Grants Manager

By International Organization for Migration Organization: International Organization for Migration
Closing date: 02 Nov 2018

Position Title : Grants Manager

Duty Station : To be determined

Classification : Professional Staff, Grade UG

Type of Appointment : Special short-term ungraded, Six months with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 02 November 2018

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.


Under the overall guidance of the IOM Chief of Mission (CoM), and under the direct supervision of the Chief of Party/Programme Manager and the Programmatic directives from IOM-OTI Global Program Coordinator in Washington, DC, the successful candidate will manage and be responsible for organizing, tracking and managing all aspects of grant activities funded through a small grants mechanism, ensuring the thorough administration of all grant requirements from activity identification, development and submission for donor approval, and implementation monitoring towards completion. S/he will oversee all aspects of the donor-provided grant activity database as a means of tracking each grant from start-up through to close out.

The Program will be implemented in close coordination and partnerships with USAID/OTI under the principle of the “one-team-approach”, with communities in priority areas, and with all levels of Government.

The Grants Manager will be the principle administrator of grant activities, with the overall responsibility of ensuring that grant content and process consistently meet programme objectives and IOM standards. The successful candidate will strengthen and maintain the necessary administrative structures and inter-departmental processes, both within the IOM Program and between the program and IOM Mission, in order to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring. The Grants Manager will also provide technical support and supervise the implementation of the Monitoring and Evaluation Plan for the program.

Core Functions / Responsibilities:

  1. Supervise the staff of the Grants Unit of the program and oversee the rapid development, tracking and control of grant ideas and approved grant activities.

  2. Provide training on all related aspects of the grant life cycle, grants writing process and database, and ensure the overall integrity of performance within the Grants Unit and Database team.

  3. Review the narrative components of all grants and reports closely to ensure that the grant development process and approved grant records successfully convey the goals and strategic objectives of the program.

  4. Be responsible for the overall quality of grants documentation, in English, and for the timely entry of all relevant grant information; serve as a focal point for all changes made to grant records and grant approvals in the Database.

  5. Manage, modify, update and maintain the Activity Database as well as the Unit’s procedures and processes to ensure that all hardcopy and electronic (i.e. Country Room and database “Document Registry”) documents for all grants are complete, filed and in order. This includes leading on the grant closures process in cooperation with Monitoring and Evaluation (M&E) staff.

  6. In line with the Grants Activity Cycle, liaise with the United States Agency for International Development (USAID)/ Office of Transition Initiatives (OTI) counterpart as needed to revise and update the database, including submission of grant, budget and grant amendments, if required.

  7. Develop, enhance and maintain systems of communication and data transfer with program counterparts in field offices and maintain appropriate, program-wide standards of grant integrity, data collection and management, and information flow.

  8. Ensure the Database includes centralized financial tracking of all grants; liaise regularly and actively with financial, administrative and logistical and procurement units in order to further program objectives and ensure that program standards are followed.

  9. Establish and maintain the reporting system of programmatic activity for donors, and counterparts within the program, IOM Mission and IOM at large as required. Upon request from the Program Manager/Chief of Party, provide to USAID/OTI and the IOM Global OTI Program Coordinator in Washington, DC weekly activity notes/grant updates, and all other requested grant-related information.

  10. Support the preparation of program budgets and pipelines, as required.

  11. Monitor and review ongoing activities of the programme, including those of project implementing partners (if any) for grants funded by the programme; in coordination with the Programme Manager/Chief of Party, facilitate and oversee the exchange of monitoring information with external partners as necessary to maintain appropriate visibility with grant activities.

  12. Coordinate the collection and submission of activity notes for weekly submission to Monitoring and Evaluation Officer and USAID/OTI for inclusion in the database.

  13. Support the admin/finance team with the overall control of expenditures, with a specific focus on grants commitments vs. disbursements. Make sure that all grant disbursements are properly coded, as per IOM’s accountancy system.

  14. Supervise the regular reconciliation of Grants Database financial tracking with IOM’s financial systems. Provide technical support to the implementation of the program’s M&E plan, in particular mechanisms required to carry out the three levels of “rolling analysis” – country, programme and project.

  15. Perform such other duties as may be assigned.

Required Qualifications and Experience:


• Master’s Degree in Business Administration, Management or a related field from an accredited academic institution with five years of relevant professional experience; or

• University degree in the above fields with seven years of relevant professional experience.


• A minimum two years’ experience in operational activities in a complex crisis or emergency area;

• Previous experience in small-grants programming, particularly in the areas of infrastructure works, procurement and civil-society strengthening or Monitoring and Evaluation;

• A minimum of one work experience with the United States Agency for International

Development (USAID) programs, preferably with the Office of Transition Initiatives (OTI);

• Familiarity with political analysis in complex crisis settings;

• Knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment;

• Experience managing staff from diverse environments and backgrounds;

• Experience in graphic design, Power Point or other software to generate sophisticated reporting;

• Strong general analytical skills; and

• Significant reporting and database experience required, preferably with Microsoft Access.


Fluency in English is required. Knowledge of French or Spanish is an advantage based on program location. Knowledge of a local language is an asset.

Desirable Competencies:


• Inclusion and respect for diversity: respects and promotes individual and cultural differences;

encourages diversity and inclusion wherever possible.

• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.


Internationally recruited professional staff are required to be mobile. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

The appointment is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

No late applications will be accepted.


Below is the list of the OTI-funded Programmes IOM is implementing in the respective five countries:

  1. SSI (Somalia Stabilization Initiative) – IOM Somalia;

  2. NCCI (Niger Community Cohesion Initiative) – IOM Niger;

  3. NDDRR (Nigeria Disarmament, Demobilisation, Reintegration, Reconciliation) – IOM Nigeria;

  4. BHRI (Bosnia and Herzegovina Resilience Initiative) – IOM Bosnia and Herzegovina;

  5. PTI (Pakistan Transition Initiative) – IOM Pakistan

As part of the application process, candidates may indicate which country(ies) they do not want to be considered for.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 02 November 2018 at the latest, referring to this advertisement.

For further information, please refer to:

In order for an application to be considered valid, IOM only accepts online profiles duly completed.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.

Posting period:

From 11.10.2018 to 02.11.2018

Requisition: CFA 2018/41 – Grants Manager (55685397) Draft

Posting: Posting NC55685418 (55685418) Released