBS I; Plan and manage the timely phasing and execution of the overall grant program in conjunction with the Finance Manager, M&E Expert and the Capacity Building and Training expert. This will include managing the implementation of grants; Work closely with the Finance Managers, M&E Experts and the Capacity Building & Training Experts to provide direct guidance and recommendations for the SAIPs on the management and control of grant programs; Evaluate the use of grant funds and other commitments and disbursements in terms of the realization of specific planned outputs; Ensure that grant funds are advanced on time to SAIPs and follow up to ensure that settlements are made thereof; Alert the Finance Managers, M&E Experts and the Capacity Building & Training Experts to follow up and take appropriate action at SAIPs whose performance (burn out rate) is low; Organize and coordinate quarterly meetings with the team of the Management Agency to discuss about the status of the grant implementation by the SAIPs; Propose and take appropriate action at SAIPs that do not comply with the terms and conditions of the grant contract signed; Participate in regularly scheduled meetings representing the grant portfolio he/she manages with the team and ensure proper dissemination of information is made; Ensure that a complete grant files for each grantee are made that include proposals, evaluation documents, approved budget, grant contract, quarterly reports, correspondences, etc.; Develop a social accountability database, including website with an online repository of the program s database and relevant documents; Lead, follow up and coordinate the timely close out of grant contracts; Assist the Project Director, Team Leader and colleagues with other duties as deemed necessary for the timely and successful execution and implementation of the program and its activities. 2 / 5

3 Activities to be performed (continuing) 2. Capacity Building and Training: Develop a support system for substantial mentoring, guiding and capacity building of grantees in grant fund management and implementation. This will include the timely and transparent disbursement of project expenses, bookkeeping, financial reporting, invoicing and requests for advance payments. 3. Finance: Ensure that SAIP finance officers are up to date with finance, contracting and procurement procedures and reporting in order to optimize the timing of each step of the grant scheme contracting and implementation process; Ensure that the Team Leader has detailed insight at all times into the planned and actual financial expenses incurred under the grant for all budget lines; Ensure that a grant matrix is maintained for the proper tracking of committed grant budgets, advances and settlements through checking that the figures are reconciled with the ledgers in the financial system. 4. Monitoring and Evaluation: Work closely and regularly with the Monitoring and Evaluation expert to track technical progress and results during grant implementation; Coordinate regular monitoring visits to SAIPs and provide technical assistance to SAIPs through analysis of the field visit reports; Participate in a coordinated monitoring visit to the SAIPs as deemed necessary by the Team Leader; Participate in the documentation and dissemination of lessons learned and best practice in close collaboration with the M&E Expert. 3 / 5

4 Verifiable deliverables Written reporting requirements The Grant Manager has direct responsibility for: The design and establishment of a robust professional grant management plan and procedures to provide grants to Implementing Partners (SAIPs); The timely delivery of financial and technical progress and results of individual grants for SAIPs, service providers and CSOs to enable the MA, the WB and the Steering Committee to cooperate jointly and more effectively in the grant scheme; The financial management and reporting systems and procedures adopted by the SAIPs; Timely ensuring and approval of the budget for grant applications and sound financial management of the grant scheme; Providing organizational support and documentation for internal and external financial auditing of the grant scheme; Develop quarterly financial and technical plans and reports including a tentative distribution of the reimbursable expenditures for the grantees. Develop an annual draft budget for the remainder of 2012 and 2013 including a budget for planned activities, procurement plan and grant disbursement projections. The Grant Manager will communicate progress and results against the grant program work plan to the Team Leader on a regular basis. The Grant Manager will contribute to all reports produced by the MA as requested by the Team Leader and key experts and using templates developed jointly with colleagues in the MA. Reporting Lines The Grant Manager will report directly to the Team Leader. The Grant Manager will work closely with, and support the long term key experts responsible for: Grant Management; Monitoring and Evaluation; and Capacity Building and with the Managers on matters pertaining to their specialist fields. 4 / 5

5 Minimum qualifications Approximate number of working days Period of the Place of the Minimum Bachelor s Degree in Financial Management / Accounting with appropriate project management experience preferably relevant Masters, Substantial experience in Grants and Contract Management, Excellent working knowledge of English and an advantage of fluency with other Ethiopian languages, Professional experience with civil society organizations in Ethiopia is key, experience is desirable, Icing on the cake is experience with capacity building, training design & implementation and M&E. Full time and based on five working days per week. Long term, extension based on performance and availability of funds. Addis Ababa with frequent field visits. 5 / 5

Third Quarterly Progress Report

Ethiopia Protection of Basic Services Social Accountability Program Grant Agreement [TF099878] Third Quarterly Progress Report October 2012 (Version 29 October 2012) 1 Table of Content List of abbreviations...