Lead Specialist Job, NGO Jobs In Kenya 2020 October,

Job Title: Lead Specialist: Grants Management, Partnership Building and Resource Mobilisation

Department: External Relations and Communications

Reports to: Head/Director of External Relations & Communications

Location: Nairobi, Kenya

Rank: C2

Closing Date: 30 October 2020

Job description

The postholder will work towards ensuring that IPPFAR strategically competes and wins bids and tenders that will support the delivery of its mandate. S/he will develop supporting structures and resources to ensure that tender processes are managed in the most effective and efficient manner in relation to the organisation’s protocols.

The postholder will lead the donor relations and partnership building work under the supervision of the head of department and in collaboration with all other IPPFARO department.


a) Manages and supports the grants development, management and implementation for the organization;
b) Identifies and develop strategies to optimize the grants administration processes in IPPFAR;
c) Performs relevant research to identify available grant opportunities and evaluate the results;
d) Directly involves in identification, writing, management and evaluation;
e) Manages the partnership building, resources mobilisation and donor relations’ team;
f) Researches for effective and authentic funding opportunities having a lawful registration and proven track record; Establishes a network of consultants to assist with restricted funding proposal development;
g) Oversees grants implementation and ensures compliance with the operational and financial rules, regulations and standards of the organization;
h) Supervises and oversees the resource mobilisation team to ensure proper coordination of work and keep the relevant staff informed about upcoming deadlines and deliverables, thereby ensuring smooth completion of work responsibilities;
i) Oversees the job of invoicing, accounting, reporting, and other administrative functions to ensure successful execution of grant processes;
j) Prepares financial plans and or budget allocations and the planning of business plans in accordance with each grant and organisational requirement.
k) Analyses budget trends and makes recommendations for cost controls;
l) Ensures that overheads, level of efforts and other financial requirements are dealt with in a professional and effective manner;
m) Provides timely reports, builds and maintains positive relationships with all donors and the IPPFAR senior management team with respect to the organization’s progress;
n) Works closely with the resource mobilisation teams in other regional offices and in the London Office ;
o) Maintains records of all payments and receivables and prepare monthly records for all grant related activities; monitors all other related documents connected with grant-funded programs;
p) Provides training and capacity-building to the staff and MAs on grants management, tendering process and reporting requirements. Ensures that IPPFAR departments and MAs are made aware of likely upcoming tenders;
q) Identifies potential funding opportunities, pipelines and streams and to collectively work with relevant IPPFAR colleagues in responding to these opportunities. Builds pre-bid intelligence streams in-country (donor and recipient);
r) Develop and lead a strategy that effectively prepares the IPPFAR for tendering, including capacity-building with key staff to develop a portfolio of staff to take key roles (Chief of Party, management team, bid writing, etc.) on restricted funding bids.
s) Research and establish a network of potential partners for restricted funding projects, evaluating competitor organizations and building relationships with key contacts. Work with the Director/Head of Department to develop and negotiate partnership agreements.
t) Working with the Director/Head Development and others to assemble, and co-ordinate the work of, tender teams to prepare restricted funding applications.
u) To analyse terms of reference of invitations to tender and create a compliant and responsive matrix for each bid to support the development of a winning proposal.
v) Oversees and co-ordinate the development of pre-qualification submissions and funding proposals across donors, particularly emerging donors, including research, compilation, writing and editing of proposal documentation and/or commissioning consultants to undertake writing where required;
w) Develops a new donor base in Africa
x) Ensures timely and efficient submission of pre-qualification documents and restricted funding proposals and ensures compliance to donors’ specifications.
y) Supports colleagues in technical teams to develop programme plans for discussion with donors.
z) Post-bidding, communicates outcomes, evaluates restricted funding proposals and disseminates key learning points.
aa) Ensures smooth handover of successful restricted project proposals to technical teams and works in close collaboration with them during the project’s life;
bb) Works with the Finance team to develop generic budget templates for use in preparing restricted funding applications and compile a database of key information on IPPFAR;
cc) S/he shall embrace safeguarding protocols and other policies;
dd) Undertake any other relevant duties as may be requested by the Head of Department.


PROFESSIONALISM: Knowledge of the work of IPPFARO in the field of Advocacy, communications, resource mobilisation, partnership building, SRHR and Human rights. Experience in to developing project proposals and managing grants as well as their closure and evaluation. Strong experience in donor relations and partnership building; strong financial management experience; strong understanding of donor requirements and knowledge of the donor community. Shows pride in work and in achievements; demonstrates professional competence and mastery of IPPF mandate, particularly in the areas of advocacy, communications, public relations and partnership building. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Experience in working team with different backgrounds and experience across several locations.

LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

• MA Degree in Business Administration, Project Management, Social Science or related fields.

• Minimum of 10 years-experience in grants management and reporting and/or resource mobilisation.

English and French are the working languages of the ARO. For this post fluency in English and French (both oral and written) is required. Knowledge of Portuguese is an advantage.

• Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.

• Experience working in a multicultural environment.
• Willing to work outside standard office hours as required.
• Willing to travel internationally – about 30 days a year.

How to apply

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